Hotel Technology

Cloud Hotel PMS: Everything You Need to Know!

14 Minutes

Kajal Makhija

Cloud Hotel PMS: Everything You Need to Know!

Kajal Makhija
Published on

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With the help of a hotel property management system (hotel PMS), a hotel can better plan and carry out its day-to-day tasks. It helps hotels of all sizes manage their front desk operations, from taking reservations and processing payments to checking guests in and out and allocating rooms and delegating cleaning and invoicing duties. It is the "brains" of the hotel and facilitates communication among its various divisions; hence, the name "hotel software."

As a result, the hotel's staff is better able to coordinate the many moving parts of hotel operations. Simply put, a hotel's PMS helps automate and streamline processes, reduces manual labor, and enhances the quality of service provided to visitors.

What is Property Management System (PMS)?

Hotel Property Management

The management of hotels and other lodging facilities, as well as commercial and residential rental properties, can be handled with the help of a property management system (PMS). Property management systems are sometimes known as hotel operating systems.

The meaning of PMS software is an all-in-one software tool that helps hotels manage their day-to-day operations, such as booking guests, keeping track of their reservations, and processing payments. Computerized recordkeeping and property management systems have made the hotel industry much more productive by letting users access and change central databases from many computers and mobile devices. In order to further facilitate operations, hotel-specific PMS solutions have been developed.

What is Cloud PMS?

Cloud PMS (Property Management System) is a software application designed to help property managers and owners manage their properties and operations. The term "cloud" refers to the fact that the system is hosted remotely, typically on servers owned by a third-party provider, and accessed over the internet.

Cloud PMS is a web-based application that allows property managers to manage and automate tasks such as reservations, room assignments, inventory management, housekeeping, maintenance, billing, and reporting. Cloud PMS are particularly popular in the hospitality industry, where they are used by hotels, resorts, vacation rentals, and other lodging establishments.

How Does a Hotel PMS Cloud Work?

When hotels first started using hotel PMSs, they did so to streamline the processes of checking guests in and out and scheduling cleanings. On the other hand, things have evolved over the period of time. Hotel property management software is more than just a tool that streamlines administrative tasks. Instead, it covers the whole visitor experience, from the time of booking to the time when guest information is collected for use in CRM in the future. We'll have to dig a little deeper into the subject to get a handle on it.

The Future of PMS

Future of property management

Most people now agree that a hotel's property management system (PMS) is an effective way to give great customer service. More and more hotels are making branded mobile apps that can be synchronized with the property management system.

Guests who have already booked a room can use their smartphones to check in and present identification without leaving the comfort of their own homes. This means customers won't have to go through the hassle of checking in at the front desk and will instead be escorted directly to their rooms by the hotel's employees. Also, customers can talk to hotel staff and ask for services directly from their phones using these apps.

From 2018 to 2028, the hotel property management software (PMS) market is expected to grow at a 7.85% CAGR. The hotel business is always changing, so hotel PMS cloud providers need to update their systems often. Modern hotel property management systems (PMS) work with other cutting-edge technologies like AI, robots, VR, etc. to increase bookings and revenue.

How is Hotel Cloud PMS Different From a On-Premise Hotel PMS?

Traditionally, hotel owners have debated whether to switch to cloud-based PMS software or stick with on-premises solutions. Hotel owners who know a lot about technology would rather use a modern cloud-based PMS system, which has slowly caught up to all of the features, conveniences, and benefits that people used to look for in on-premises PMS. A cloud-based hotel PMS (Property Management System) is different from an on-premises PMS in a few key ways:

Deployment: A cloud PMS is set up and accessed over the internet, while a regular PMS is installed and run on-premises, usually on a local server.

Accessibility: With a cloud PMS, users can access the system from anywhere with an internet connection, while a normal PMS can only be used from the location where it was installed.

Scalability: Cloud PMSs can be scaled up or down as needed, so hotels can add more users or increase their inventory without having to pay for expensive upgrades to their on-premises infrastructure.

Maintenance: With a cloud PMS, the service provider takes care of and updates the system. With a normal PMS, the hotel has to handle hardware and software updates.

Cost: Cloud PMSs typically have a lower upfront cost and flexible pricing models, where you only pay for what you need. On-premises systems often require a large investment in hardware, software, and IT resources.

Data security: Most cloud PMS providers have a team whose sole job it it is to make sure that their customers' data is safe, both from a legal and a physical security standpoint. On-premises systems require additional steps to keep the data secure.

