Is Your Property Management System That Important?

Is Your Property Management System That Important?

Are Property Management Systems (PMS) the alpha and omega of proper hotel management, or can your staff and colleagues deliver more than technology can?

The hospitality industry has experienced a massive shift in recent years, with technology playing a significant role in shaping the guest experience. Property Management Systems (PMS) have become a ubiquitous tool in hotel management, automating tasks, and streamlining operations.

However, while the PMS is a vital component of any hotel’s success, it should not be viewed as a replacement for human staff. In this post, we’ll explore what a PMS is, why it’s important, and why human staff are and will always be more important than the PMS system itself.

What is a Property Management System?

A Property Management System (PMS) is a software application used by hotels and other hospitality businesses to manage various operational tasks and processes. It helps hotels to streamline their operations, automate processes, and improve guest experiences.

The PMS is the central hub of hotel operations and provides a range of functions, including front office management, reservations management, guest management, housekeeping management, billing and payment processing, and reporting. The system enables hotel staff to manage room availability, room rates, and room inventory in real-time, helping them to make informed decisions.

PMS also integrates with other software systems like point-of-sale (POS), revenue management systems (RMS), customer relationship management (CRM) systems, and channel management systems, making it easier for hotels to manage their operations efficiently.

Why is a PMS Important?

A Property Management System (PMS) is critical for hotels and their teams for several reasons:

Streamlined Operations: A PMS automates many of the manual processes involved in hotel operations, such as reservation management, check-ins and check-outs, housekeeping assignments, and billing. This automation leads to streamlined operations, which saves time and reduces the risk of human error.

Real-Time Information: PMS provides real-time data on room occupancy, rates, and inventory. This information allows hotel staff to make informed decisions on pricing, room allocation, and staff scheduling.

Guest Management: A PMS provides a comprehensive guest management system that allows hotels to manage guest information, preferences, and requests. It enables hotels to personalize guest experiences, improve guest satisfaction, and foster customer loyalty.

Revenue Management: A PMS can help hotels optimize their revenue by providing insights into room pricing, occupancy levels, and demand. Revenue management features can also help hotels to implement dynamic pricing, which adjusts room rates based on demand, and other pricing strategies.

Integration with Other Systems: A PMS can integrate with other hotel systems, such as point-of-sale (POS), customer relationship management (CRM), and revenue management systems (RMS). This integration allows for seamless data transfer between systems, leading to more efficient operations and better decision-making.

Why Human Staff Are More Important Than the PMS System

While a PMS is a critical tool in hotel management, human staff are and will always be more important than the PMS system itself. Here are a few reasons why:

Personal Touch: The hospitality industry is built on personal interactions, and a PMS system cannot replace the human touch that guests crave. While a PMS can automate tasks such as check-in and check-out, it cannot replace the warmth and friendliness of a human greeting. Guests appreciate a personal touch, and a PMS system cannot provide that.

Problem Solving: While a PMS system can alert staff to issues, such as a guest room needing attention, it cannot solve problems on its own. A human staff member is needed to investigate the issue, determine the root cause, and resolve it. A human staff member can also provide empathy and emotional support to guests who may be experiencing a problem.

Flexibility: A PMS system is designed to operate within a specific framework, and while it can be customized to a certain extent, it cannot match the flexibility of human staff. Human staff members can adapt to changing circumstances, provide personalized service, and create a memorable guest experience.

Upselling: A PMS system can suggest upsells and promotions, but it cannot provide the persuasive skills and rapport that human staff can. A human staff member can build trust and rapport with guests, understand their needs, and recommend services that they genuinely need or desire.

Emotional Connection: Hotels are not just a place to stay; they are an experience. A PMS system cannot create an emotional connection with guests, but a human staff member can. When guests feel valued, appreciated, and understood, they are more likely to return and recommend the hotel to others.


In conclusion, a PMS is an essential tool in hotel management, but it cannot replace human staff. Human staff are and will always be more important than the PMS system itself because they provide a personal touch, problem-solving skills, flexibility, upselling ability, and emotional connection that a PMS system cannot match.

A PMS system should be viewed as a tool to support and enhance human staff, not replace them. By combining the power of technology with the warmth and hospitality of human staff, hotels can provide a superior guest experience and stand out in a competitive marketplace. Therefore, it is important for hotel managers to invest in both their PMS system and human staff, to ensure the success of their hotel.


For more information on Property Management Systems (PMS), we recommend the following resources:






Hotel SOPs & Training Documents

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