More than 40 essential features in a PMS in 2025
- Elena Mateos
- Jul 31
- 3 min read
What is a PMS?
A PMS (Property Management System) is the heart of any accommodation management, from hotels and resorts to vacation apartments and hostels. It's the software we use to control all daily operations , such as reservations, check-in and check-out, room assignments, billing, and much more.
Thanks to a PMS, we can automate processes, reduce errors, and improve our guests' experience . It also allows us to manage rates and availability and connect with other systems such as booking engines, channel managers, and revenue tools.
In short, it's the tool that helps us keep everything under control and optimize the performance of our hosting.
Below, we offer a list of more than 40 essential functionalities in a PMS in 2025.
Reservation and availability management
Integrated booking engine: Allows guests to book directly from the hotel website without relying on OTAs.
Channel Manager Integration: Synchronize availability and rates across all distribution platforms.
Automatic room assignment: Reduce manual labor and optimize occupancy.
Overbooking Management: Minimizes errors and improves revenue strategy.
Room Blocking: Allows you to reserve specific rooms for VIP guests or groups.
Dynamic Rate Management: Adjust prices based on demand and other factors.
Automation and revenue management
Integration with Revenue Management (RMS) tools: Adjust prices in real time based on demand, competition, and availability.
Customized rates for repeat customers: Discounts and special prices to build customer loyalty.
Automatic packages and promotions: Combination of room + extras (spa, dinner, parking).
Demand forecasting and analysis: Occupancy prediction based on historical data and trends.
Automated check-in, check-out, and payments
Online and mobile check-in: Allows guests to check in before arriving, improving their experience.
Express Checkout: Save customers time by enabling automatic payments and digital invoicing.
Digital Keys (Mobile Key): Access your room from your mobile phone, eliminating the need for physical cards.
Digital signature of documents: Avoid unnecessary paperwork at reception.
Integrated payment gateway: Secure and automatic payment processing.
CRM and Guest Experience
Customer database (CRM): Stores preferences, stay history, and relevant data.
Customer segmentation: Personalization of promotions based on guest type.
Email and SMS automation: Booking confirmations, reminders, and post-stay surveys.
Automatic cross-selling and upselling: Offer upgrades, breakfast, or late check-out at the time of booking.
Integration with WhatsApp or live chat: Direct and fast communication with guests.
Hotel operations and management
Real-time housekeeping management: Room assignment and status control from the PMS.
Maintenance control: Recording and monitoring of incidents in rooms and facilities.
Staff shift management: Schedule control and task assignment.
Dashboard with key KPIs: Occupancy, revenue, ADR, RevPAR, and other performance indicators.
Advanced Reporting: Real-time financial, operational, and revenue reporting.
Multi-ownership: Centralized control for hotel chains with multiple properties.
Integrations and connectivity
Open API: Allows the PMS to connect to other systems (RMS, CRM, accounting systems, etc.).
Connectivity with Google Hotel Ads and Metasearch Engines: Improves the hotel's direct visibility.
Integration with accounting systems: Automate billing and revenue control.
Synchronization with review platforms: Monitor and respond to comments on TripAdvisor, Google, etc.
Compatibility with access control systems: Electronic keys and home automation in rooms.
Safety and regulations
Compliance with GDPR and privacy regulations: Protecting guest data.
Backup and cloud storage: Security and remote access to hotel data.
User access and permission control: Define who can access what information within the PMS.
Automatic guest registration for local authorities: Generating traveler reports to comply with regulations.
Analytics and decision making
Real-time dashboard: Key information in a single view for decision-making.
Demand Forecasting with AI: Using artificial intelligence to predict occupancy trends.
Integration with Google Analytics and tracking tools: Measuring booking engine performance.
Comparison with OTAs and competitors: Price and positioning verification.
Customized Reports: Create reports tailored to the hotel's needs.
Conclusion: Is your PMS ready for 2025? Find the best at Hotel SAAS
If your current system doesn't fulfill these functions , it may be limiting your hotel's profitability and operations . By 2025, a PMS must be more than just management software : it must optimize processes, improve the guest experience, and maximize revenue.
Explore the best PMSs on the market at HotelSAAS and find the perfect one for your hotel.
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