How to Choose the Right Property Management System for Your Hotel
Apr 28, 2025
Choosing the right property management system (PMS) is one of the most important decisions hotel operators make. The right system streamlines operations, improves guest experiences, and boosts profitability. But with so many options out there, how do you find the PMS that fits your hotel?
Here’s a step-by-step guide to help you make the right choice.
1. Understand What a PMS Does
A property management system is the software that handles day-to-day hotel operations. It typically includes:
Front desk management
Booking and reservation systems
Housekeeping coordination
Guest communication
Billing and payment processing
Reporting and analytics
Some PMS platforms also offer integrations with channel managers, point-of-sale systems, and CRM tools.
2. Identify Your Hotel’s Needs
A boutique hotel has different needs than a large resort. Start by answering:
How many rooms do we manage?
Do we need multi-property support?
What’s our average occupancy rate?
Do we accept group bookings or event hosting?
What integrations do we already use?
Make a list of must-have features versus nice-to-have ones.
3. Focus on Key Features
The best property management systems offer:
a. Cloud-Based Access
Cloud systems offer flexibility, data security, and remote access. No bulky on-site servers or outdated software.
b. Easy Integration
Look for a PMS that connects with your existing tools—booking engines, payment gateways, CRMs, and OTAs like Booking.com and Airbnb.
c. Automation
Automate routine tasks like check-ins, room assignments, confirmations, and reporting. This reduces errors and frees up staff time.
d. Real-Time Reporting
Make decisions based on real-time data. A good PMS should offer insights on occupancy, revenue, and guest behaviour.
e. Mobile Access
Your team should be able to manage operations from tablets or smartphones, especially housekeeping and maintenance staff.
4. Prioritise User Experience
A powerful system that’s hard to use won’t help. Choose a PMS with:
A clean, intuitive dashboard
Minimal training requirements
Strong customer support
Multi-language capabilities (if needed)
Ask for a demo. Involve your front desk, housekeeping, and accounting teams in testing the system.
5. Consider Customer Support
Even the best systems run into issues. Check for:
24/7 support availability
Response time SLAs
Support channels (live chat, phone, email)
Knowledge base and training resources
Reliable support can make or break your team’s experience.
6. Think About Scalability
Your hotel may grow. Choose a PMS that grows with you. Look for:
Flexible pricing plans
Modular add-ons
Multi-property management (if needed)
Regular updates and new features
7. Compare Pricing Models
PMS providers typically charge:
Per room per month
Flat monthly or annual fee
Custom enterprise pricing for large hotels
Beware of hidden costs like setup fees, integration costs, or training sessions. Always get a clear quote.
8. Read Reviews and Case Studies
Don’t rely only on sales pitches. Check:
User reviews on platforms like Capterra, G2, and Trustpilot
Case studies from hotels similar to yours
Social media groups or forums for real feedback
Look for consistent themes: ease of use, support quality, and system reliability.
9. Request a Free Trial or Pilot
A trial period helps you:
Test features in real-time
Train your staff
Evaluate integration with your existing workflow
Spot any performance or usability issues
It’s the best way to avoid surprises post-purchase.
Final Thoughts
The right property management system can change how your hotel works. It can improve efficiency, lower costs, and make the guest experience better. Using the right system like Delta PMS, you can have all the benefits that all you need for your hotel business.
Take your chance now to level up your hotel business with Delta PMS. Click here to find out more!