Techdogs-"All About Hotel Management Software"

Hospitality Technology

All About Hotel Management Software

By TechDogs

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Overview

Bill Gates once said, "The advance of technology is based on making it fit in so that you don't really even notice it, so it's part of everyday life." Touché!

Some technologies have become so commonplace that you don't even realize how well they've revolutionized our day-to-day activities. For example, it would be hard to recall the last time we saw the hotel's desk manager sign our name on the register, right?

So, what's that one thing that has not only made the tasks of hoteliers paperless but also brought together and automated multiple functions. The answer is Hotel Management Software! It has become an inevitable part of their daily routine as it has seamlessly blended all critical functions. From booking rooms with a single click to managing a flawless payment system, Hotel Management Software makes management easy as pie!

Surely, you remember Dracula from Hotel Transylvania? Despite having magical powers, our friend Drac could not stop Hotel Transylvania from being all over the place! Imagine if he got his hands on a Hotel Management Software – wouldn't he have been able to provide a top-notch experience to guests along with managing everything flawlessly!

Well, let's see how Hotel Management Software can help Drac (and you) ace hotel management.
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We wish you knew, Drac.


Well, we have all been there - exhausted and wanting to crash into bed after that long flight and finally begin that much-needed vacation away from horrible bosses and everyday stresses of life. The vacation needs to be perfect, everything from a drama-free check-in to enjoying a spa day and mojitos to checking out seamlessly – just perfect.

It does not need to be a scene from the movie Hotel Transylvania, although #WeLoveDrac. The entire experience was a hot mess; there was no coordination, a lack of data management and Drac didn't have a clue about personalizing the guest experience. In a nutshell, the attention to detail given by Drac and his team to make the stay more comfortable for his guests could have been a lot better.

In fact, we wish that Drac from Hotel Transylvania knew about the wonders of Hotel Management Software. It would have been so easy for him to manage everything seamlessly while keeping an eye on Johnny! You know what we mean, right?

If you want to learn from Drac's errors and understand Hotel Management Software (HMS), you have come to the right place. By the end of this article, you will be well equipped with all the information related to Hotel Management Software, including insights into how this software brought about a revolution for hoteliers, its benefits, features and future possibilities.

So, keep scrolling.
 

What Is A Hotel Management Software?


Running a hotel is no joke. Don't believe us? Ask Drac.

Hotel Management Software (HMS) is a tool that enables hoteliers to simplify the basic hotel operations such as guest check-in, check-out, online and offline bookings, reservations and more. It can also help with complicated hotel operations such as housekeeping, third-party booking integrations, revenue management, accounts, billings, reports and more. An HMS removes you from the shackles of managing tasks, leaving you and your staff free to provide a memorable experience for your guests.

What's more? Suppose you and Drac decide to convert your hotel into a chain of hotels. In that case, almost all robust Hotel Management Software can easily scale up and help you run operations at multiple locations. With the power of Hotel Management Software, even a stay at a boutique hotel can make the guest feel like a million bucks and isn't that the whole point of the hospitality industry?

If you’re wondering how Hotel Management Software came into existence, we have it covered in the next section.
 

Evolution Of Hotel Management Software


Like the universe, technology keeps evolving too. So did Hotel Management Software.
 
Before the golden age of technology, reservation management and online bookings were meaningless terms to hoteliers. It was an era when bookings were made through the mail, telegram, or telephone. Also, registers were hotelier's best friends for record-keeping.

However, in 1947, the first signs of the technological revolution were seen as Westin became the first hotel to use a reservation management system. Hoteltype, as it was called, enabled immediate confirmation of reservation requests. A decade later, Sheraton introduced the first automated electronic reservation system and the first toll-free reservation number. In the late '60s, hotels began to understand the scope and opportunities of electronic distribution and started developing what eventually became the Hotel Management Software.

It wasn't until the late 1980s and early '90s (primarily due to the advent of computers and then finally the mighty internet!) that software was introduced to hoteliers. They soon realized the benefits of having a technological solution, more specifically, software to help them manage hotel operations better. The very beginnings of what would eventually become Hotel Management Software were Property Management Systems. These tools automated the tasks related to bookings and reservations and much more. Not only were they unique but there was variety as well – every hotel had diverse needs and functions that needed to be managed. Soon, vendors built customized solutions that helped them.

Eventually, hotel property management systems became a common sight and they were also better than their predecessors with newer features. These systems evolved to cater to the growing operations and changed the way hotels managed themselves and came to be known as Hotel Management Software. These systems helped hotels manage reservations, billing, housekeeping, maintenance, inventory and much more.

With the advent of cloud technology, cloud-based HMS started popping up everywhere. These HMS enabled hoteliers to invest in powerful tools that helped them better serve their guests and provide an enhanced, personalized, end-to-end mobile guest experience!

To achieve that, an HMS offered several useful features – let's look at them.
 

Features Of Hotel Management Software


Hotel Management Software has multiple features that facilitate hoteliers in managing administrative and operational functions. With such a diverse range of features, Drac might get confused about the most common yet noteworthy features of Hotel Management Software.

Let's help Drac break down some of the features of Hotel Management Software.
 
  • Reservation Management

    For Mavis's 118th birthday party, Drac could have used a Hotel Management Software to track all the guest reservations, room allocation (ensuring Johnny's room is as far as possible from Mavis's), track the guest count and more! 

  • Front Desk Management

    If Drac had an HMS during the transgressions of Hotel Transylvania 1, his front desk wouldn't have been in complete chaos. He could have effortlessly helped all his guests check in and out seamlessly and managed all requests related to room service and reservation – including Wayne and Wanda's pack of at least 301 werewolf pups!

