Different types of hospitality management systems

Hospitality management systems are the software that runs your hospitality business. From the food ordering system in your restaurant to the online booking software for accommodation, it enables efficient communication and management of your operation and ultimately increases sales.

With a range of hospitality management systems to choose from, it’s important to understand what’s on offer in order to find the right system that fits your needs and budget. Depending on the type of operations you are managing, you should consider the following systems, their benefits and suitability for your business.

Accommodation management software:

Lodging software packages range from those for B&Bs and small motel owners to those for running large hotels, clubs and resorts. The basic package offers basic guest and room management, while the more complex ones cover all aspects needed to manage and operate a large hotel chain. This includes reservations, service, retail, inventory, staff plans and training, accounting and much more.

Reception: A front office software package should enable front desk staff to keep track of all bookings, room conditions, guest details and fees, coordinate restaurant reservations for guests, schedule cleaning tasks, and process guest check-ins and check-outs. They should also provide means to communicate effectively with all travel agents and activity providers connected to the system. Features to look out for include: Reports for arrivals and departures on a specific date. Guest book and reservation details including activities and special requests. Room rates, discounts, packages, group bookings, etc. Visual scheme of hotel rooms and status. Visual scheme of the calendar with room availability. Ability to print check-in cards for guests. Flexibility to reassign guests to other rooms. Ability to easily add fees from restaurants, spa, gift shop, etc. to rooms. Integrate all payment options at checkout and print the receipt. Print work schedules for employees. Facilities to store guest history. Communicate efficiently with reservation and travel agents

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Housekeeping/Maintenance Software: Easy-to-use software for your property’s housekeeping and maintenance department increases the efficiency of room cleaning and maintenance. Key features of this module are: Overview of room status – dirty, cleaned, inspected, check-ins and check-outs etc. All information like number of guests, number of beds, length of stay, special requests (e.g. baby cot, high chair) should be shared for both cleaning staff as well as visible to management. Employees can enter maintenance issues as they arise and these are automatically sent to the maintenance department. The staff can request the ordered cleaning materials and toiletries. Staff can track laundry status for uninterrupted laundry supply.

Online reservation system: This software package is essential for any accommodation. It helps you increase direct online bookings instantly. Potential guests can view hotel rooms (size, bedding options), availability and prices, and services and facilities offered. The systems should immediately confirm credit card payments or other secure online payment methods. After paying the deposit and email confirmation, guests should be able to log in to view or change their reservation details. Cancellation policy should be stated, airport transfer options should be mentioned.

Hospitality management systems for Point of Sale (POS) operations: This includes restaurants and bars, the hotel’s gift shop, spa, tour desk and other guest services. It should offer the option of direct payment or debiting the room. Apart from recording normal sales transactions, it should include issuing daily transaction reports to management or accounting and a daily sales report.

In the POS area, there are many operating hospitality management systems for the food industry, namely restaurants, cafes, takeaways and delicatessens.

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Management packages for restaurants (POS). With the POS management packages, you can choose between a standard system for restaurants and cafes, where you can set the options that suit your business, or a system specially configured for your company. Most systems are fairly easy to use and inexpensive. Their features vary, but most offer the following: Order-taking, counting, and cashier options using a portable PDA system. Interface for credit card processing Receipts tailored to your company. The more advanced systems also offer: Integration of all transactions with your accounting software. Full inventory/inventory setup Translation capabilities into selected languages.

Management software: This module is aimed at top management and provides access to all levels of the organization. It offers instant access to the database of all sectors, ensuring full transparency of operations. Monitoring and early intervention by senior staff can prevent mistakes made by inexperienced workers, saving money and your company’s reputation. · Other facilities in this package may include:

Tools to set different rate systems for rooms and services: daily, seasonal, special offers, etc. Statistical data – percentage occupancy over set time periods and other data used for policy making and custom reports for board meeting presentations. Organization of promotions and package deals. Inventory for different departments. Employee Accounts and Employee Training Programs

Remember, with the hospitality industry’s high staff turnover, it’s important to choose a system that requires minimal training and has “secure areas” that only authorized personnel (with the appropriate clearance) can access and use .

Selecting and implementing hospitality management systems for your business is a significant undertaking both operationally and financially. But once up and running, the system increases efficiency, reduces costs and improves service in your company. You will have happier employees and happier guests, which will boost your business and ultimately increase your sales.