Upgrading Your Property Management System (PMS)

Upgrading Your Property Management System: What Integrations Are Critical


Hospitality industry systems are often outdated, resulting in inefficient manual processes, ultimately negatively impacting guest satisfaction.

A modern Property Management System (PMS) is the cornerstone of streamlined operations, enabling businesses to thrive in this competitive landscape. The digital age continues transforming every aspect of our lives, including hotel property management systems. This means it's no longer just about having a system in place; it's about ensuring it's equipped with the right integrations to meet the contemporary demands of both guests and operators. 

In this article, we'll delve into the essential integrations to consider when upgrading your hotel PMS, ensuring you stay ahead of the curve.

The Importance of Integrations in PMS

In the modern era of technological advancements, a standalone hotel property management system is not enough. A PMS's true power is unveiled when integrated with other specialized software, enhancing its functionality and potential.

Enhancing PMS Functionality

Just as a Swiss Army knife becomes more valuable with each additional tool, a PMS becomes exponentially more powerful with every integration. By incorporating different software functionalities, from reservation systems to hotel revenue management systems and beyond, a PMS can become a centralized hub for all property management needs. With an integrated PMS, you no longer need to switch between multiple systems to accomplish various tasks.

Seamless Software Collaboration

In the realm of property management, timing is everything. The advantage of seamless software collaboration is the immediacy and accuracy with which tasks can be executed. 

Imagine a guest booking online; with the right integrations, their reservation data can instantaneously populate in the PMS, trigger a payment process, allocate a room, and even send a confirmation email. This fluidity reduces the error margin and enhances guest satisfaction as they experience swift and efficient service.

In essence, integrations transform a PMS from a simple operational tool into a dynamic, collaborative system capable of meeting the multifaceted challenges of modern property management.

Best Hotel Property Management System Integrations to Consider

The functionality and efficiency of your hotel property management system software play a pivotal role in determining success. To truly harness the full potential of your PMS, it's essential to consider some of the best hotel property management system integrations of various platforms and tools, ensuring a seamless and optimized operational workflow. Let's explore some key integrations that can enhance your property management operations.

For instance, one of Svitla’s renowned clients, a guest marketing and CRM solution provider, was required to re-architect their system to deliver speed during data ingestion to reduce the time to connect with new systems and onboard new customers. 

After partnering with Svitla Systems and leveraging a dedicated development team, the client benefited from a new architecture that enabled them to understand and support more diverse data types and formats, saving time spent onboarding new customers and streamlining the integration of new and more relevant services. 

Financial Software Integration

Financial clarity is the backbone of any successful property management venture. Integrating your PMS with top-tier accounting, economic, and revenue management systems in a hotel ensures real-time financial tracking, automated invoicing, and streamlined budgeting. This integration offers transparency into the property's financial health, reduces manual data entry errors, and fosters informed decision-making.

Customer Relationship Management (CRM) Integration

In an industry that thrives on relationships, Customer Relationship Management (CRM) tools are not just beneficial – they're indispensable. CRMs enable property managers to cultivate and maintain guest relationships, track communication histories, and monitor potential leads.

Integrating CRM data into your PMS offers a consolidated view of guest interactions, preferences, and histories. This integration simplifies the leasing process, allows personalized guest communication, and fosters guest retention strategies based on data-driven insights.

For instance, a Svitla Systems customer at the forefront of IT development and covers over 70+ subsidiaries offering solutions to hotel, retail, food, and entertainment industries needed to design and implement a new PMS to meet modern CRM requirements. Additionally, they needed to fine-tune their technology stack to migrate to the cloud. At the time, Svitla Systems helped the client revamp their PMS with a high-performance team that helped create new features for their CRM while supporting their existing system. Additionally, the Svitla Systems team configured, tested, and deployed their PMS to the cloud while integrating key CRM functionalities.

Facility Management Software Integration

A property's facilities can make or break user satisfaction. Efficient facility maintenance, tracking, and proactive response to issues are pivotal for the property's reputation and longevity.

Integrating with facility management software ensures that maintenance requests, routine inspections, and facility upgrades are tracked and actioned efficiently. This integration aids in reducing facility downtime, ensuring guest satisfaction, and elongating the property's lifespan.

Payment Gateway Integration

Users seek seamless, secure, and instant payment methods. Integrating your PMS with reliable payment gateways ensures swift transactions, automated invoice generation, and timely payment reminders.

