The Property Management Systems (PMS) are basic essentials of each accommodation. The time of paper books and excel documents has passed a long time ago. There is a big pool of solutions that are offered nowadays for the hostels. And it is good to know them and have those that suites your needs best.

What is PMS?

Also known as a Hotel Operating System, it is a software solution used in the hospitality industry to coordinate the operational functions of the front desk, sales, reporting and planning. In simple words, the Property Management System automates the hostel operations like bookings, guest information and allocation, payments, point of sale etc.

It also can go with a built-in or it can be integrated with the Channel Manager, Points of Sales (POS), central reservation systems and tools for the revenue management.

The first PMS appeared on the market in 1980. Since then many things have changed (as you can imagine) and so do the hotel technology expanded.

Tho the market offers many solutions, those that suites the hostels’ needs are not many.

Cloud-based vs Installable PMS

As I mentioned before many things have changed since the first Property Management System. There are many PMS that require installation on the computers. Most of that type of solutions are seen in the hotels, chains of hotels of big hostels.

However, with each day more popularity gain cloud-based solutions. Which mean that they don’t require installation and you can enter them from anywhere you want from computers, tablets and mobile.

And that makes the cloud-based PMSs more popular between hostel owners. The reason is easy: they can control easily their property even when they are not there.


guide to channel manager for hostels

The cloud-based solutions rely entirely on the Internet. Some of you might think of how reliable is such a system then. To begin with, the good aspect of the cloud-based PMS is that despite the computer breakdown, virus, server crush, losing internet connection, you can easily enter it through any other device. And all the data is there thanks to the backups.

Another point that often raises questions is the safety of the data in cloud-based PMS. As the hostels hold much valuable information like storing credit cards and personal details. Well, this type of PMSs is built on the best hosting providers that are out there with a dedicated team to the security systems.

Most of cloud-based Property Management Systems are easier and friendlier to use than the traditional desktop PMS. That does not mean that they have less functionality or are less powerful. Actually most of them offer much more than the traditional PMS.

Top reasons to use PMS

  • Automatization of the hostel operations
  • Make easier to control the property (in general it makes life easier)
  • Strengthens productivity (you can focus on other tasks)
  • It gives you essential reports and analyzes which can help improve your business.

Property Management Systems for hostels

As I have mentioned, the market is full of solutions for hotel operations. However, there are not so many that are adapted to hostel needs. I have gathered a list of the PMSs that have hostels in the heart (in no particular order).

  1. Cloudbeds (with this link you will get a $50 credit for Cloudbeds!)
  2. FrontDesk Master
  3. GuestCentrix
  4. Loventis
  5. BananaDesk
  6. ASSD
  7. HostelSystem

Before deciding the PMS for your hostel remember to…

  • use the trial period offered by the property management system to see if it suits your needs
  • make sure that the support system is there for you: how fast they are in reply? are there any emergency lines or contacts? are they effective?
  • make sure that it is clear and easy to use not only for you but also for your staff!

There are many PMSs out there and with each day are appearing new with new features, upgrades and tools. But the most important is that you and your staff need to be satisfied with it.

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Note that this post contains affiliate links. That means that if you purchase through them recommended products, I will get a small commission with no extra cost for you. This small money allows me to go for a beer after finishing my shift in a hostel (very often much-needed) and supports maintaining this blog.

Posted by Ewa Gabara

Posted by Ewa Gabara

Founder of Don’t Mess With The Receptionist. I geek out on hostels and I’m a long-time receptionist turned into a copywriter. I help the hospitality and travel brands conquer the world with words.

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