Category Archives: Feature

Adapting a right PMS can upgrade the comfort level of Hoteliers to a next level!

Seldom will any hotelier refuse that a ‘Property Management System (PMS)’ isn’t important. However, when it comes to investing in the technology that boosts the productivity and maximize their profits, many of them are hesitant to upgrade because of various reasons such as lack of capital or lack of IT knowledge and having techno phobia.

Time for hotel owners to start realizing that orthodox strategies won’t be felicitous to the unique upcoming situations

In this constantly growing hospitality industry, this is the right time for hotel owners to start realizing that orthodox strategies and lack of up-to-date technologies won’t necessarily be felicitous to the new and unique upcoming situations. Hotel owners who haven’t subsidized their properties in terms of latest technologies can find themselves under-prepared for the escalated workload and sticky situations due to human error that comes with manually updating rates and inventor received from various channels.

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The advantages of integrating booking reservation software are countless and some of the key benefits have been classified as under:

Inventory Control Optimization

One of the key benefits of an enterprise-level PMS is superior system reporting. Software that keeps the track of inventory identifies the areas of waste thereby ultimately saving the money for the property owner. Good software covers all round areas of operation because it is operation-specific, audit-based and performs guest-centric reporting. The system lets operators modify reports and ensures unswerving numbers across the whole operation.

Faster Check-in, Check-out and better administration of guest data –

It goes without saying that a standard ‘Property Management Software’ brings along precision of reservations, improved administration of guest data and enhancement of real-time room status. The booking software with its handy features assists in faster guest check-in and check-out as opposed to a cumbersome and time consuming manual process and the e-mail guest recognition of the profile database. Once the profile of the guest is known, their future visits can be personalized granting them a highly superior experience.

It goes without saying that a standard ‘Property Management Software’ brings along precision of reservations, improved administration of guest data and enhancement of real-time room status.

The accounting advantage-

The PMS with its inbuilt feature of accounting is truly a multifaceted software that connects with the bank and Paypal to import the statements. The book-keeping assimilates with the PMS to get City Ledger data, track the due date as per the payment terms and conditions and keep up a check on the cost payable for commissions following any deductions in terms of tax or surcharge. All other accounting work such as cash, cheques, credit card, POS receipts, discounts, OTA commissions, refunds, promotional offers and corporate accounts can be directly reconciled with the bank statements with the help of PMS. This ultimately excludes and decreases the errors related to double entry which is highly probable while doing manual entries. All in all, a well-integrated PMS maintains all the statistical data regarding the hotel’s revenue, receipts and payments that can be seamlessly integrated with the accounting system.

Choice of using Multiple Language Function –

A good hotel software empowers you to use the system with a choice of multiple languages. Even if the hotel staff is not congenial with English as a language, the reservation software comes with the option of three languages. This can also be customized according to any language of the world by changing the words used in the software as per regional requirement. It is actually easy to alter the language through the ‘Change Language’ button with a single click!

PMS role in Housekeeping –

‘Housekeeping’ is usually a tedious job and if proper care is not taken, hotels can find small or big mistakes in it especially when the workload is enormous. The PMS helps the hotel management in keeping a precise track on the housekeeping activities thereby ensuring that the guests do not face any issues related to housekeeping and they find their stay utmost pleasant and comfortable.

To summarize, it won’t be an exaggeration if we say that a right PMS besides being proficient and designed for the express requirement of hastening the billing operations, has myriad of other advantages too like higher operational frequency, superior decision making, greater accuracy in accounting thereby reducing the revenue leakages and improved customer service and satisfaction.

Legacy Hotel Software v/s Cloud PMS

The hospitality industry is ever evolving, replacing the manual management with various automated software technology is one of the most predominant change in the market. Particularly, for efficient property management, the developing technology has contributed two types of hotel management solutions. The foremost is the widely accepted and locally installed desktop based hotel management solution while the other explores the power of SaaS and cloud computing and is a web-based PMS. Thus, hoteliers are no longer bound to one type of management system, they are given an opportunity to analyze their own requirements and select the most appropriate for their property.

Even though, both solutions have demonstrated their efficiency and benefits, not all of them are right for all hotel type and choosing the most beneficial PMS for the business can be a daunting task. To aid hoteliers to select the accurate software, eZee has researched few foremost requirements from a hotel point of view to explore the pros and cons of both servers based and online property management software.

Desktop Vs Web PMS

Maintenance and specific requirements

System-computer-icon  A desktop PMS requires a comprehensive and detailed infrastructure in terms of technological requirements like spectacular hardware, local servers and different license for each hardware. However, a legacy PMS is not dependent of internet connection and can be very useful in remote areas with low connectivity.

1439829229_icon-132-cloud One of the greatest advantages of an online PMS is that it requires no special installation or downloads. All it requires is a browser and a favorable internet connection. As a cloud PMS can be accessed from anywhere, hoteliers can run the front-desk functions even during power cut of with the help of a laptop, tablet or even a smartphone. Moreover, as all the functions are run on the cloud the software needs no specific hardware or even an IT personnel for maintenance.

