Here you will find a current market overview of industry software for hotels and lodging businesses as well as the rental of vacation properties and for campgrounds. Hotel software usually maps all typical processes such as booking management and category plans, a reservation system and all essential functions for contact and guest management. Property Management Systems (PMS - another commonly used term for hotel software) supports CheckIn and CheckOut (e.g. registration printing) and usually also offers the possibility to create marketing and management reports, to keep a digital guest folder and to print out housekeeper lists, cleaning lists, occupancy schedules, etc.
The property management software usually also includes modules for financial accounting, controlling and credit card accounting and offers corresponding interfaces to cash register systems. The PMS often includes modules or interfaces, for example, to online booking platforms (booking engines), management of wellness areas or telephone systems, electronic locking systems, and pay TV or minibars. Larger hotels or even hotel chains usually also benefit from a channel management and a revenue management system.
A Hotel Software is a type of Property Management System (PMS) designed specifically for hotels and other lodging properties. It is a software solution that helps hotel managers and staff manage various tasks related to hotel operations, such as reservations, bookings, check-ins, check-outs, room assignments, billing and payments, inventory management, housekeeping, and more.
A small guesthouse or a hotel with only a few rooms usually does not have quite as extensive requirements for hotel software functions as, large hotels or hotel chains.
As a consequence, this means that not every hotel software or property management system (PMS) is suitable for every business. The needs and requirements of lodging companies regarding the management of the business, the scope of guest services and offers for guests, the desired sales opportunities, etc. are often very different.
Therefore, the ONE solution does not exist. What may be perfect as software for one guesthouse may not be sufficient for another hotel. Nevertheless, there are of course basic functions or basic work processes in the hotel that must be mapped in every accommodation business.
Every hotel software will offer functions for entering or creating and managing room and guest master data. The sending of automatic confirmation emails for inquiries or bookings is just as much part of the basic scope of hotel software as a reservation or booking function for the homepage, the online availability calendar, the categorization of bookings, functions for creating schedules, e.g. for housekeeping, and of course billing or invoicing.
All functions and modules should ultimately ensure convenient guest and room management and, where possible, run automatically and create more time for guest care.
Modules for for small hotels
Further modules for large hotels and hotel chains
We have compiled a selection of typical functions and modules of property management systems and hotel software. Partly, these modules are provided with further function lists or short comments.
CRS (Central Reservation System)/ Web Booking Engine / Internet Booking Engine/ Online Booking Engine / GDS (Global Distribution System)
Many names for one process - reservation of rooms or other travel services. Central reservation systems are used for processing reservations. Global Distribution Systems (GDS) databases exclusively manage reservation data. GDSs cannot usually be accessed without the appropriate CRS. Prominent systems include Amadeus, Galileo and Sabre.
The scope of these reservation systems can vary greatly and is again based on the size of the pension or hotel. A central reservation system with online booking functions for the homepage is available for small hotels as well as for hotel chains.
Channel management is the distribution of your room offers through various channels such as OTAs (e.g. Expedia), travel agencies, GDS or regional portals, social media channels or even your own homepage. In principle, you can use as many portals as you like, because the workload does not increase by the number, as the software handles the processes automatically. The choice of channel management software or module depends, among other things, on the number of rooms and room categories as well as on the target group and the channels with which the software is to exchange data. Of course, additional channel management software should be able to exchange data with your PMS without any problems.
Revenue management or yield management as a part of price optimization deals with revenue optimization of services or yield management. Software programs in this area ensure that prices are dynamically adjusted in response to changing capacities and demand. They optimize the pricing process. Revenue management depends on occupancy, capacity, demand, price and revenue per available room (RevPAR).
Depending on the size and equipment of the hotel, other software areas may also be considered. This includes e.g: