Welcome to our comprehensive guide on deploying a cloud-based Hotel Property Management System (PMS). In this article, we will walk you through the step-by-step process of deploying a cloud-based PMS for your hotel, ensuring a seamless transition and maximizing operational efficiency. Whether you’re already familiar with the concept or just starting to explore cloud-based PMS solutions, this guide will provide valuable insights to help you make informed decisions. Let’s dive in!
Before we delve into the deployment process, let’s briefly understand what a cloud-based Hotel PMS is and the advantages it offers over traditional on-premise systems.
What is a Hotel Property Management System (PMS)?
A Hotel Property Management System (PMS) is a software platform hotels and other hospitality establishments use to manage their daily operations and streamline various administrative tasks. A cloud-based PMS is a software solution hosted on remote servers and accessed via the Internet. It allows hotels to manage their operations, including reservations, check-ins, housekeeping, and reporting, from any location with an internet connection. The key advantages of a cloud-based PMS include scalability, cost-effectiveness, accessibility, and automatic software updates.
A PMS allows hotel staff to efficiently manage the entire guest lifecycle, from reservation to departure and helps enhance guest experiences by ensuring smooth operations and personalized services.
The primary goal of a PMS is to automate and streamline hotel operations, increase efficiency, improve guest service, and ultimately enhance the overall profitability of the property.
Benefits of Cloud-based Hotel Property Management System
A cloud-based Hotel Property Management System (PMS) offers several benefits compared to traditional on-premises systems. Here are some key advantages of a cloud-based PMS:
1. Accessibility and Flexibility:
With a cloud-based PMS, hotel staff can access the system from anywhere with an internet connection, using various devices such as computers, tablets, or smartphones. This enables flexibility in managing hotel operations remotely, including checking reservations, updating guest information, and monitoring reports.
2. Scalability:
Cloud-based PMS solutions are highly scalable, allowing hotels to easily adjust their system capacity based on their needs. Whether it’s adding new properties, expanding room inventory, or accommodating seasonal variations in demand, cloud-based PMS can scale up or down without requiring significant infrastructure changes.
3. Cost-Effectiveness:
Cloud-based PMS eliminates the need for on-premises servers, reducing hardware and maintenance costs. Instead of large upfront investments, hotels typically pay a subscription fee based on usage, making it more cost-effective for both small independent hotels and larger chains.
4. Automatic Software Updates:
Cloud-based PMS providers handle software updates and maintenance, ensuring that hotels always have access to the latest features and enhancements. This eliminates the need for manual updates and reduces downtime associated with system maintenance.
5. Data Security and Backup:
Cloud-based PMS systems typically have robust security measures in place to protect sensitive guest information. Data is stored in secure servers with regular backups, minimizing the risk of data loss or theft. Cloud providers often have redundant infrastructure and disaster recovery plans to ensure data availability, even in case of unforeseen events.
6. Integration Capabilities:
Cloud-based PMS solutions can easily integrate with other hotel systems and third-party platforms such as online travel agencies (OTAs), channel managers, revenue management systems, and guest engagement tools. This allows for seamless data exchange, streamlines operations, and provides a unified view of guest information.
7. Real-Time Reporting and Analytics:
Cloud-based PMS platforms offer real-time reporting and analytics features, allowing hoteliers to access up-to-date insights on occupancy rates, revenue, guest preferences, and other key metrics. This enables data-driven decision-making and the ability to respond quickly to changing market conditions.
8. Enhanced Guest Experience:
Cloud-based PMS enables hotels to provide personalized guest experiences. With a centralized system that stores guest profiles, preferences, and history, hotel staff can access this information in real-time to offer tailored services, anticipate guest needs, and create memorable experiences.
Overall, a cloud-based PMS offers greater flexibility, scalability, cost-effectiveness, data security, and integration capabilities, empowering hotels to streamline operations, enhance guest experiences, and drive business growth.
Now as you have understood, cloud-based hotel property management systems and their benefits. Let’s look at the key factor for selecting the right cloud hotel property management system software.
How To Select The Right Cloud Hotel PMS Software?
Selecting the right cloud hotel Property Management System (PMS) software is a crucial decision that can significantly impact your hotel’s operations and guest experience. Here are some key factors to consider when choosing a cloud PMS:
- Identify your hotel’s specific needs and requirements.
- Research different cloud PMS providers.
- Evaluate the software’s features and functionalities.
- Consider scalability and flexibility for future growth.
- Assess data security measures and compliance.
- Check for integration capabilities with other systems.
- Read customer reviews and testimonials.
- Request demos or trials to test usability.
- Compare pricing and subscription models.
- Seek recommendations from industry peers or experts.
Let’s take an example of the best hotel PMS and learn how to set up a property management system for your hotel.
