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How to choose a management system (PMS) with web interface for your hotel There are 1 replies:
How to choose a management system (PMS) with web interface for your hotel Original post: Wed 10/28/2020 at 2:55 AM

How to choose a management system (PMS) with web interface for your hotel


PMS - Property Management System is a hotel or <a href="" ><strong>hotel  system</strong></a> for management that allows for timely room management, load control, room bookings (including direct client and OTA online reservations). The system also provides automation of basic business processes of a hotel, for example, allows to simplify the procedure of registration of a guest and selection of a room, taking into account his preferences and history of accommodation, as well as to control and plan hotel load, pricing, to conduct analytics and analysis of the results of work and receive statistical reports. As a result - increase the efficiency and profitability of the hotel.


This review is dedicated to small and medium hotels, sanatoriums and hotels (with a number of rooms from 20 to 150).

Without a management system (PMS), your ability to manage and develop even a small hotel will be severely limited. After all, you can manage orders in Excel or just on a piece of paper, but such a system of "booking" can not allow you to focus on your core operational activities, and it certainly will not allow you to scale your business in the future.


Modern PMS and room management systems automatically process all orders made over the Internet and display a report of available rooms in a convenient way for you - whether it is a calendar view or chart or list mode.  It is essentially an integrated all-in-one system, unthinkable without the front-end: a website as a sales tool for the hotel. The PMS system is a set of software tools and technologies necessary for effective management of hotel room stock, processing of reservations/orders and even marketing tools. For example, CRM (Customer Relationship Management System) and marketing strategy, including email, can increase customer/guest loyalty and ultimately increase their income.


There are many systems and modules available to automate the processes of direct booking from your website, booking via OTA (channel management) and for simple reception management - check-in desk. How can a small or medium sized hotel make its choice, and how can you find out which system will work best for your hotel (or other property)?


We would like to help hotels and therefore, let's consider the following questions.


Price of the PMS hotel management system.

What is the price of a PMS system (and a boxed software license or subscription in case of SaaS)? Is it an all-in-one system or will it require additional modules and costs for integration (and sometimes very substantial costs).

What is the Total Cost of Ownership (TCO) for a hotel - for example, when calculating for a year: monthly payments, support and upgrade costs, installation, staff training, and other resources. It is necessary to ask this question from the supplier, although as a rule it is here that sellers and "dark", planting hotels on their proprietary system with the necessary regular payments. The hotel is in relative dependence, however, as in other cases with any software. But it is necessary to minimize these risks.

Small hotels, sanatoriums and other means of accommodation should be extremely careful with the choice and allocation of the budget, it is important to estimate the costs for a year, two, three years ahead. We have encountered cases when a hotel refused the system or support due to a drop in revenue. The result: outdated and outdated system and "transition to Excel".


The cost of PMS licensing is the total cost of using the software, website components and so on. You will either have to pay commissions, pay on a one-time or monthly basis in case of subscription (SaaS, cloud service). Monthly subscription, on the one hand, is better because it allows you to start working even when budgeting, and on the other hand, compared to a one-time purchase, imposes a long-term financial burden.


Also do not forget that the cost/cost of additional services, training, configuration and user changes (customization) may exceed the cost of the software itself. Find out if the supply and support contract for your PMS has these figures, or will the vendor charge you based on their price lists? Some vendors/producers may also charge a fee for each additional user you add to your management (each new/additional account).


What functions of the PMS system are needed for small hotels and hotels?

Before thinking about specific functions and features, let's take a look at the big picture. The reason and in general the main meaning of considering investing in a PMS system is that it will help you save time and eventually increase your income. Therefore, all functionality should contribute to these 2 overarching goals (time and money).


Remember that by purchasing and implementing PMS, you are investing in the success of your hotel, which is not possible today without the IT and web technologies you need. Managing your rooms and reservations without online booking will actually cost you more (both in terms of time and order processing) and there will be a chance of missed opportunities in "capturing" new customers/guests in the market.


So, which modules (or functionality) should be implemented:


Simplified front-office management (reception desk)

Your PMS should give you all the necessary tools to be the front office/reception activity fully organized in the business process of your hotel management.


Also, to give your guests the best service from the moment they check in/arrival to the moment they leave - you must be able to:


  • View all your rooms/reservations on the calendar page

  • Add more rooms for sale / for booking

  • Add new or change prices and plans for existing rooms

  • Close for service specific rooms

  • Move existing orders to another number

  • Check in and check out guests (check-in, check out)

  • Keep the loyalty program, loyalty cards, discounts (you should always remember about your returning guests).

Your PMS system should give you the opportunity to work on the principle of "one window", so that in one system you can find and change all the necessary information, and of course the system should be convenient, so that the hotel staff spend much less time to perform daily tasks.


