What to consider if you’re thinking of changing your property management system in 2025

January is often a time for resolutions, and the post-Christmas period a time for reflection and thoughts about change. With ever-increasing costs and a culture of corporate expansion in the tech world which brings both pros and cons, now is a good time to consider your PMS options. With this in mind, at Rezcontrol – where we take pride in really listening to our customers and providing what they need – we are guaranteeing new customers 25% off their current fees, against comparable PMS providers!

Changing PMS is a big decision and not one any hotel takes lightly. In this article we will explore many of the pros and cons of different types of property management solutions and providers, as well as looking at the kinds of questions all hotels need to ask themselves when thinking about their technology.

What makes a great property management system?

Hotels need to incorporate a host of solutions to run smoothly, efficiently and profitably – from their initial choice of property management system to all the myriad integrations that add value. These reflect guest journey and experience, booking software and marketing automation, CRM, POS, table reservations, gift vouchers and loyalty schemes, events packages, accounting and reporting, and more.

Some PMS systems will offer a ‘mix and match’ self-service approach to integrations, while others, like Rezcontrol, will select and manage this for you, as part of its commitment to exceed on service delivery and ensure hotels have the choice of integrations they need to thrive.

“The PMS is the hub of your operation,” explained Sarah Cade, Managing Director at Rezcontrol. “Any PMS worth its salt will include front desk and back office functionalities, as well as a booking engine and features for revenue, rate and event management – but how easy is it to use? What does it integrate with? What will it cost – and is the billing transparent? How good, and readily available, is tech support? These are questions you will want to ask.

The bigger picture for you and your PMS – what type of hotel do you run?

First of all, you need to understand the nature of your business, as this has a real implication for your needs.

• What type of hotel are you? Independent, group, luxury, full service, pub with rooms – or long stay, or hostel? This is important because some PMS providers will be specialists in a specific market.
• What services do you offer? Maybe you have a spa, restaurant, or outdoor activities. The software you use to manage these amenities may need to be integrated to streamline operations and maximise revenue opportunities.
• Are you known for your events? If you are a prominent wedding venue, or if you regularly host party or band nights, corporate dinners or conferences, some software is specifically designed to help you streamline regular room bookings with your events.
• How many team members do you have? If you’re a pub with rooms, do you have a full front desk function as this can affect your choice of PMS and POS? Do you need a helping hand, for example with self check-in or check-out so you don’t need someone on the desk all the time; or things like customer email campaigns or events management? What are the pain points that your staff experience on a day-to-day basis?

Then you’ll need to think about your overall business goals and long-term business plan. What could be improved? Can tech help with that? This may be reflected in the reporting you need to plan ahead, the hours that can be trimmed from staff time, the accuracy of booking and billing information, and the smoothness and consistency of the guest journey from initial web search, through booking, arrival, the stay and departure.

The listening PMS

Rezcontrol, which is ideally placed to help independents and hotel groups, as well as full-service hotels, pubs and inns with rooms, prides itself on being the listening PMS, addressing common concerns raised by our customers.

“Rezcontrol offers personalised service, added value, and crucially is also acquirer-agnostic for payments”

“For example, many hotels complain about the amount they are paying their payment providers,” said Sarah, “and many PMS suppliers tie their customers into one provider. We don’t do that – we are acquirer-agnostic, so you can shop around for the best deal and integrate your preferred solution with RezPay.

“We also focus on service. We want our customers to know we are listening, and are available 365 days a year, not only to solve day-to-day issues which crop up, but to work closely with them on developing new features, improvements and solutions. This is one of the reasons Rezcontrol is known to be so intuitive and user-friendly.”

Assess your options – and remember there is no substitute for experience

During your research, you’ll quickly realise just how many options are available. “One of the key things to bear in mind is whether the PMS providers in your shortlist have the ability and agility to be more naturally aligned to the specific requirements and values of your hotel,” said Sarah. “Independent suppliers will generally be able to be more flexible and user-friendly, through the very nature of being smaller.”

“It’s also important to remember, in an era where new PMS providers are springing up all the time, that there is no substitute for experience. Read the reviews, and be prepared to ask questions based specifically on your requirements.”
Independent PMS systems will also have a lower overhead, therefore will not be passing on the cost of expensive offices and management tiers, and will also be far more likely to be able to adapt solutions, to an extent, to the needs of specific hotels. They will react faster to changing requirements, responding to evolving needs.

As specialists in their field, they will also be more likely to focus on creating a seamless user experience and intuitive interface, which comes from the clarity of focussing on a single goal.

Corporate solutions – the ‘big name’ versus organisational bulk

Hoteliers may feel more comfortable going with a ‘big name’, secure in the provider’s reputation. There can be advantages in being able to select an off-the-shelf plan from a global supplier – although this often takes the form of a ‘one size fits all’ solution, leaving the hotel to tackle its own set up and configuration

It’s also worth bearing in mind that with solutions like this, you may well also be spending a great deal more up front, and indeed may well be paying for a host of included solutions you don’t end up using!

Support is often spread very thinly with larger providers – while independents can often assign individual account managers whose role is predicated on responsiveness. Corporates will also have longer adoption rates for new improvements and updates, as by their nature they are less agile.

Choosing one or the other option will inevitably have pros and cons, so it is vital to take the time you need to assess your requirements and explore the market.

“At Rezcontrol we are passionate about providing the best possible functionality, service and real value,” concluded Sarah. “That’s why we’re prepared to guarantee 25% off a hotel’s current fees, against a comparable PMS provider. This is a long-term price promise; not a gimmick, and it has no expiry date. We’re doing it because we really believe in offering best value.”

Not a customer? Call us on +44 (0)330 223 1456 or email sales@rezcontrol.com – or contact us for a demo.