HotelWeb – Best Cloud-Based Hotel PMS (Property Management System)
HotelWeb is one of the best and most popular cloud-based hotel PMS. No doubt, it is the most comprehensive and user-friendly Hotel Property Management System (PMS) on the market. Designed to streamline your hotel operations, boost your revenue, and enhance guest satisfaction,
HotelWeb is the all-in-one solution every hotelier has been looking for. This feature-rich software is packed with powerful tools and integrations. This helps to simplify your daily tasks, leaving you with more time to focus on delivering exceptional guest experiences.
HotelWeb’s Key Features:
- Front Desk Management – Easy-to-use interface makes checking in, check out, and room assignments easier. Keep track of guest information, preferences, and stay history in a centralised database to ensure seamless communication and personalized service.
- Rate & Revenue Management – Utilize our cutting-edge revenue management solutions to optimize your room pricing. To increase revenue and occupancy, keep an eye on demand, examine market trends, and make data-driven price changes.
- Reporting & Analysis – Utilize its comprehensive reporting and analytics suite to make wise decisions. Access current information on important performance metrics, including occupancy, RevPAR, ADR, and more. For in-depth analysis and well-informed decision-making, export customised reports.
- Reservation management – By making use of this easy-to-use reservation system, you can maximize bookings. Manage real-time direct reservations, OTAs, and channel partners to keep your inventory up-to-date.
- Guest Communication – This feature helps you to enhance guest satisfaction by offering personalized and timely communication via emails, SMS, or in-app messaging. Send your guest pre-arrival information, welcome messages, and post-stay feedback requests to keep them engaged and informed.
- Housekeeping and maintenance – Easy way to streamline your hotel’s housekeeping and maintenance tasks by assigning and tracking the status of work orders. Monitor room preparation to ensure that incoming guests are served on time and efficiently.
How To Deploy a Cloud-based Hotel PMS?
To get started with HotelWeb hotel PMS, check out the below process:
Step 1: Create Your Account
To create your account you need to fill required information such as your hotel’s name, contact details, and desired login credentials. Make sure you check provided information before submitting. You will receive OTP on your mobile number to verify your account.
To know step by step guide, Click here.
Once the account is verified you can get access to the property management system. Take an overview of the platform for a better understanding of further steps. You can find the best UI (user interface) when you land on the PMS dashboard.
Step 2: Visit Profile
After creating your account and logging in, click on the profile section to access and update your personal information. It is located at the top right corner of the dashboard. Ensure your profile information is accurate and up to date, as it will be visible to guests and used for communication purposes.
The Hotel Link in the profile information is your Booking Engine link.
“A hotel booking engine is a software application or online platform that allows guests to make direct reservations and book rooms in a hotel or other accommodation establishment. It is typically integrated into the hotel’s website, allowing guests to check availability, view room types and rates, and securely book their desired accommodations.”
HotelWeb’s booking engines provide a user-friendly interface that allows your guests to search for available rooms based on their preferred dates, number of guests, and other criteria. The booking engine retrieves real-time data from the hotel’s property management system (PMS) to display up-to-date availability and rates.
Use the hotel link from your profile information to transform your hotel’s online booking experience. This powerful and user-friendly solution helps you to drive more direct bookings, reduce commission costs, and enhance your guests’ journey from browsing to booking.
Step 3: Hotel Management
Once you verify your profile information it’s time to check the core features and functionality of HotelWeb hotel PMS. After entering the hotel management system you will find all its features on the left side of the dashboard.
1. Go To Settings:
Before managing the other features, firstly you need to enter the information settings which include general settings, email settings, and media management.
In General settings, you must enter property details, address & contacts, Google map embed code, and other miscellaneous information with cancellation policy details.
Also, you need to enter details of property facilities, property rules, nearby/key landmarks, bed types, identity Type, Block Accommodation Reason, Business Source, and Market code.
Things to be considered will entering the above information into the hotel property management system
- Property Facilities: Ensure that all relevant facilities and amenities offered by the property are accurately listed in the PMS. This may include features like a swimming pool, fitness centre, restaurant, parking, spa, conference rooms, or any other facilities available for guests.
- Property Rules: Specify the property rules and policies that guests are expected to adhere to. This may include check-in/check-out times, smoking or pet policies, noise regulations, age restrictions, or any other rules specific to your property.
- Nearby/Key Landmarks: Include information about nearby attractions, landmarks, or points of interest that may be relevant to guests. This helps guests understand the location and proximity of your property to popular destinations or amenities.
- Bed Types: Specify the different types of beds available in each room category. This may include options such as single beds, double beds, queen beds, king beds, or any other configurations offered by your property.
- Identity Type: Determine the acceptable forms of identification that guests can provide during the check-in process. Common identity types include passports, driver’s licenses, national ID cards, or other government-issued identification documents.
