Simplify operations and enhance the guest journey with our Hotel PMS

A Property Management System (PMS) is a software solution that helps hotels and other accommodations manage reservations, guest data, payments, and day-to-day operations. You may also come across terms like hotel management system, hotel administration system, or hotel management software. The idea is to keep all vital information in one central platform, so you spend less time on administration and more time focusing on your guests.

A good PMS typically includes features such as:

Reservation management: Modify, extend, or upgrade room reservations quickly and easily.

Guest communication: Automatically send emails for confirmations, deposits, and check-in.

Channel manager: Automatically update your availability and rates on platforms like Booking.com, Airbnb, and Expedia.

Online payments: Easily send payment requests and process payments.

Housekeeping: Automatically track room statuses and create task lists.

Reporting: Clear management information to monitor your revenue and performance.

A cloud-based PMS means you don’t have to maintain your own server. You simply log in online, giving you:

Anywhere, anytime access: Use your laptop, tablet, or smartphone to manage your property from anywhere.

No manual software updates: The provider handles updates automatically, so you're always using the latest version.

Secure data storage: Your information is stored in well-protected data centers for maximum security.

Easy collaboration: Work seamlessly with your team, even if you're in different locations.

Not at all. A PMS is actually very valuable for smaller accommodations such as guesthouses, bed and breakfasts, lodges and boutqiue hotels. Because the software is scalable, you only pay for the functionalities you need. As your business grows, you can easily expand the system. In RoomRaccoon, these features are available as upgrades, including advanced housekeeping, upselling, competitor insights, and more.

Yes, some systems—such as RoomRaccoon—offer an all-in-one solution. In addition to the PMS, you also get a channel manager and a booking engine for your own website. This means you manage your rates and availability from a single platform, let guests book directly through your website, and simultaneously synchronise your channels, such as Booking.com, Expedia, or Airbnb.

Costs vary by provider and often depend on the number of rooms and the desired features. At RoomRaccoon, you get a complete package with a PMS, booking engine, and channel manager on a monthly or annual subscription—plus a discount for annual payments. This bundled solution is often more affordable than buying separate systems and saves you valuable time.

The implementation time depends on:

Property size: The number of rooms and room types in your hotel.

Rate and package complexity: The more complex your pricing structure, the longer setup may take.

Training and integrations: Time needed to train your team and integrate with other systems or accommodate special setup requests.

At RoomRaccoon, switching is often completed within two weeks to a month. Our onboarding team will guide you step-by-step through setting up your hotel administration system and importing existing reservations.

Most providers allow you to import your existing reservations, guest data, and other information into the new system. This way, you can start right away with a fully updated calendar without re-entering everything manually. At RoomRaccoon, we handle the secure data import on your behalf during onboarding, ensuring a smooth transition.

Online hotel management software stores your data in secure data centers with encryption and regular backups. Most providers keep their systems continuously up-to-date and conduct security checks, ensuring a high level of data protection and privacy for you and your guests.

Check whether the PMS you choose can connect to:

Accounting software: Xero or QuickBooks.

Door lock and access solutions: RemoteLock or Flexipass.

POS (point-of-sale) systems: For restaurants and bars, such as TabletPOS or TallOrder.

Revenue management systems: RoomPriceGenie or RevControl.

Virtual hotel concierge: For guest messaging, like GuestTalk or Akia.

Having the right integrations automates many tasks and prevents double work.

Yes, most hotel administration system providers offer onboarding and training to help you and your team get started. This way, you quickly learn all the features. At RoomRaccoon, you can choose an onboarding program that fits your timeline and setup. After onboarding, your success manager provides ongoing guidance to help you get the most out of your system and uncover new opportunities. You’ll also have access to a help center with articles and videos, plus a dedicated support team.