How to choose your hotel PMS?

Match PMS features to your needs

The various hotel PMS solutions on the market offer a wide range of features.

Not all of them will suit your property. Depending on your hotel's size, some PMSs are a better operational fit than others.

To pick the right hotel PMS, start by listing your property's needs. This will help you identify the features that truly matter.

The key is to have a PMS tailored to the size and type of your property and the services you offer.

Choosing a hotel PMS that focuses on the features you actually use ensures a faster learning curve and smoother operations. It also means you pay for what you need. Why pay for an ultra‑comprehensive PMS when a simple and effective PMS would do?

A capable PMS should at minimum include:

• Reservation management;
• Global planning/scheduling;
• Invoicing;
• Performance analytics;
• Statistics tracking.

Check compatibility with your existing tools

One of the most essential requirements for running a hotel is software compatibility and integration across your stack.

For example, your PMS should integrate with your accounting software, housekeeping tool, or CRM (if these aren't built‑in).

Pay close attention to software interoperability. If your tools don't connect, you'll waste time re‑keying data and lose out on cross‑analysis—hurting efficiency.

Common systems include:

• Email/messaging;
• Planning / housekeeping;
• POS / cash management;
• Reservation management;
• CRM / guest relationship management;
• Accounting and financial KPIs (RevPAR, etc.);
• OTAs and platforms (Airbnb, Tripadvisor, Booking, etc.).

If possible, choose a platform that can capture guest feedback directly from your website so you can respond to reviews and requests from within the PMS.

Your PMS support must be impeccable

To maintain consistent quality of service, choose a provider that offers continuous, responsive support.

Issue logging in or syncing? Trouble interfacing software? Your provider should respond fast and effectively.

At UTH, we guarantee 7‑day support. Our France‑based teams assist you quickly—via remote back‑office actions or on‑site within two hours.

Ask for a trial (and test several!)

You and your teams will use this software daily. You must choose a user‑friendly PMS built for hospitality.

To ensure you get the best PMS for you, try several.

Before subscribing, ask for a month‑long trial. This lets you see whether the tool fits your needs and your team's skills.

With an intuitive dashboard, real‑time information, connectivity, and visibility into guest data—a quality hotel PMS will save you time long‑term. Whether you run an independent hotel or a chain, this investment simplifies operations and enhances service.

Beware of too‑good‑to‑be‑true offers that won't let you test first!

Evaluate value for money

To pick a PMS within budget:

• Review the services the vendor provides;
• Check pricing by service;
• Prioritize features essential to your property;
• Choose an IT provider specialized in hotels that delivers end‑to‑end guidance.

Prefer PMS plans that scale with the modules you actually use so you only pay for what you need.

Also, choose a provider that doesn't add incident surcharges. Early on, you may need extra help with your new system.

Other essential hotel tools

• Online staff scheduling: manage teams and shifts from phone or tablet—even with last‑minute absences.
• All‑in‑one reservations: prefer systems compatible with the main OTAs (Airbnb, Booking, Expedia, etc.) and a channel manager that includes both room nights and on‑site venues (restaurant, spa). With a single interface you can review the day's bookings and streamline cancellations and departures.
• Google Ads & co.: online advertising is now essential. Without a Google Business Profile, your hotel won't show on Google Maps—costly given that 93% of travel research starts on Google.