- Block Accommodation Reason: If your property has the option to block or allocate rooms for specific purposes or groups, ensure that the PMS allows you to specify the reason for the accommodation block. This may include group bookings, corporate reservations, weddings, or any other reasons for reserving multiple rooms together.
- Business Source and Market Code: Track the source of business or market segment for each reservation. This helps in analyzing the effectiveness of different marketing channels and understanding the specific market segments that contribute to your hotel’s revenue.
When entering this information into the PMS, ensure accuracy and consistency to avoid any confusion or miscommunication with guests. Regularly review and update these details as needed to reflect any changes in property facilities, rules, or market segments.
To know step by step guide to entry property details, Click here.
2. Email Settings
Make sure you enter a valid email address to get connected with the customers. Look at the below image for a better understanding.
3. Media Management
Here you can add all the images and videos related to hotel property in media management. While adding images to a hotel PMS, it’s important to ensure that the photos accurately represent the property and provide a visually appealing presentation for potential guests. The image must be of high quality, variety of room types, highlight key features, show different angles, etc.
To know step by step guide to entry property details, Click here.
Step 3: Add Other Hotel Details In Hotel Management
Before you start entering other hotel details make sure you know all the offerings. Enter the details accurately and properly, as they will display on your booking engine.
Things To Be Consider While Entering Below Details:
When entering the details in a Hotel Property Management System (PMS), there are several important factors to consider. Here are some key considerations for each category you mentioned:
1. Accommodation Type:
Here you will create different “Accommodation Types” as per your hotel offerings (e.g., single room, double room, suite, etc.).
You need to be ready with information, as you need to add a few details related to your Accommodation Types. Like
- Long and Short Description
- No of Accommodation for each type
- Breakfast Included Or Not
- Guest Capacity
- Size of Room
- Services that are available
- Amenities for each Accommodation Type
- Bed Type
- Add Featured images and a photo gallery to attract customer
Assign unique identifiers or codes to each accommodation type for easy reference and organization.
To know a step-by-step guide to entry property details, Click here.
2. Amenities:
List the amenities available in each accommodation type (e.g., Wi-Fi, TV, air conditioning, mini-bar, etc.).
Include any additional services or facilities offered by the hotel (e.g., swimming pool, gym, spa, restaurant, etc.). Don’t forget to add a description for each amenity, as it gives a clear understanding to the customers.
To know a step-by-step guide to entry property details, Click here.
3. Seasons:
These features allow you to determine each season’s duration and specific dates, considering local holidays, events, or peak travel periods. You can accurately do rate management by assigning specific dates or date ranges to each season. Even you can set a default season which includes a selection of weekdays and weekends.
Adding different seasons helps you to save time while setting pricing for accommodation. With just a couple of clicks, you can easily change the room rate that displays on the booking engine.
Click here, to know how to set the default season and add a new season.
4. Rates:
Set up pricing structures based on accommodation types, seasons, and any other factors that influence rates.
Specify base rates for each accommodation type and define any additional charges or discounts (e.g., extra person or child charges, weekends rate, package rates, promotional rates, etc.).
HotelWeb Hotel PMS allows you to update and manage rates for different periods easily.
Check out the step-by-step process to add new rates. Click Here
5. Accommodations:
Create a detailed inventory of each accommodation, by including the No. of room for each accommodation types.
This will help you to set the total no of accommodations for your hotel.
Follow the below easy steps to generate accommodation,
- Click on “Generate Accommodations”
- Select the “Accommodation type” from the list and “Add the number of Rooms” for a particular type.
- Click On the “SAVE CHANGES”
- Follow the same process to create multiple accommodations.
6. Services:
In this feature, you can define the range of services offered by the hotel (e.g., room service, housekeeping, laundry, concierge, cab etc.).
You can even specify any service charges associated with each service.
Check Out Below Steps To Add Services:
- Click on “Add New Extra Service”
- Fill in the information (Name, description and charges of service)
For example laundry service, Cab service, Spa service, etc - Verify details and click on the “SAVE” button.
This makes it easy for you to add different services for different accommodations. Also, guests can choose specific services at the time of booking that are offered by you for particular accommodation types.
7. Booking Management:
This feature allows you to check your online payment history, add coupons, and block rooms.
Payment History:
Capture essential guest information (e.g., booking id, customer name, status, amount gateway, transaction Id, etc.
Track reservation statuses (e.g., Pending, complete, Refunded, Abandoned, Revoked, Preapproved, Cancelled, etc.) and update availability accordingly.
To check “Payment History” You need to
– Click on the “Hotel Management” tab on your dashboard.
– Further Visit “Booking Management” and select “Payment History”
You can also quickly determine the status of the booking based on the dates by using the filter option.
Add Coupons:
This feature allows you to add, manage and apply codes that offer discounts and promotional offers.
Set up coupon codes with specific rules, such as percentage or fixed amount discounts, valid dates, minimum stay requirements, and any restrictions on room types or seasons.