Remote access to the system (frees you from your desktop)

The PMS all-in-one system should be available wherever you are not, as well as accessible from any device online. Without web technology, any PMS can be considered outdated. This means that the system must be either a SaaS service (e.g. cloud-based) or essentially a website or portal with a back office on hosting (external storage). This way, you can work from anywhere and still control the hotel. Another advantage is that you do not need to buy servers and other necessary system software.  All you need to do is order and implement a web application (a website with back office functionality), and then take your smartphone or tablet to manage your hotel room stock.


OTA sales channels and international orders

Making sure that international travelers can easily book a room at your hotel will give you a competitive advantage.  Nowadays, there is a picture when there is more inbound than outbound tourism, which is thus the main priority for small and medium hotels in the battle for customers. Your PMS with a website should help you do this, but think in advance about the bilingual interface (at least switchable Russian and English) of the online booking system.


As for OTA, it is worthwhile to cooperate with international OTA. For example, to sell or offer their rooms for Chinese travelers, you should contact Ctrip (this reservation site is preferred in China, check how far lags behind there). Providing multiple languages is a minimum, but be sure to provide the option of paying (or at least blocking the deposit) in currency. Otherwise, foreign tourists will be dissatisfied because of double conversion and losses.  I recently saw a hotel website with support for at least 5 languages (including Chinese), and at least 80 different currencies!


Of course, the fact that the website with online booking system works for you while you sleep means literally that you do not have to be at your desk to accept orders. And these international tourists and travelers can book on your website for themselves at any convenient time.


Managing guest loyalty and customer relations

Your PMS should make booking and room management easy and convenient for you, but also provide an opportunity to maintain customer relations and communicate with your guests in a structured way. This means that you can set up to send various emails, such as booking confirmation, arrival date, pre-booking and subsequent payment, etc.. You configure each such email template once and the system sends out the corresponding email itself (you will also be able to change the appearance of the email according to your brand).


This is a very good opportunity to build relationships with regular customers, and you should strive to improve the professional image of your hotel; and this is very possible when each guest receives personalized messages - he feels from the moment of booking an attitude of care and the same level of service for which he once chose your hotel. Read more in the article Building a Model of Customer Reliability through Email Marketing.


Management of price plans and load forecasts, expected revenues

In addition to the work of booking and accommodation, you should also be able to receive analytics and compare, for example, the download with the previous year to exhibit "adequate" and competitive prices, and thus work to increase revenue from each room.


A PMS/all-in-one system will also allow you:


  1. Sell additional packages (late check-out, breakfast, transfer, spa fitness, etc.).

  2. Price settings for additional services, individual discounts and coupons in order to attract and meet the needs of each client

  3. Add the possibility of ordering during the stay of guests (extension)

  4. Upselling relevant products and services for your and others.


The PMS analytics system helps you measure and improve everything you can measure and improve.

In contrast to large hotel chains, your budget is limited. Without developed analytical statistics, you will not be able to see what factor contributed to sales, which rooms / reservations bring great profit, where your guests are booked, the distribution of income by period of the year. Also in the case of a functional website, you will probably want to monitor the behavior of visitors to your site, for example, to see how many visits end with Book Now, and how many people leave the page / form of the payment system and why. All this allows you to track and analyze modern modules of Internet analytics of website activity.


The PMS should also have basic reporting features that allow you to track the above mentioned indicators as well:


  • Best pages of the site by attendance, best rooms, days with booking statistics

  • Your direct and indirect (referral, OTA) orders

  • Room occupancy rate, average price (ADR and Revenue Per Available Room - RevPAR).

  • Your income from online reservations, and other sources

  • Which of your promotions (special offers) work and bring new customers.

  • The system should allow you to view this in a web interface, preferably without the need to export data to Excel or spreadsheets.


Support and maintenance of PMS

If something goes wrong, you need to make sure you can rely on the supplier to be ready to help quickly.  Can you talk to a real person or just virtual help? Are they ready to train you and your employees to use the system effectively?


Is the software proprietary (only one vendor can help), the addiction we mentioned, or is it common and open source, and are there independent support groups (forums, etc.)?




So which PMS is the best system and who is the best vendor?

So, finally, you asked yourself all these questions and found the answers. You need to evaluate the PMS provider to see the mutual understanding and that everything is good for your hotel. It is desirable to make a pilot project or get a free test period, to work well with the system to be sure that investing in a particular PMS will be a good investment. On the trial version, if provided, you will be able to assess whether the system has the necessary functionality and whether it suits your hotel.


For hotels with less than 20 rooms, it is not reasonable to implement such a system, and for large networks this is not an issue, as they use large centralized systems.  For medium hotels, however, in order to develop effectively and not to lose to competitors, it is necessary to implement PMS systems (it is highly desirable all-in-one - with integration with the website), which offer maximum flexibility, convenience in operation, as well as for some hotels and simplicity. And, of course, adequate cost.


