Hotel Management System: How can it be simplified with Cloud PMS

A Cloud based PMS can dramatically change the way you run your property.Simplifying things for your staff is the first step towards establishing great service. 

Hotel Management System

How does hotel management system influence properties?

For many hotel owners and managers today, running their property without a cloud-based hotel management system is almost unthinkable.

Hospitality has always been a demanding industry to work in and any issues in the guest experience is quickly reflected on the hotel staff, and even friends and family. This is where the cloud-based property management system (PMS) has simplified things by taking on a large number of daily responsibilities, leaving the staff to better serve guests.

Unlike most innovations in management software, PMS technology has nearly spread through an entire industry. The cloud platform has allowed independent hoteliers to implement the same level of management that only the larger companies could once afford.

This ‘revolution’ in PMS accessibility has transformed hospitality. Let’s have a look at some of the areas where Cloud PMS technology has simplified hotel operations.

Guests checking in usually head straight for the front desk, as do the guests who are ready to check-out.

Front Desk Management

Guests checking in usually head straight for the front desk, as do the guests who are ready to check-out. Front desk managers are generally among the busiest members of the hotel’s staff. They are responsible for moving guests in and out of rooms, managing reservations and staff, and just about any guest need or want.

PMS technology has taken over a number of these tasks, one of them being reservation management. Incoming bookings, whether made online or offline, go straight to the reservation “tape-chart” from where the system auto-fills rooms to maximize availability. This takes a considerable load off the front desk manager’s back, who can concentrate better on more pressing issues.

Real-time Integration

It enables modern PMS’s to connect to channel managers and the Global Distribution Systems, allowing the hotel to update room inventory seamlessly across all channels. This eliminates over-bookings and also allows the hotel to convert a cancellation into a new reservation opportunity. 2-way XML connectivity ensures that even offline reservations are reflected in the inventory that’s displayed on all online channels.

Modern PMS’s can also share data with a number of other cloud based tools that hotels may use, such as revenue management systems like Xero. Regardless of the tools the hotel may need, most systems today can be integrated and simplify the process.

Point-of-sale Terminals

While room sales might be the main source of revenue for hotels, income generated by other departments can also have a significant impact on the overall sales. Restaurants, gift shops and other similar points-of-sale (POS) can bring in a lot of money when efficiently managed by the hotel.

A modern PMS improves administration of these POS terminals, and some even create dedicated modules for each, complete with their own set of management tools. This allows the manager to quickly add any forgotten charges to the guest’s bill, avoiding any unpleasant events during check-out.

Staff Management

A cloud based system allows managers to assign responsibilities and tasks to a number of staff in different departments, all from a single point of control.  The PMS usually offers a separate touch-enabled dashboard or check-list which can be updated by employee on their own device.

Housekeeping responsibilities for instance, can be assigned for a particular room automatically after a guest checks-out, while managers can quickly scan for tasks that need to be fulfilled before guest’s arrival.

Report Generation

Through time, the PMS builds a bigger and bigger archive of information and guest data after extended use. The system can look into this data on demand and produce various reports that analyze different aspects of the hotel from housekeeping, room sales, POS revenue, and even guest trends.

By taking over the report collection and compilation, managers can skip this painstaking step and get straight to analyzing the property’s different areas. A modern Cloud PMS can offer over a 100 reports specific to different factors affecting the hotel. This can allow the property to save money and bring down costs in the long run.


Cloud computing is widely regarded as the best thing that ever happened to hospitality and the reasons are endless. Accessibility to “Cloud” were torn down as independent hoteliers were given the opportunity to invest in cutting-edge technology for a fraction of the cost.

The effects of these were advantageous and have since spread throughout the industry. As independent hotels became more popular, new trends began emerging in tourism industry and even new types of travelers. Guests seeking a more intimate vacation can now avoid the large brands and book at smaller properties on the very same OTA’s that once only accommodated the biggest players.

If you’re interested to know more about our Cloud PMS, head over to this page. We are more than willing to provide more information on demand. Just visit our contact page and send us an inquiry.

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