Guide to Hotel Software Basics

Manage your hotel with lodging software

By Heather Topham Wood, Freelance Writer

Action Steps
The best contacts and resources to help you get it done

Test drive a hotel software program

Trial versions can allow management to determine the effectiveness of a particular program. While running a trial version, you'll want to rate the program on its design, simplicity, support and features. If you're satisfied at the end of the trial, you can contact a provider of hotel software for a full version.

I recommend: The eZee FrontDesk Hotel Software has a 30 day trial version that allows user to access the program at no cost. Features include hotel status, guest photos, room reservations, expense management, auditing, POS tools and more. On the iMagic Hotel Reservation site, you can try out their reservation software for free as well.

Find hotel software providers

Work with hotel management providers to determine which software you should incorporate into your company. The provider will give you quotes based on the type of software you're interested in.

I recommend: Pegasus Solutions has different types of software for the hospitality industry available, including room rating, reservations, advertising and more. Brilliant Hotel Software has several different software packages for members of the hospitality industry. Most professionals choose the Brilliant PM Pro for a well rounded front desk software program.

Get support for your hotel software applications

Prior to installing the system into your hotel, you'll likely need training for the program. Also, if you encounter a problem, you'll need a company that provides technical support for their products.

I recommend: With Five Star Hotel Systems, you’ll receive everything you need to start using your software program. The company will not only sell the software, but also install and train employees on the system. InnQuest Software includes live technical support access and maintenance contract into their purchase price. This feature ensures that your system stays up to date.

Helpful advice for making the most of this Guide

• •  You can find free web based hotel software programs as well. These programs typically have no technical support and are only appropriate for properties with less than 45 rooms.

Action Steps
The best contacts and resources to help you get it done

Get front desk hospitality management software

The front line of your computer system is a good front desk suite that will help your staff assign rooms and figure out what a room looks like without running up and down stairs. A good front desk hotel software program is one your employees can use with confidence, one that tells them what they need to know about room status, and one that doesn't freeze or crash when a long line of guests appears at the door. Lots of staffers and managers prefer the traditional DOS-based command-line programs, but more and more of them are turning to object-oriented programming for better visuals and room mapping.

I recommend: IDPMS Front Office includes room availability at a glance. BPA Hotel and Property Management offers front desk suite plus a whole lot of other extras.

Get night auditing and accounting software

You'll need both long-term and short-term accounting software to run a hotel correctly. The night audit counts all cash in hand from the day's operations and keeps track of credit card purchases. The long-term accounting program crunches numbers for weekly, monthly and annual reports to help chart the path of a facility.

I recommend: Gracesoft provides a comprehensive night audit. This hotel software provider also offers a full line of software for the hotel and lodging industry called Easy InnKeeping. DPHS offers an online form hotel managers can use to select accounting features they need for their facilities.

Get free software downloads from hotel software providers

Many programs are available at no charge. Download these and evaluate them for use.

I recommend: KingSmart products are online at BlueSofts for you to download and use, with features including accounting and payroll. You can find multi-feature hotel software at FindFiles for use with several operating systems.

Helpful advice for making the most of this Guide

• •  Get the support of your staff. Different hotel software works with different levels of users. Although you might be adept at DOS-based programs, newer recruits might clamor for Windows applications. Try to make sure your software has the confidence of those who are using it at the front desk.

Action Steps
The best contacts and resources to help you get it done

Dig for information online along with other motel software users

Blogs and forums are an ideal place for business owners to communicate with others in the hotel or motel industry. Use a blog, forum or website to seek reliable information on hotel management software and one that facilitates reputable posting participants.

I recommend: Check out the forum at HotelWorld Network, where people just like you can post questions and answers to questions regarding the hotel industry. Hospitality Net provides information regarding all aspects of hotel news, including updates on software programs.

Read through periodicals that focus on software for the lodging industry

Hotel software updates can be found in many of the hotel-based publications, which are available either online or in print. Although you might receive e-mail alerts from your hotel software provider, it's a good idea to stay on top of happenings in the entire industry. This can allow you to know about global changes or if there is a better-suited software provider for your business.

I recommend: Follow along with news about the hotel industry from the magazine HOTELS. You can even sign up for its free daily newsletter to help stay in the loop regarding hotel software. Hotel Business is another magazine to consider that can keep you abreast of any news involving hotel software.

Seek out hotel-based conferences where speakers might discuss hotel software applications

Conferences hosted by industry associations and organizations are an ideal way to stay connected with others in the hotel market. Not only can you network with others who share a common interest, but you can receive information regarding the hotel industry before others might have access, including updates about hotel software.

I recommend: The American Hotel & Lodging Association hosts several conferences and events that you can attend. Check the list of dates to see which ones work with your schedule. The Hospitality Financial and Technology Professionals hosts a four-day conference where members of the hotel and hospitality industry meet to network and learn about the latest in technology.

Helpful advice for making the most of this Guide

• •  Subscribe to newsletters created by the hotel software providers when you purchase their software packages. The company will e-mail you directly when they issue a new version of the hotel software program or any other upgrades to your current software.

Guide to Hotel Software Key Terms

Learn hotel software key terms to determine which programs best suit your business needs

By Rachel Davy, Writer/Editor

Action Steps
The best contacts and resources to help you get it done

Online or web-based reservations

Online or web-based reservations make the reservation process easier for hotel managers. Managers can easily access room and booking information as well as guest history. Instead of having to send hard copies and faxes of guest's confirmation dates and other information, managers can enter information into the online reservation system.

I recommend: Read about the features of software for online reservations at Smart Hotel Software.

Guest history

Guest history software features include the ability to customize preferences such as non-smoking or handicap accessible rooms for returning guests. Guest history software also helps to manage multi-room, group or individual reservations while accessing room information with room type availability screens.

I recommend: Learn about guest history features of hotel software programs at Execu-Tech Hospitality Solutions.

Housekeeping schedule

Hotel managers can create a housekeeping schedule with hotel software programs that allows them to produce reports for their housekeeping staff to know which rooms are occupied or vacant or need cleaning. Housekeeping schedule programs give instant access to room status so that managers can instantly update room information.

I recommend: Find out about how to set up and monitor a housekeeping schedule at Five Star Hotel Systems.

Night audit

Night auditing hotel software program features give managers and night staff the ability to create daily reports of revenue listed by group, room type or rate type. Instead of using multiple systems to manage hotel transactions, night auditing software can manage and create detail reports of hotel statistics and daily charge summaries.

I recommend: Gather information about the night audit features of eZee Front Desk.

Banquet and meetings

Banquet and meetings modules take the stress out of planning large events at hotels. Managers and staff block rooms for banquet and meeting conference attendees, screen shots provide graphics of room, banquet and meeting room availability. Automatic reporting programs link management, front desk and kitchen staff so that they are able to prepare and meet banquet and meeting requirements.

I recommend: Read about the banquet and meeting features offered by My Hotel Software.

Property management

Property management hotel software manages many hotel functions from one program. Using one centralized program to manage duties including front desk, spa and restaurant reservations will make running a hotel more efficient and productive.

I recommend: Learn about property management software features by reading the information at Maestro.