Integration: Cloud PMSs are easy to connect to other systems, like distribution channels, point-of-sale systems, and customer relationship management tools, while regular PMSs can be harder to connect to other systems.

Reporting and data analysis: Cloud PMSs can analyze and report on data in real time, which can help hotels spot trends and take steps to improve their performance.

Overall, a cloud PMS has a lot of advantages over a regular PMS, such as being easier to access, able to grow, and cheaper. However, depending on the specific requirements of your hotel, it may make sense to stick with a normal PMS. The best thing to do would be to compare the specific needs with the benefits and make a decision based on that. You can get many excellent on-premise PMS systems readily available, including Sirvoy, FrontDesk Master, WuBook, SabeeApp, and many more.

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How To Migrate From On-Premise PMS to Cloud-Based PMS?

How To Migrate From On-Premise PMS to Cloud-Based PMS?

Getting a property management system (PMS) from a normal, on-premises environment to a cloud property management system can take a few steps, depending on the system you're using and your organization's infrastructure. Here is a general overview of the process:

Examine your current PMS: Before you can move your system to the cloud hotel software, you'll need to know how your PMS is set up and configured now. This includes figuring out how the system depends on or works with other systems and what hardware and software it needs.

Choose a cloud provider: There are many different cloud providers to choose from, such as Amazon Web Services (AWS), Microsoft Azure, and Google Cloud Platform (GCP). Each provider has its own strengths and weaknesses, so you'll need to determine which one of the best cloud-based hotel PMS suits your organization's needs.

Create a migration plan: Once you have a clear understanding of your current PMS and have chosen a cloud provider, you can create a migration plan that outlines the steps you'll need to take to move the system to the cloud property management system. This should include timelines, resource requirements, and any potential risks or challenges.

Perform the migration: With your migration plan in place, you can begin moving your PMS to the cloud hotel software. This could mean moving data, setting up new infrastructure, and testing the system to make sure everything works as it should.

Monitor and maintain: After the migration is complete, it's important to monitor the cloud PMS software system to ensure that it's running smoothly and that performance is as expected. You'll also need to maintain the system, making sure to keep it updated and secure.

It's important to note that this is a general overview of the process, and there may be additional steps specific to your PMS and cloud provider. There are a number of great and popular cloud-based PMS systems, including Hotelogix, Oracle, Hoteltime, and Mews.

Benefits of Cloud Hotel PMS

benefits of cloud based PMS

Easier and less expensive implementation

If technical professionals need to visit your hotel and install complex equipment there, then the process of converting to a new property management system can take a long time. There may be a delay of several weeks before everything is ready to go, and the hotel owner will typically be responsible for all associated expenditures (travel, lodging, etc.).

Nothing is required to be set up on your end when using a cloud-based service provider. Because of cloud property management system, you can get things done more quickly, safely, and affordably than ever before, which is especially important in this age of increased travel and social separation.

Lower operating expenses

Purchasing software licenses alone can cost a mid-sized hotel anywhere from 10–20 thousand dollars, with additional fees if more computers are added later. You can also add to the cost of maintenance and support by spending money on extra security measures for your server room.

A cloud based hotel property management system can relieve you of this problem. Since there is nothing physically located on site, there is no need to pay for costly repairs or emergency service visits whenever something goes wrong with the cloud based hotel property management software and nobody knows why.

Changing your mind is simple.

Putting money into servers and software for a long time is a CAPEX, or capital expenditure, that needs to be approved by shareholders first. On the other hand, most cloud solutions don't need as many owner approvals because they are considered operating expenses (OPEX). If you don't like your current cloud service provider, it's much easier to switch to a new one than to uninstall and reinstall everything.

Enhanced Safety

A common misconception is that having everything hosted on your own servers is safer. A reliable cloud-based PMS system will only use the most modern service providers, which will always offer the highest and most up-to-date security levels.

They are hosted in separate, isolated data centers, so even if something catastrophic were to happen to one of them, your data and system would still be safe. You can learn more about how seriously we take security and the fact that Mews uses Microsoft's Azure servers here.

Quicker rate of release

Remember how long it took for a promised bug fix or new feature to be implemented? Using a cloud-based service to resolve these issues is significantly more convenient. On-premises solutions don't get these updates automatically. Instead, they need a person to check in to the server, which usually costs extra. In the same way, if your integration partners are linked to your cloud PMS, any changes to their platform are made automatically, and you don't have to do anything.

