The OnRes Blog

Selecting a Hotel PMS? Watch Out for These 5 Missteps

By: Steve Behrisch , President & CEO

In the dynamic world of hospitality, the hotel software is a critical tool that can make or break the operational efficiency of your establishment. However, choosing the right PMS can be a daunting task, especially for small and mid-sized hotels. There are common mistakes that hoteliers often make during this process, which can end up draining their budget and resources. 

This article aims to highlight the mistakes to avoid while choosing a hotel PMS and provide practical advice on how to steer clear of them.

Table of Contents

Importance of Choosing the Right Hotel PMS

A hotel PMS is more than just a tool for managing reservations. It’s a comprehensive system that integrates various aspects of hotel management, from guest services to housekeeping, revenue management, and more. 

Therefore, making the right choice is crucial for the smooth running of your hotel operations. 

#OnResTips: In case you didn’t know, this is what outdated hotel technology can do to your performance. 

Mistakes to Avoid While Choosing a Hotel PMS

Mistakes to avoid while choosing a hotel PMS

Here are some common mistakes and errors to avoid while choosing a hotel software. 

Mistake #1: Not Considering Scalability

One of the most common mistakes hoteliers make is not considering the scalability of the PMS. A system that works well for your current needs may not be sufficient as your business grows.

Key points to remember:

  • Choose a PMS that can accommodate an increase in room inventory, additional properties, or new functionalities as your hotel expands.
  • Look for a system that offers flexible pricing based on usage, so you only pay for what you need.
  • Ensure the PMS can integrate with other systems as your technological needs evolve.

Mistake #2: Ignoring Integration Capabilities

Another mistake is overlooking the need for seamless integration with other systems. A PMS that cannot integrate with your existing software can lead to operational inefficiencies and data discrepancies.

Key points to remember:

  • Check if the PMS can integrate with your current systems like CRM, POS, channel manager, etc.
  • Ensure the PMS supports real-time data exchange to avoid data duplication and errors.
  • Look for a PMS that supports open API for future integrations.
#OnResTips: Check out the list of integrations with OnRes hotel solutions

Mistake #3: Overlooking User-Friendliness

A PMS that is not user-friendly can lead to a steep learning curve for your staff and frustration for your guests. It’s essential to prioritize ease of use when choosing a PMS.

Key points to remember:

  • Choose a PMS with an intuitive interface that is easy to navigate.
  • Ensure the PMS offers mobile access for staff and guests.
  • Look for a system that requires minimal training for your staff.

Mistake #4: Neglecting Support and Training

Neglecting the importance of support and training is another common mistake. 

Nearly two-thirds (63%) of customers say that onboarding – the level of support they’re likely to receive post sale – is an important consideration in whether they make the decision in the first place.

Wyz Owl

Without adequate support, you may find yourself struggling with technical issues that disrupt your operations.

Key points to remember:

  • Ensure the PMS provider offers 24/7 support to handle any technical issues.
  • Check if the provider offers comprehensive training for your staff.
  • Look for a provider that offers regular updates and enhancements to the system.

Mistake #5: Failing to Evaluate Security Measures

In the digital age, data security and guest privacy should be a top priority. Failing to evaluate the security measures of a PMS can lead to data breaches and loss of guest trust.

Key points to remember:

  • Ensure the PMS complies with data security standards like PCI DSS.
  • Check if the PMS offers data encryption and secure access controls.
  • Look for a system that offers regular security updates and audits.
#OnResTips: Did you know that OnRes has just achieved the highest level of security compliances with PCI Booking

Frequently Asked Questions

Choosing the right Hotel Property Management System (PMS) is crucial for efficient operations and guest satisfaction. A good PMS streamlines tasks like reservations, housekeeping, and billing, boosting productivity. It also provides valuable data to optimize pricing and personalize guest experiences, leading to increased revenue.

Reliable customer support is vital for a smooth Hotel PMS transition. Look for providers offering 24/7 assistance to ensure prompt help during setup, training, and any technical issues. Strong customer support demonstrates a commitment to your hotel’s success.

Planning a smooth transition is key to minimizing disruption and maximizing success. Here are some key considerations:

  • Data migration plan: Ensure seamless transfer of guest information, reservations, and historical data.
  • Staff training: Provide comprehensive training to empower staff on using the new system effectively.
  • Integration with existing systems: Guarantee your new PMS connects smoothly with accounting, booking channels, and other crucial software.
  • Downtime minimization: Schedule the transition during low-occupancy periods to limit guest impact.
  • Testing and quality assurance: Thoroughly test all functionalities before go-live to identify and resolve any issues.
  • Post-launch support: Leverage ongoing support from the PMS provider for troubleshooting and future questions.

A user-friendly Hotel PMS is essential for staff adoption and efficiency. An intuitive interface with clear navigation minimizes training time and reduces errors. This empowers staff to focus on guest service and streamline hotel operations, ultimately enhancing the overall guest experience.


Avoiding these common mistakes can help you make an informed decision when choosing a hotel PMS. Remember, the right PMS should not only meet your current needs but also support your future growth, integrate seamlessly with your existing systems, be user-friendly, offer adequate support and training, and prioritize data security. 

By considering these factors, you can choose a PMS that enhances your operational efficiency and contributes to your hotel’s success.

Steve Behrisch, President & CEO

Steve joined the OnRes Team as an account rep in 2008 and was promoted to VP of Operations a short time later. In 2011, Steve agreed to purchase OnRes and became President and CEO, and has been steering the ship since; achieving significant milestones such as rebuilding the reservation software from the bottom up, forging new partnerships, doubling the revenue, and much more…
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