What are the best practices for integrating a property management system with other hotel systems?

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A property management system (PMS) is a software that helps hotels manage their daily operations, such as reservations, check-in, check-out, billing, housekeeping, and reporting. However, a PMS alone is not enough to run a successful hotel business. You also need to integrate it with other hotel systems, such as channel managers, revenue management systems, customer relationship management systems, and online booking engines. Integrating your PMS with these systems can help you optimize your distribution, pricing, marketing, and guest experience. But how do you do it effectively? Here are some best practices for integrating your PMS with other hotel systems.

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Rohan Watt

Helping hotels & startups finding more sales with technology

1 Choose compatible systems

Not all systems are compatible with each other or with your PMS. Before you invest in any system, you need to check if it can communicate with your PMS and other systems through an application programming interface (API). An API is a set of rules and protocols that allows different software to exchange data and perform functions. You also need to consider the cost, functionality, security, and reliability of the system. Ideally, you want a system that can offer seamless integration, real-time data synchronization, and minimal errors or downtime.

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Rohan Watt

Helping hotels & startups finding more sales with technology
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Before selecting a tech stack...speak to your guests... - what were their friction points from choosing your hotel to booking, paying and checking in? - when would they have preferred to interact on mobile? - what would they have liked to know in advance about your property? - what have they done at other hospitality businesses they would have liked to do at your hotel?

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2 Define your goals and metrics

Integrating your PMS with other systems is not a one-time project. It is an ongoing process that requires constant monitoring and evaluation. You need to define your goals and metrics for each integration, such as increasing occupancy, revenue, or guest satisfaction. You also need to track and measure the performance of each integration, such as the number of bookings, cancellations, reviews, or complaints. By doing so, you can identify the strengths and weaknesses of each integration, and make adjustments or improvements as needed.

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Rohan Watt

Helping hotels & startups finding more sales with technology
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Where are your largest staffing costs when defining your goals... What can technology automate? Things to look at... - Online payment reconciliation - Mobile check-in to collect guest ids and documents - AI Guest chat across your messaging platforms - Mobile payments

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3 Train your staff

Integrating your PMS with other systems can improve your efficiency and productivity, but only if your staff knows how to use them properly. You need to train your staff on how to access, update, and troubleshoot each system, and how to handle any issues or errors that may arise. You also need to provide them with clear guidelines and procedures for each integration, such as how to manage inventory, rates, or guest profiles across different channels. Moreover, you need to encourage your staff to provide feedback and suggestions on how to optimize each integration.

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4 Keep your data clean

Integrating your PMS with other systems can generate a lot of data, but not all of it is useful or accurate. You need to keep your data clean and consistent across all systems, by deleting duplicates, correcting errors, and updating information regularly. You also need to backup your data frequently, and protect it from unauthorized access or breaches. Keeping your data clean can help you avoid confusion, conflicts, or losses, and enable you to make informed decisions based on reliable data.

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5 Review and update your integrations

Integrating your PMS with other systems is not a static process. It is a dynamic process that evolves with your business needs and market trends. You need to review and update your integrations periodically, to ensure that they are still relevant, effective, and compatible. You also need to keep up with the latest developments and innovations in the hospitality industry, and explore new opportunities and solutions that can enhance your integrations. By doing so, you can stay ahead of the competition, and offer the best service and value to your guests.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Rohan Watt

Helping hotels & startups finding more sales with technology
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Get your team, owner and managers on board first. Explain what is in it for them - WIFIM This will reduce budgetary constraints - owners will understand spending x will reduce costs of y. Staff, key users, will be involved, reducing blockers down the road.

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What are the best practices for integrating a property management system with other hotel systems?

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1 Choose compatible systems

2 Define your goals and metrics

3 Train your staff

4 Keep your data clean

5 Review and update your integrations

6 Here’s what else to consider

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