Trusted payment gateways have fortified encryption standards, ensuring that guest financial data remains protected. This builds trust among guests and minimizes the risk of financial breaches.

Channel Management Integration

Channel Management streamlines connectivity to OTAs such as Expedia, Booking.com, and short-term rental platforms like Airbnb. Though a hotel PMS might not always include a built-in Channel Manager, the vendor needs to offer integration capabilities after purchase, especially if the platform doesn't come with a pre-existing module.

To ensure seamless operations, distribution channels like OTAs, mobile apps, airlines, and the Global Distribution System (GDS) must be synchronized with your PMS through a channel manager. This integration automates the booking process, handling related transactions without manual intervention.

With a direct connection to the PMS, Channel Managers offer a unified platform for managing and allocating room inventories across different channels. This ensures real-time synchronization of bookings and room availability across all platforms.

Communication and Collaboration Tools

Property management is a team sport. Whether coordinating maintenance schedules, discussing guest requests, or strategizing leasing campaigns, integrated communication tools within your PMS ensure that all team members remain in the loop, fostering collaboration and efficiency.

Users appreciate quick and precise communication channels. Integrating tools like chatbots, email automation, and feedback systems into your PMS ensures that guest queries are addressed promptly, fostering goodwill and enhancing the overall guest experience.

Web-Based Reservation Platform Integration

An online reservation platform, commonly known as a Web Booking Engine, empowers hotels to secure direct bookings from visitors on their website, positioning it as the hotel's primary direct channel. This platform seamlessly integrates with your PMS, automatically updating crucial details like guest names, stay duration, room type, rates, and the number of occupants.

Premium reservation platforms are tailored to echo your website's aesthetics, ensuring brand consistency. This alignment enhances user experience and reinforces trust as potential guests interact with your “Book Now” option.

These platforms exhibit high-resolution images of the property, ensuring compatibility across various mobile devices and operating systems. Incorporating multilingual functionality is pivotal to cater to a global audience, especially for hotels serving an international clientele.

Smart Building and Touchless Access Control Solutions

 As the property management landscape continues to evolve, it's evident that intelligent building metrics will play a pivotal role in enhancing the capabilities of leading PMS solutions. For instance,  Indoor Air Quality (IAQ) monitoring has transitioned from a mere luxury to an indispensable aspect of post-pandemic spaces. 

Access Control Systems validate and permit entry to individuals, ensuring guest safety and overall security. When guests check in, the hotel's access control lets staff securely grant entry to the designated room.

Historically, only larger hotels utilized magnetic card access systems. However, in recent years, advancements have made contactless technology accessible to even smaller establishments, especially beneficial when round-the-clock staffing isn't feasible.

Even before the pandemic, touchless access control had been a top priority for many property owners. With the advent of apps offering smooth, hassle-free building entry as a unique selling point, it's no surprise many property owners were eager to be pioneers in this realm.

Even though a standalone PMS offers a solid foundation for property management, the integrations with other platforms and tools elevate its capabilities. By considering the above integrations, along with others relevant to unique scenarios present in your business, property managers can optimize operations, foster guest satisfaction, and ensure sustainable growth in the dynamic world of property management.

Future-Proofing: Integrations on the Horizon

As we gaze into the future, it's evident that emerging technologies will further revolutionize the way properties are managed, optimized, and experienced. Keeping an eye on the horizon ensures that your property management endeavors remain relevant and ahead of the curve.

Emerging Technologies and Potential Integrations

  • Artificial Intelligence (AI) and Machine Learning (ML): AI-powered chatbots for guest queries, predictive maintenance using ML algorithms, and advanced data analytics for property valuation are just the tip of the iceberg. Integration of AI and ML can fine-tune decision-making processes, enhancing efficiency and profitability.
  • Augmented Reality (AR) and Virtual Reality (VR): Imagine offering potential guests a VR tour of properties from the comfort of their homes or using AR to help guests visualize their furniture in a possible space. Integrating AR and VR into PMS could redefine property showcasing and leasing processes.
  • Blockchain: Beyond cryptocurrencies, blockchain has potential property management applications, especially lease agreements and transparent transaction records. Integrating blockchain ensures tamper-proof records, heightening trust and security.
  • IoT (Internet of Things): Smart properties are the future. Integrating IoT devices, such as smart thermostats, lighting, and security systems, into a PMS can offer real-time data, enhancing property maintenance and guest experience.