Easy accessibility- anytime, anywhere

System-computer-icon A legacy system has the advantage of being locally installed and doesn’t rely on the remote server, thus all functions are robust even during downtime. Correspondingly, it ties the user to a particular machine and shuts down completely during electricity cut off.

1439829229_icon-132-cloud As discussed earlier a web-based hotel management system requires no special downloads and can be accessed anytime and anywhere, using any type of device be it desktop, tablet or mobile. As a result, you can use from the remote location while traveling or in the case of multiple properties, where you can retract reports and other data of any of your properties sitting far away.

Favorable financial estimate

System-computer-icon The majority of installed front-desk system a very heavy number of detailed and complex features making the solution significantly more expensive than a cloud solution. Moreover, the periodic maintenance, upgrades and requirement of IT staff members can further increase the expenses.

1439829229_icon-132-cloud A cloud PMS offers a significant reduction in capital investment, mainly due to its low costing technology and subscription-based pricing strategy. Adding to the advantage, a majority of online hotel systems are robust and require no download, no installation, no service and not even an IT personnel. However, in the long run, the cost sometimes can be either equivalent or more when to compare to the cost of a legacy system.

Feasibility and proficiency

System-computer-icon A desktop PMS is incredibly complex and exceptionally detailed, offering a myriad of integrated third party solutions. It is always available due to the local installation, and can effortlessly manage any type of property including full-service hotels.

1439829229_icon-132-cloud Alternatively, online property management solutions are easily upgradable and are up to date with the latest market trends. As a result, they integrate effortlessly with a variety of other solutions like a channel manager and booking engines leading to an enhanced online exposure.

When it comes to choosing the correct PMS for your hotel, it all depends on a type of operations you run. Cloud technology has come a long way in automating various time-consuming manual tasks. The introduction of this revolutionary technology transformed the face of hotel management and a lot of properties are migrating from a legacy PMS to cloud PMS. If you own a small, independent hotel or a small B&B, a cloud hotel software should be perfect for you. Nevertheless, if your property is large and requires more detailed functions, the complex yet sophisticated technological infrastructure of the locally installed hotel management solution is a tried and tested way to go as well.

[This article originally appeared on ezeetechnosys.com]

Features Guide for a Property Management System

Property Management Systems help hotels to manage their day to day operations with higher efficiency and heighten the quality of service they offer to the guests. A good property management system simplifies the diverse operations via features which the staff performs on a steady base.

We are going to cover key features which an hotelier should look for in any good Property Management System.

Front Desk Operations
The very basic of the operations in any property regardless of its type or size is the Front Desk Operations. A good system will allow easy check-in and checkout process for the staff. Just like any other operations, the front desk staff may have to make changes to reservations such as room change, change dates, assign rooms, and so forth. This should be relatively easy to carry out in a secure system, the modifications should take immediate effect and should make the process easy and not hinder it.

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Booking & Reservations Management
Booking and reservations are important functionalities of a hotel management system. Traditionally, hotels received bookings from limited sources such as travel agents and direct bookings. Today, the story is very different as bookings come from a diverse range of sources such as hotel’s website, travel websites, business source like a corporate clients and airlines, travel agents, etc. The system should be able to handle walk-ins, bookings from online travel agents, traditional agents, business sources and from the corporate website with ease. An efficient system will easily distinguish between the different sources and update the records for future reference.

Billing and Payments
Stability is of the utmost importance when it comes to billing and settling payments with guests. Guests today use multitude methods of settling payments, the system should accommodate multiple payment methods per reservation including cash, credit cards, check and online payment gateways. In addition, it should have the ability to post adjustments, advance deposits, split receipts, extra charges, settlements, folio printing and taxes. The staff must be able to check and modify tasks related to billing and payment at any time according to changing requirements.

Housekeeping
Housekeeping is another central characteristic which an hotelier should look for in a PMS. The important thing an hotelier should look for in housekeeping is the flow of real-time information. The housekeeping module should highlight the status of rooms and provide the ability to delegate chores to the housekeeping staff.In addition, built-in inventory management for cleaning supplies and linens is always a plus.

Reports
A good system should offer the different departments the ability to generate a diverse set of reports. Given the diverse set of hotel operations and different departments working together, it is imperative that every department is able to generate reports according to their need. These reports can help management to make sound decisions and also help them build better sales and marketing strategies.

Third Party Interfaces
A good hotel management system needs to integrate and work successfully with a multitude of third-party hardware and software. The interfaces for your hotel will depend on factors such as the size of hotel, facilities offered and operational style. A standard hotel today usually have PABX, Door Lock, ID scanners, cash drawers, payment gateways and financial accounting software. It is always beneficial to go over beforehand how compatible the PMS is with third-party or they are exposed to new ones.

Conclusion
Traditionally, the hotel software came with features that covered basic hotel operations. Today, choosing the right solution for your hotel is more complex than it has ever been as the processes have become more complex. At the final stage, a good Property Management System should provide solid features that satisfy the requisites of the hotel and should be easy to adjust and carry out. Another key factor is the software provider, the provider should possess the industry expertise and experience and provide high-quality post-sales support.

A good Property Management Software is the key to your hotel’s success.

[This article originally appeared on ezeetechnosys.com]