Warning signs: When is it time to change your PMS software?

Warning signs: When is it time to change your PMS software?

In the dynamic world of hospitality, an effective hotel PMS is the central pillar of day-to-day management. It plays a crucial role in optimising operations, ensuring that the Hotel Manager and his teams can focus on what matters most: delivering an unforgettable guest experience. However, as with any technological tool, there comes a time when the software you're currently using no longer meets your needs. Perhaps it lacks essential functionality, or has recurring technical problems. So how do you know when it's time to say goodbye to your old system and consider upgrading? In this article, we'll explore the warning signs to look out for and discuss the importance of choosing the right PMS for your establishment. Ready to dive in? Let's go!


Why is choosing the right PMS crucial?

The hotel PMS is not simply a tool for managing reservations or check-ins. It is the beating heart of your establishment, orchestrating every interaction, every task and every decision. Here's why choosing the right system is absolutely essential:

  • - Optimising operations: A good PMS will automate repetitive tasks, freeing up time for hotel teams. Less time spent on administration means more time to focus on guests.
  • - Improved customer experience: With an efficient system, bookings run smoothly, customer requests are dealt with quickly and errors are minimized
  • - Informed decision making: A quality PMS offers analysis and reporting tools that provide an overview of the hotel's performance, making it easier to take strategic decisions.
  • - Integration and scalability: The world of hotels is changing fast. A good PMS will integrate easily with other systems and can evolve as the hotel's needs change.

In short, choosing the right PMS has a direct impact on the success of your hotel. So it's essential to make the right choice from the outset.


Warning signs that it’s time to change your PMS

Every technological tool has a lifespan, and your hotel PMS is no exception. Here are a few warning signs that it might be time to reconsider your current system:

Frequent technical problems

  • - Regular crashes: If your PMS crashes frequently, causing interruptions in service and frustration for both staff and guests, it's a clear sign that it no longer meets your establishment's requirements. An unstable system can have a direct impact on customer satisfaction and team productivity.
  • - Unavailable or ineffective updates: Technology evolves rapidly, and your PMS should evolve with it. If updates are rare, or if they don't meet the changing needs of the hospitality industry, this could indicate that the supplier isn't keeping its product up to date. In addition, a lack of innovation or updates that introduce more problems than they solve are red flags.

A reliable, up-to-date PMS is essential for effective hotel management. If you are experiencing these problems, it may be time to look for an alternative.

Lack of essential functionality

In a sector as competitive as the hotel industry, having the right functionality in your hotel PMS is crucial to staying ahead of the game and delivering an exceptional customer experience.

  • - Lack of key integrations: In the digital age, customers use a multitude of platforms to make their bookings. If your PMS doesn't integrate easily with online booking platforms, you risk losing a significant number of bookings. What's more, integration with other tools, such as revenue management systems or loyalty solutions, is just as crucial to maximising revenue and boosting customer loyalty.
  • - Obsolete functionality: The world of hospitality is constantly evolving. If your PMS has features that seem outdated or no longer meet your establishment's current needs, it's a sign that it may be time to look for a more modern solution. A system that doesn't adapt to current trends can quickly become a brake on your hotel's growth.

A PMS without essential functionality can seriously hamper your ability to offer the best possible service. Make sure it lives up to your expectations.

High operating costs

Profitability is at the heart of any business, and the hotel industry is no exception. Your hotel PMS should be an investment that delivers a good return, not a constant source of unexpected expenses.

  • - Unexpected maintenance costs: A good PMS should be reliable and low maintenance. However, if you find yourself constantly paying for repairs, updates or patches, it can quickly eat into your budget. What's more, these unexpected costs can make financial planning and cost management difficult.
  • - High training costs for staff: An intuitive, user-friendly PMS shouldn't require long hours of training for staff. If you find that you are regularly investing in expensive training to get your team to master the system, this could indicate that the software is not as effective or intuitive as it should be. What's more, prolonged training time can also lead to a loss of productivity.

An operationally expensive PMS can have a negative impact on your margins. It is essential to evaluate these costs regularly to ensure that you are getting the best possible value from your investment.

Poor user experience

The effectiveness of a hotel PMS is measured not just by its functionality or cost, but also by how easy it is to use. A poor user experience can lead to errors, reduce productivity and frustrate your team.

  • - Non-intuitive interface: In a fast-paced environment like hospitality, your staff don't have time to struggle with a complicated or poorly designed interface. A non-intuitive interface can lead to errors, delays and reduced staff satisfaction. What's more, it can increase the time needed to train new staff, which can have an impact on the quality of service offered to customers.
  • - Slow response times: In the hotel industry, every second counts. If your PMS is slow or has long loading times, this can lead to delays in day-to-day tasks, such as checking guests in or out. It can also frustrate staff and reduce their efficiency.

