How to choose the best hotel software for your business
Key insights:
- Align software with your property’s goals
- Define needs before exploring solutions
- Prioritize cloud-based, scalable technology
- Look for built-in booking and automation
Whether you’re operating a boutique property or overseeing multiple locations, selecting the best hotel software is one of the most important decisions you’ll make for your property. Today’s hoteliers rely on their hotel management system (HMS) to do more than just check guests in and out, it’s the digital forefront of operations, marketing, revenue management and most importantly, the guest experience.
With so many diverse options available, you need to look beyond the basics and find a solution that not only meets your current needs but supports growth in the future. Here’s how to confidently evaluate your options and choose the best hotel software for your business.
Understand your business needs and goals
Every hotel has differing needs depending on its size, target market and operational structure. Before evaluating vendors, take a step back and clarify what you’re trying to solve. Are you looking to improve operational efficiency? Drive more direct bookings? Maybe personalize the guest experience?
For example, a smaller property may prioritize ease of use and a strong direct booking engine, while a multi-property group may need centralized control and integration with multiple (or existing) systems. Creating a short list of must-haves, along with a wish list of future “nice-to-haves” will help you filter software solutions more effectively.
Ask yourself:
- Does the system support my property type? (independent, resort, group, etc.)
- Can it scale with us as we grow or expand into new markets?
- How will it help my team work more efficiently?
Focus on features that make a difference
A modern hotel management system should go far beyond reservation handling. Look for core features that improve your daily operations and enhance the guest experience from booking to post-stay.
A few must-haves to prioritize:
- Cloud-based access: Enables your team to work from anywhere and reduces the need for on-site IT maintenance.
- Integrated booking engine: Boosts direct bookings and gives you more control over your revenue.
- Channel manager: Ensures availability and pricing are updated across all OTAs in real time.
- Front desk and housekeeping automation: Speeds up check-ins, improves room readiness, and reduces manual errors.
- CRM and guest profile tracking: Lets you personalize communications and build guest loyalty.
- Reporting and analytics: Helps you make data-driven decisions in real time.
Choosing a hotel management system with these capabilities can reduce overhead, improve team productivity and elevate your guests’ stay.
Evaluate software providers and support
Strong hotel software is not a one-size-fits-all product, it’s a partnership. That’s why it’s critical to choose a provider that understands the hospitality industry and offers reliable support beyond the initial setup. Look for vendors with a proven track record, a deep understanding of hospitality industry trends and responsive customer service. Don’t be afraid to ask questions, schedule a demo or request references from similar properties.
Other helpful criteria to think about:
- What does the onboarding process look like?
- Do they offer support or dedicated account managers?
- Are there resources or training available for your team?
- How often is the system updated or enhanced?
At Sabre Hospitality, we understand that every hotel operates differently. To meet those unique needs, we provide flexible, scalable solutions supported by onboarding and customer success teams who remain by your side throughout your entire partnership.
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Written by Maura Valentine