Unfortunately, in this review we cannot recommend any PMS manufacturers/suppliers as the choice depends on your specific needs, goals and hotel specifics. We can say that this is like choosing a car: many models at different prices and with different quality and equipment. In the next review we will talk about the most "profitable" PMS systems.

And what automation and room and booking management systems are used in your hotel, hotel or sanatorium? - please share in your comments!

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how to pick LED strip light controllers? Posted: Wed 10/28/2020 at 3:45 AM, in reply to guest guest

1. Wired RGB LED Controllers and also wireless RGB LED Controllers

Wired RGB LED Controllers. Wired LED controller is likewise called inline LED controller. Wired controllers are linked with hardwires as well as are placed in between LED strip light and power supply. To readjust illumination results, you need go to the location where the controller lies.


Wireless LED controller. The remote sender sends out wireless signal to receiver, as well as receiver manages the LED strips linked to it, such as shade choice and adjusting, shade change, as well as brightness change and so on. The receiver is also placed in between LED strip as well as power supply. Every controller has the function for turning on and off the lights. According to various types of wireless signal, cordless controllers are categorized as adhering to:


IR LED controller IR controller requires line of vision to work, meaning the remote have to see the receiver due to the fact that the signal can not experience obstacle. 24-key or 44-key IR controllers are the commonly seen ones of this kind.

RF LED controller. RF LED controller is the very commonly made use of cordless controller that utilizes superhigh frequency signal. RF signal can undergo wall surfaces. It has a medium control range.

WiFi LED controller. WiFi LED controller utilizes WiFi signal to establish link in between the controller as well as signal sender such as smart phone or iPad. Wi-fi controllers call for a network such as net or local network. They have the widest control variety amongst the wireless controllers.


Bluetooth LED controller. Bluetooth RGB LED Controllers transfer Bluetooth signal and also can interact straight with a mobile phone. This kind of controller does not require a network to function. It is the only kind of controller that deals with cell phone for locations without network.

LED strip lights with remote is the strip lighting that can be regulated remotely by utilizing any wireless controllers and remotes. It has the advantage of wireless control that the remote can be put anywhere. This is very practical to customers that do not like to stand up and also walk to walls for controllers.


2. What is the difference in between 12V as well as 24V LED strip light controllers?

Most LED strip light controllers are 12V as well as 24V voltage compatible and also can be utilized for both 12V LED strip lights and 24V LED strips. We select 12V or 24V LED power supply based upon the voltage of LED strip lights, not the RGB LED Controllers.


A controller has different result power on 12V or 24V voltage. It has two times power result when on 24V as on 12V voltage. For proper installation, its power result must be larger than the power level of LED strip lights.


3. LED strip light controller for single color or multi-color LED strips.

LED dimmer. LED dimmer has the basic essential functions such as adjust the brightness level or switch on and also off the light strip. It is the LED controller for regulating cozy white, neutral white, cool white, as well as single shade LED strip.


Tunable white LED controller. It is utilized to regulate tunable white LED strip lights, for changing shade temperature, illumination, and so on


. Multi-color LED controller. It is for color management of multi-color strip lights, such as change or select color or color-changing modes.


RGB LED controller is often used to control RGB strip lights regarding color selection, color changes, brightness adjusting, etc. The control signal can be transmitted via wire, IR, RF, WiFi, or Bluetooth connection. RF RGB LED controller and WiFi RGB LED controller have become more and more popular for building the lighting system such as multi color changing light strip with remote. Their advantages include the wide control range and the multi-zone control ability.

RGBW LED controller.

RGBW LED controller is required for operating RGBW LED strips. Except for red, green and blue channels, it has a white channel as well. In this sense, RGBW controller is actually a four-channel RGB LED controller.

RGB+CCT LED Controller.

Compared to RGB controller, RGB+CCT controller has two more channels, so besides the three RGB channels, it is also able to control the two white channels of RGB+CCT strip lights. It can be seen as a combination of RGB controller and tunable white LED controller.

Multi-zone RGB LED controller.

The so-called zone is a group of LED strip lights that can be controlled by the same control signal. Strip lights on the same zone change at the same time for any lighting features. For example, you can not make some lights on the zone stay on red color while as the same time making other lights on blue color.


Multi-zones are comprised of several of such single zones. Multi-zone RGB controller can synchronously or separately control strip lights in multi-zones. For example, there are four zones of RGB strip lights. An RGB controller can make all four zones stay on one color or change colors on same changing-modes, or it can control each zone independently, making zone 1 on red color, zone 2 on strobes, zone 3 on fading mode, and zone 4 on jumping mode.


A multi-zone controller can work as a single-zone controller. If there is need, it can be configured and extended to control multiple zones in the future.


RGB controller suitable for cell phone.

RGB controllers suitable for cell phones can operate via the apps installed, sending WiFi or Bluetooth signal to controllers to control strip lights or other light fixtures. Their control functions are stronger than RF controllers, and usually can easily control multi-zones through grouping by the apps.

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