A poor user experience can have repercussions far beyond mere frustration. Choosing a PMS that delivers a smooth and efficient experience is essential to keeping your business running smoothly.

Lack of support and customer service

A good hotel PMS is more than just its core functionality. Support and customer service are essential to ensure optimal use of the system and to quickly resolve any problems that may arise.

  • - Slow or inefficient technical support responses: When you encounter a problem with your PMS, every minute counts. Responsive technical support is vital to minimise downtime and ensure business continuity. If you find that support responses are often slow or fail to resolve problems effectively, this could indicate a lack of professionalism or resources on the part of the supplier.
  • - Lack of training or resources: To get the most out of your PMS, your team needs to be well trained and have the necessary resources. If the supplier does not offer regular training, tutorials or other resources to help maximise the use of the software, this can limit your team's ability to use the system to its full potential.

Quality customer support is a key element in ensuring long-term satisfaction with your PMS. Make sure your supplier lives up to your expectations in this respect.

Limitations in reporting and analysis

In the hotel sector, decision-making often depends on accurate, up-to-date data. An effective hotel PMS should offer robust reporting and analysis tools to help hotel managers evaluate and optimise their operations.

  • - Difficulty extracting key reports: Reports, whether it's occupancy rates, revenue or customer returns, are essential for assessing the health and performance of your property. If your PMS makes it difficult to extract these reports or doesn't provide the data you need, you could be missing out on important information for your hotel optimisation strategy.
  • - Lack of analysis tools to assess performance: Beyond standard reports, a good PMS should offer advanced analysis tools to assess trends, forecast demand and identify opportunities for improvement. If these tools are lacking or insufficient, it can limit your ability to make informed decisions.

Having a clear and accurate view of your operations is essential for long-term success. Make sure your PMS offers the tools you need to provide this vision.


The benefits of a timely PMS change 

Opting to change your hotel PMS at the right time may seem like a daunting task, but the benefits are considerable. Here are some of the key benefits you can expect from a judicious change of PMS:

  • - Improved operational efficiency: A modern PMS tailored to your needs can automate many manual tasks, reducing errors and freeing up staff time. This allows your team to focus on higher value-added tasks, such as improving the customer experience.
  • - Increased customer satisfaction: With smoother processes, quicker check-ins/check-outs and better management of special requests, customers enjoy a more pleasant and memorable experience.
  • - Better decision-making thanks to accurate analysis and reporting: An advanced PMS offers powerful analysis tools that provide valuable insights into your establishment's performance. This data can be used to identify opportunities, adjust strategies and make informed decisions for the future.

In short, a timely change of PMS can transform the way you manage your hotel, leading to better overall performance.


Tips for choosing a new PMS

Choosing a new hotel PMS is a major decision that can have a lasting impact on the success of your establishment. Here are a few tips to ensure you make the right choice:

  • - Assess your hotel's current and future needs: Before you start your search, take the time to define exactly what you need, both in terms of current functionality and future requirements. This will help you find a PMS that adapts to the growth and evolution of your hotel.
  • - Seek out reviews and testimonials from other users: Feedback from other hoteliers can give you valuable insight into the reliability, ease of use and customer support of a PMS.
  • - Consider ease of integration with other systems: A PMS that integrates easily with your other tools (reservation systems, payment solutions, etc.) can greatly improve operational efficiency.
  • - Evaluate the total cost of ownership, not just the initial price: As well as the purchase price, think about the costs of maintenance, training and any upgrades. A PMS that costs less up front can end up costing more in the long run.

Choosing the right PMS is essential if you want to ensure smooth, efficient hotel management. Take the time to evaluate your options.



Managing a hotel is a constant challenge, and having the right tools at your disposal is essential to keeping your establishment running smoothly and profitably. Your hotel PMS is at the heart of this management, and knowing when it's time to update it is crucial.

  • - Summary of the importance of recognising the warning signs: As we've seen, there are a number of signs that can indicate that your current PMS is no longer meeting your needs. Whether it's technical problems, a lack of functionality or a high cost of ownership, it's essential to recognise these signals and assess whether a change is required.
  • - Encouragement to act quickly to ensure optimal hotel management: In the hotel sector, time is money. Acting quickly on these warning signs can help you avoid financial losses and ensure a quality customer experience. What's more, with the right tools in place, such as the right PMS, you can focus on what really matters: delivering an unforgettable experience to your guests.

In short, keep an eye on your establishment's needs and don't hesitate to evolve to ensure its long-term success.