  • Housekeeping Management

    One of the most helpful features of HMS is housekeeping management. Imagine how organized Drac's zombie-housekeeping staff would have been if they had more explicit insights from a housekeeping tool. Drac could have easily tracked the status of each room, delegated tasks to the zombie staff and organized maintenance reports.

  • Online Booking

    With Hotel Management Software, Drac could have received online bookings from his websites as well as third-party OTAs (Online Travel Agents) such as Expedia and booking.com. This feature hikes the hotel's visibility and makes the journey of online booking simpler for the guests. If Drac had this tool, he would have been better prepared for Johnny's arrival!

  • Performance Management

    Hotel Management Software minimizes the effort and time spent on administrative errands. It provides insights into shift timings, log-in and log-out times, the number of tasks completed and the time taken to accomplish them. It also helps in measuring how efficiently the staff is performing their responsibilities. Drac, get ready to make ordinary into extraordinary!

  • Rate Management

    Another intelligent feature of Hotel Management Software is deciding what rates you want to flaunt on websites and other online platforms. A dynamic pricing policy not only grabs the attention of guests but also maximizes the revenue – and who doesn’t want that!


These are just some of the many features of Hotel Management Software. Next, let’s look at the need for and importance of Hotel Management Software.
 

Importance Of Hotel Management Software

 
So far, it is crystal clear that Hotel Management Software is helpful to you in several ways. Let's chalk down some ways in which this software can be significant to the hospitality businesses -
 
  • Time Is Money

    There are no two ways about it – time is the most critical asset for businesses. Hotel Management Software helps hoteliers save time by automating the tasks related to the front desk, reservations, housekeeping, back-office operations and more.

  • Rapport Management Is Key

    Hotel Management Software automates everything for you so that you can focus on engaging with your guests and building rapport with them. Additionally, you can easily leverage your guest's data and reconnect with older guests by emailing/messaging/calling them with discounts, gifts, or just wishing them on their birthday/anniversary and inviting them to visit again. #ReturningGuestsAreTheBest

  • No More Manual Errors

    Automation deserves a special vote of thanks here because it smoothens the complete process. It works as a helping hand for the front desk and service staff, as well as reducing the chances of manual errors.


We know that sounds awesome but we believe that the future of HMS is even better!
 

What’s The Future Of Hotel Management Software?


Hey Genie, tell us about the future of Hotel Management Software. Wait, why bother Genie when we are here!

We already know that Hotel Management Software has come a long way since its humble pen-and-paper days and it shouldn't be a surprise that it won't stop getting better with the changing needs of people. Cloud computing will lead the way to a more agile infrastructure that will broaden the vision of how hotels should operate. This will quicken the process of interaction and transferring data to third-party vendors. This way, hoteliers can enjoy the long-lasting benefits.
 
Data personalization will become more important and will help hoteliers ace the game of guest experience. A study highlighted by Google and Phocuswright suggests that 6 out of 10 guests prefer the brands that tailor the services as per their preference. A fully automated and authentic data personalization system will enable hoteliers to offer tailored services to guests. Moreover, integrating a mobile-first approach will pave the way for better Hotel Management Software in the future.
 

Summing It Up


Phew! We have come to the end of our introduction to Hotel Management Software. We hope that you and Drac now understand what an HMS is and its importance in the hotel environment. We have sincere faith in Drac that in Hotel Transylvania 4, he will embrace this technology and explore the utilities enabled by Hotel Management Software!

Frequently Asked Questions


What Is Hotel Management Software (HMS) And What Does It Do?


Hotel Management Software (HMS) is a comprehensive tool designed to streamline various hotel operations, ranging from guest check-in and check-out to reservations, housekeeping, revenue management and more. It serves as a centralized platform that empowers hoteliers to efficiently manage both basic and complex tasks associated with running a hotel. With HMS, hotel staff can focus more on providing exceptional guest experiences while the software handles administrative and operational functions seamlessly. Whether it's managing reservations, automating front desk operations or enhancing guest services, HMS plays a crucial role in optimizing hotel management processes and enhancing overall efficiency.


How Has Hotel Management Software Evolved Over Time?


The evolution of Hotel Management Software mirrors the advancements in technology and the changing needs of the hospitality industry. Initially, hotel operations relied on manual methods such as pen-and-paper records and telephone bookings. However, with the emergence of computers and the internet, hoteliers began adopting software solutions to automate tasks and improve efficiency. Property Management Systems (PMS) laid the foundation for modern HMS by automating booking and reservation processes. Over time, HMS evolved to incorporate advanced features such as cloud-based infrastructure, online booking integrations and data-driven analytics. Today, Hotel Management Software offers a diverse range of functionalities tailored to meet the dynamic needs of hoteliers and enhance guest experiences.


Why Is Hotel Management Software Important For Hospitality Businesses?


Hotel Management Software plays a vital role in enhancing operational efficiency, guest satisfaction and revenue optimization for hospitality businesses. By automating routine tasks and streamlining operations, HMS enables hoteliers to save time and focus on delivering exceptional guest experiences. With features like reservation management, front desk automation and performance tracking, HMS minimizes manual errors and improves overall productivity. Additionally, HMS facilitates personalized guest interactions through data-driven insights, helping hoteliers build rapport and loyalty with guests. As the hospitality industry continues to evolve, Hotel Management Software remains a crucial tool for hotels to stay competitive, efficient and responsive to changing guest expectations.

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