The Importance of a Forward-Thinking PMS

As enticing as these upcoming technologies sound, their benefits will only be achieved if your Property Management System is equipped to integrate them. Choosing a PMS that's relevant for today and designed with the future in mind is essential. Here's why:

  • Scalability: A PMS that can easily integrate with emerging tools ensures that as your property management needs to grow or evolve, the software scales with you, negating the need for frequent, disruptive system overhauls.
  • Competitive edge: In a competitive market, being an early adopter of innovative integrations can set your property apart, attracting tech-savvy guests, tenants, and investors.
  • Cost-efficiency: Transitioning to new systems can be costly. Opting for a PMS built for future integrations can result in significant long-term savings.
  • Adaptability: The only constant in technology is change. A PMS designed with adaptability ensures that your property management endeavors remain agile, ready to harness the advantages of significant tech innovation.

While the present-day integrations optimize your property management operations, the anticipation of future integrations ensures longevity and success in an ever-evolving technological landscape. Investing in a future-proof PMS is not just a strategic decision; it's a commitment to innovation, growth, and excellence in property management.

Choosing the Right PMS for Your Needs

The world of property management is as diverse as it is dynamic. The requirements vary significantly from small boutique properties to vast residential complexes or commercial spaces. Amidst this diversity, one common thread ties every property management endeavor: the need for a robust and adaptable Property Management System (PMS). But with many options available, how do you select the one that's tailor-made for your unique requirements?

Assessing PMS Solutions Based on Integration Capabilities

Before diving into the sea of available PMS solutions, it's paramount to clearly understand your property's current needs and an eye on its future growth trajectory. Here's a step-by-step guide to help you assess:

  • Must-have integrations: Begin by charting the integrations essential for your operations. Are you more inclined toward financial software integration, or is CRM your primary focus? Having a clear list helps narrow down your choices.
  • Research and reviews: With your list in hand, delve into research. Look for user reviews focusing on integration experiences. Remember, an integration-rich PMS is useless if it's not user-friendly or has frequent compatibility issues.
  • Flexibility and customization: Does the PMS allow for custom integrations? A flexible system tailored to accommodate unique requirements can be invaluable, especially for niche property types or specialized operations.
  • Integration support and updates: Ensure the PMS vendor offers comprehensive support for integrations. Also, ascertain their commitment to regular updates, keeping pace with evolving software and tech advancements.

Scalability and Adaptability: Non-Negotiables in PMS Selection

While immediate needs are a priority, the future should never be sidelined. Here's why scalability and adaptability are crucial:

  • Evolving guest and tenant needs: The preferences and demands of guests and tenants are not static. As new technologies and conveniences emerge, expectations shift. An adaptable PMS ensures you can always meet and exceed these expectations.
  • Business growth: Whether adding more properties to your portfolio or expanding operations within existing ones, business growth demands scalability. A scalable PMS grows with you, eliminating the need for system transitions or overhauls.
  • Technological advancements: The digital age is marked by rapid technological progress. A rigid PMS can quickly become obsolete. Opt for an agile system ready to integrate with the latest tech, ensuring you remain at the forefront of property management innovation.

Choosing the proper PMS is a blend of addressing your present and anticipating the future. Prioritize integration capabilities, scalability, and adaptability to ensure a PMS selection that meets and elevates your property management endeavors.

Wrapping Up

More than just a tool, modern Property Management Systems play a pivotal role in optimizing performance, ensuring guest satisfaction, and securing a competitive edge in the market. However, mere possession of a PMS isn't the end game; its timely assessment and upgrade drive results.

As you contemplate this journey of PMS enhancement, remember that the right partner can make all the difference. Svitla Systems, with its rich expertise and commitment to innovation, is perfectly poised to assist you in your PMS projects. By partnering with us, you're not just choosing a service provider but a collaborator dedicated to transforming your property management vision into reality.

Ultimately, success is primarily gauged by the satisfaction of its guests and tenants. Don't let outdated systems or lack of integrations hinder achieving that satisfaction. Embrace the future, and let Svitla Systems guide you through every step of your PMS evolution.

by Svitla Team

Related articles

Let's discuss your project

We look forward to learning more and consulting you about your product idea or helping you find the right solution for an existing project.

Thank you! We will contact very shortly.

Your message is received. Svitla's sales manager of your region will contact you to discuss how we could be helpful.