WORKING OF PMS 

How to Work with a Property Management System (PMS)

A Property Management System (PMS) is used in hotels to manage reservations, front desk operations, billing, housekeeping, and more. Here’s a step-by-step guide on how to use a PMS effectively.

1. Login & Dashboard Overview

🔹 Step 1: Log in to the PMS using your credentials (username & password).
🔹 Step 2: The dashboard will display key hotel information, such as:

• Current occupancy status

• Upcoming reservations

• Room availability

• Housekeeping status

• Financial reports

2. Managing Reservations

🔹 Step 1: Go to the Reservations or Bookings section.
🔹 Step 2: Choose the option to Create New Booking.
🔹 Step 3: Enter guest details:

• Name, contact, check-in & check-out dates

• Room type and number of guests

• Payment details (advance payment or pay at checkout)
  🔹 Step 4: Confirm and save the booking.

✅ Additional Features:
✔ Manage cancellations and modifications
✔ Assign specific rooms to guests
✔ Check room availability in real-time

3. Front Desk & Check-in Process

🔹 Step 1: Go to the Front Office section.
🔹 Step 2: Search for the guest’s reservation.
🔹 Step 3: Verify guest details and take ID proof if required.
🔹 Step 4: Assign a room key and update the room status as "Occupied".
🔹 Step 5: Print or send a digital check-in receipt.

✅ Additional Features:
✔ Walk-in guest bookings
✔ Early check-in / late check-out management

4. Housekeeping & Room Status Update

🔹 Step 1: Open the Housekeeping Module.
🔹 Step 2: View the list of occupied, vacant, and dirty rooms.
🔹 Step 3: Assign cleaning tasks to housekeeping staff.
🔹 Step 4: Once cleaned, update the room status to "Ready for check-in".

✅ Additional Features:
✔ Track minibar usage and room supplies
✔ Manage maintenance requests

5. Billing & Payment Processing

🔹 Step 1: Go to the Billing or Accounts section.
🔹 Step 2: Select the guest’s reservation.
🔹 Step 3: Add any additional charges (food, spa, laundry, etc.).
🔹 Step 4: Generate the invoice and apply payment (cash, card, UPI, or online).
🔹 Step 5: Print or email the final bill to the guest.

✅ Additional Features:
✔ Manage refunds and discounts
✔ Handle split payments

6. Check-out Process

🔹 Step 1: Search for the guest’s booking in the PMS.
🔹 Step 2: Verify outstanding payments and settle dues.
🔹 Step 3: Update the room status to "Vacant & Dirty".
🔹 Step 4: Print or email the check-out receipt.

✅ Additional Features:
✔ Late check-out management
✔ Auto-generated feedback request

7. OTA & Channel Manager Integration

🔹 Step 1: Connect the PMS to Online Travel Agents (OTAs) like Booking.com, Expedia, Airbnb.
🔹 Step 2: Sync room availability and pricing in real-time.
🔹 Step 3: Manage OTA bookings directly from the PMS.

✅ Additional Features:
✔ Prevent double booking
✔ Adjust rates dynamically based on demand

8. Reports & Analytics

🔹 Step 1: Open the Reports section.
🔹 Step 2: Select the type of report you need:

• Occupancy report

• Revenue report

• Guest history

• Housekeeping performance
  🔹 Step 3: Export reports in Excel or PDF for analysis.

✅ Additional Features:
✔ Track peak seasons and revenue trends
✔ Identify repeat guests for loyalty programs