Enable the PMS to validate and apply coupon codes during the booking process, adjusting the rates accordingly.
To add new coupons you need to enter a few details. Check out the step-by-step process to add coupons in the HotelWeb property management system. Click Here.
Block Rooms:
In certain situations, you may need to reserve a group of rooms for a specific purpose, such as accommodating a wedding party, conference attendees, or a tour group.
Use the block rooms feature in the PMS to allocate a specific number of rooms for a particular date or date range.
Specify the room types, quantity, and duration of the block, ensuring that these rooms are not available for general reservations during the block period.
Monitor and manage the status of block rooms, allowing for easy modification or release if necessary.
Check out easy steps to Block Rooms in the HotelWeb hotel management system. Click Here.
Payment:
Set up payment methods accepted by the hotel (e.g., credit cards, cash, online payments, etc.).
Ensure the PMS integrates with payment gateways or processors for seamless payment processing.
Implement secure data handling and encryption measures to protect sensitive payment information.
When entering these details in a Hotel PMS, it’s crucial to ensure accuracy, consistency, and a well-structured setup. Additionally, familiarize yourself with the specific features and capabilities of the PMS you are using, as it may offer additional options and configurations for managing these details.
By following the above steps you can deploy HotelWeb’s could hotel pms for your hotel.
Why Choose HotelWeb’s Hotel Management Software (PMS)Solution?
There are several reasons to select the HotelWeb hotel management system, but here we have listed the top 5 reasons for you:
- All-in-one solution – With HotelWeb Hotel PMS, you manage your entire hotel operation with a single, comprehensive platform.
- Cloud-based – It allows you to easily access your hotel management software from anywhere, anytime, on any device.
- Scalable – It offers regular updates in the system, looking after your changing needs and requirements. In simple words, solutions grow with your hotel needs.
- Secure – Looking after the security measures it has built trust in users’ minds. Trust in their robust security measures and PCI DSS-compliant payment processing.
- Exceptional support – It offers a dedicated team that is available 24/7 to assist you every step of the way.
What Are The Disadvantages Of Not Having PMS Software For Your Hotel?
Not having a Property Management System (PMS) software for your hotel can have several disadvantages. Here are some of them:
Manual Operations:
Without a PMS, hotel operations rely heavily on manual processes, such as handwritten reservations, room allocations, guest check-ins, and check-outs. This can be time-consuming, prone to errors, and inefficient, leading to a higher risk of mistakes and guest dissatisfaction.
Limited Accessibility:
A PMS allows for centralized and real-time access to critical hotel information from anywhere, making it easier for staff to manage operations and make informed decisions. Without a PMS, accessing and sharing information becomes more challenging, especially for staff members who need to work remotely or across different departments.
Difficulty in Managing Rates and Inventory:
A PMS simplifies rate management by providing automated tools to set and update room rates based on various factors like seasons, occupancy, and market conditions. Without a PMS, managing rates and inventory becomes complex and time-consuming. As a result, there is a higher risk of revenue losses and missed opportunities for optimizing pricing.
Lack of Integration:
PMS software often integrates with other hotel systems like online booking engines, channel managers, and accounting software. Without a PMS, integrating and synchronizing data across different systems becomes challenging. Consequently, this leads to manual data entry and a higher risk of errors.
Poor Guest Experience:
A PMS streamlines guest management by capturing guest information, preferences, and special requests. It enables personalized services, such as automated check-in processes, room customization, and tailored guest communications. Without a cloud-based hotel PMS, providing a seamless and personalized guest experience becomes more difficult, potentially resulting in guest dissatisfaction and negative reviews.
Inefficient Reporting and Analytics:
PMS software provides robust reporting and analytics capabilities, allowing hoteliers to generate insights into occupancy rates, revenue, guest preferences, and other key performance indicators. Without a PMS, data analysis and reporting become laborious and time-consuming, hindering the ability to make informed business decisions.
Security Risks:
A PMS typically offers data encryption, user access controls, and backup features to protect sensitive guest and financial information. The security of guest data and financial transactions may be compromised without a PMS, putting the hotel at threat of data breaches and legal non-compliance.
Moreover, not having cloud-based PMS software for your hotel can lead to inefficiencies, manual errors, limited accessibility, and a compromised guest experience. Adopting a PMS can help streamline operations, improve guest satisfaction, and enhance overall efficiency and profitability.
Final Thought
Deploying a cloud-based Hotel PMS can revolutionize your hotel’s operations, enhance guest experiences, and streamline your staff’s workflows. By carefully assessing your hotel’s needs, conducting thorough research, and selecting the right provider you can ensure the smooth functioning of your hotel business. Embrace the scalability, accessibility, and cost-effectiveness of cloud technology to propel your hotel’s growth and deliver exceptional guest satisfaction.