Choosing the right Property Management System (PMS) is one of the most critical decisions for any short-term rental operator. The right PMS can streamline operations, enhance guest experiences, and ultimately increase profitability. However, with so many options on the market, it can be challenging to determine which system best suits your business needs. 

‍

Here’s a guide to help you make the right choice.

‍

Identify Your Business Needs

‍

Before diving into the selection process, outline your business's specific needs and challenges. Consider factors such as:

• Number of properties you manage
• The size of your team
• Your preferred automation level
• Integration requirements (e.g., channel managers, smart locks, accounting software)
• Reporting and analytics capabilities

‍

Unified Inbox

‍

The whole point of a PMS is that it should be your single source of truth. Your scheduler as well as your guest conversations across all OTAs should be available to you from a singular dashboard. A unified inbox makes it efficient to stay on top of notifications and reduce response times.

‍

Task Management

‍

Each reservation comes with a set of tasks. A task manager is what helps you stay organized and ensure your guests receive the best possible experience. Having a Task Manager within the PMS significantly reduces overheads of manually creating tasks in an external task management tool. A good PMS should be able to auto create a number of tasks against each reservation so your team always knows what to do and is able to rinse and repeat your playbook.

‍

Integration Capabilities

‍

Your PMS should seamlessly integrate with other essential tools, including:

• Channel Managers: Ensure your PMS can sync with platforms like Airbnb, Booking.com, and Vrbo.
• Smart Home Technology: Compatibility with smart locks, thermostats, and noise monitoring devices is crucial.
• Accounting & Payment Processing: Look for built-in payment gateways and accounting software integrations.
• Communication tools: Connectivity with your organization’s communication tool such as Slack
• API: An API opens up endless possibilities. See if the PMS has a public API and webhooks.

‍

Automation Features

‍

Efficiency is key in short-term rentals. A PMS with strong automation features can save time and reduce human error. Look for functionalities such as:

• Automated guest messaging
• Dynamic pricing tools
• Task scheduling for housekeeping and maintenance
• Auto-replies to common guest inquiries

‍

User-Friendly Interface

‍

A PMS should be intuitive and easy to use. A steep learning curve can slow down operations and lead to inefficiencies. Request a demo or a trial period to test the usability of the system. It’s always a plus if you PMS offers Android and iOS apps as it enables your on-ground staff to have full view while on the go.

‍

Scalability and Flexibility

‍

Your business may grow over time, and your PMS should grow with it. Choose a system that can handle additional listings, new integrations, evolving operational needs and a product team that is receptive to customer feedback and feature requests.

‍

Customer Support and Training

‍

Reliable customer support is crucial. Ensure the PMS provider offers 24/7 support, training resources, and a dedicated account manager if needed.

‍

Cost and Pricing Model

‍

PMS pricing structures vary, including flat-rate, per-property, or commission-based fees. Consider the total cost, including setup fees, monthly charges, and any hidden costs associated with add-ons.

‍

Final Thoughts

‍

Selecting the right PMS is a game-changer for short-term rental businesses. By evaluating your needs, testing key features, and considering scalability, you can find a system that enhances your operations and guest satisfaction. Take your time, request demos, and make an informed decision that aligns with your business goals.

‍

At Reseption our go to for PMS is Hostaway, the main benefits include internal and external task tracking, unified review section, automated messages, integrations with Slack for internal monitoring. We find these most useful for operations and internal efficiencies. Of course Hostaway also provides you with a channel manager, unified Inbox, Dynamic Pricing. 

‍

Not sure whether to decide between Guesty, Hostaway, Hostify etc? Reach out to us and we’ll help you move to the best PMS for your business.