Enhanced productivity and reliability

There will be less maintenance time required, which is a benefit that goes hand in hand with quicker releases. So, unless something unexpected comes up, it's safe to assume that your cloud provider won't need any downtime for releases. Thus, you can relax and concentrate on getting things done quickly, knowing that your PMS will function without fail at any time.

Easier to use

It's important to remember that cloud systems are constructed differently than traditional ones. They were made by professionals who know how to make the most of current technology, and they don't have to follow any outdated procedures to function. Because of this, cloud-based hotel PMSs are highly user-friendly and intuitive, making them simple for your team to learn and use.

cloud based hotel property management software are also helpful for training purposes. Because of the well-considered design, you won't have to spend a lot of time training employees on the new system or bringing on new employees to keep up with the rest of the team.

No constraints on availability

Even if the entire city where Mews is headquartered loses electricity, it will continue to function normally. Since our system is hosted in the cloud, you can access it from any location with an internet connection using any device, whether you're checking in guests at the front desk or pulling reports from the comfort of your couch at home.

Quicker response times from the service team

There will inevitably be problems with an on-premises PMS that can't be solved over the phone. It is vital to plan and execute an on-site visit as quickly as possible. With a cloud-based hotel PMS, the source code for the whole program is kept in the cloud, so trained support staff can fix the problem remotely. You'll have fewer issues to worry about and more time to focus on the efficient operation of your property and the satisfaction of your guests.

Enhanced Connections

The success of your property management is dependent on more than just your PMS. There are hundreds of cutting-edge hospitality solutions, including revenue management programs and customer relationship management applications, that can help your business succeed, and they are all much simpler to integrate with cloud-based PMS software.

Look for service providers who make use of an API that can be easily accessed. You can save a lot of time and money by using this method to integrate your existing third-party and custom solutions. Atomize, GuestRevu, Oaky, Pace, and Pxier are just some of the top names in hospitality technology that are available for rapid purchase on the Marketplace.

Improved timeliness and accuracy of data collection

Share information between your PMS and other integrated programs in real time. Integrations, like the ones between channel managers and accounting systems, make it possible for all channels to get updated data in almost real time. Without the need for time-consuming and error-prone exporting and data transfers, a well-integrated ecosystem with fast connectivity will make sure that you always have a clear picture of what's going on on your property.

For example, Quoality Analytics brings together information about your business's operations, finances, and customers to make graphical, interactive dashboards that track key performance indicators.

Improved adaptability

A cloud-based PMS software can be used from anywhere and on any device that can connect to the internet. This means that you don't have to be physically connected to a private network. So, your employees can log into the PMS using their own mobile devices, like smartphones and tablets. It allows management to look up employee performance data on the fly while en route to a meeting, and it allows a receptionist to check in a guest from the couch next to them using a tablet.

Friendlier to visitors

Obviously, what's better for a hotel owner is usually better for visitors, so all the other items on this list are good for them too. When it comes to mobile, the flexibility offered by a cloud property management system (PMS) can make all the difference in the world for guests.

The hotel can let you in without a key, offer internet services like direct messaging, and let you check in and out from your phone. So, the customer has a better time, and the hotel is better able to meet their changing needs, especially in light of the COVID-19 outbreak and the growing awareness of the dangers of being alone.

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Technology integration in the hospitality sector is accelerating. The Stayntouch 2022 Technology Sentiment Report found that 81.7 percent of hotels used at least one sort of technology during the epidemic. And it's not simply the stiff business competition or passengers' changing tastes that are to blame. Most vacationers today plan their trips entirely online. Hoteliers should make every effort to meet the needs of these customers. Hotel PMS Cloud is now one of the most popular.

In addition, gone are the days when a front desk agent just sat behind a desk and fielded calls from confused customers. These days, it's all about customer service and letting technology do the routine work.

At Quoality with our guest experience, we can make sure that our system works well with your current PMS software to help you manage things better. We are a modern operatingplatform that can boost your firm ’s ability to upsell, attract new customers, increase income, and provide superior service to existing clients.

We assist in considerably optimizing your day-to-day operations, and our quick, thorough reporting provides invaluable insights for running your firm. With this system in place, you can automate mundane operations, boost employee productivity, centralize data, simplify customer data management, protect sensitive information, and provide a better service to your clients.

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