Introduction of PMS

In recent times hotels have been focusing stringently on strengthening their Property Management Systems which in turn helps them in revenue management but also in retaining guests, taking their feedbacks and providing excellent services. A PMS is a generic term used to describe the computer applications (computer hardware and software) in managing the interface of various departments in a hotel in order to manage the property effectively. A PMS is important and essential to front office operations in modern hotels. It includes the process of reservations, registration, guest accounts, guest check in and checkout, handling discounts and allowances and the night audit. Interfacing, electronic sharing of data of departments such as Front Office, Food & Beverage through points of sale, Maintenance through monitoring of energy and heating and cooling systems and Security through control of guest keys are a few of its applications in a hotel.

The first property management systems in the hospitality industry appeared on the market in the 1980s. In hotels a property management system, also known as a PMS, is a comprehensive software application used to cover objectives like coordinating the operational functions of front office, sales and planning, reporting etc. The system automates hotel operations like guest bookings, guest details, online reservations, posting of charges, point of sale, telephone, accounts receivable, sales and marketing, events, food and beverage costing, materials management, HR and payroll, maintenance management, quality management and other amenities. Hotel property management systems may have integrated or interface with third-party solutions like central reservation

systems and revenue or yield management systems, online booking engine, back office, point of sale, doorlocking, housekeeping optimization, pay-TV, energy management, payment card authorization and channel management systems. With the advancement of cloud computing property management systems for hotels expand their functionality towards new service areas like guest-facing features. These include online check-in, room service, in-room controls, guest-staff communication, virtual concierge and more. These new functionalities are mainly used by guests on their own mobile devices or such provided by the hotel in lobbies and/or rooms. A good PMS should give accurate and timely information on the basic key performance indicators of a hotel business such as average daily rate, RevPAR or occupancy rate and help the food and beverage management control the stocks in the store room and help deciding what to buy, how much and how often.

Introduction to Property Management System (PMS)

A Property Management System (PMS) is a comprehensive software solution used in the hospitality industry to manage daily operations of hotels, resorts, and other lodging establishments. It streamlines administrative tasks, enhances guest experiences, and improves overall efficiency.

Definition of PMS

A Property Management System (PMS) is a software platform designed to manage hotel operations such as reservations, front desk management, housekeeping, billing, and reporting. It integrates various hotel departments to ensure smooth and efficient management.

Functions of PMS

1. Reservation Management

   • Handles online and offline bookings

   • Manages room availability and allocation

   • Reduces double booking and overbooking issues

2. Front Office Operations

   • Facilitates guest check-in and check-out

   • Manages room status (occupied, vacant, under maintenance)

   • Stores guest profiles and preferences

3. Housekeeping Management

   • Tracks room cleaning status

   • Assigns housekeeping tasks

   • Updates real-time room availability

4. Billing and Payments

   • Generates invoices for room charges and extra services

   • Integrates multiple payment options (cash, card, digital wallets)

   • Manages refunds and financial transactions

5. Channel Management Integration

   • Connects to Online Travel Agents (OTAs) like Booking.com, Expedia, and Airbnb

   • Syncs real-time inventory across multiple booking platforms

   • Manages room rates, discounts, and promotions

6. Customer Relationship Management (CRM)

   • Stores guest information for personalized service

   • Sends automated emails and SMS for confirmations and promotions

   • Manages loyalty programs and guest feedback

7. Reporting and Analytics

   • Generates performance reports on occupancy, revenue, and guest trends

   • Analyzes sales and marketing strategies

   • Helps in decision-making and forecasting