Service · Property management system
Property management system: how does a hotel's day run in one place?
A hotel's day is made of many tasks: a new reservation arrives, a walk-in guest enters, a room gets cleaned, an account gets opened, the till closes. When you keep these tasks in separate ledgers or on separate screens, the same information has to be written down several times. Our property management system brings them together on a single record. We run the system in real use at one of our hotels; we back it up every night and send the owner a summary report every morning.
- What we do
We provide the room plan, walk-in guests, folios, cash, end-of-day, trial balance, identity notification list, housekeeping, tasks, guest memory and reports in one system. We run the alarms, the hourly channel-health check and the nightly backup.
- What changes at the hotel
Front desk, housekeeping and cash use the same record. You open the housekeeping screen from your phone; the owner receives a summary report every morning at 07:00.
- Possible benefit
Mismatch between ledgers and the time spent preparing reports by hand may decrease. A new team member works with the same screens from day one.
Request an AI findability report
What is inside the system?
All of the screens below use the same record. You do not enter the same information twice.
Room plan
It is the screen where rooms and reservations are viewed on a single plan.
Walk-in guest
You record a guest arriving without a reservation from the same screen.
Folio
You follow the guest's account on the folio throughout the stay.
Cash
You record collections on the cash screen and close at the end of the day.
End-of-day and trial balance
You close the day and pull the trial balance from the same records.
Identity notification list
You pull the identity notification list for staying guests from the system.
Housekeeping screen
The floor attendant sees the room status from the phone and reports the work done from there.
Tasks and guest requests
You track tasks given to the team and requests from guests on the list until they are closed.
The path of a reservation
A stay moves through the same record from the moment it enters the system until it appears on a report.
- 1
It appears on the room plan
A reservation or a walk-in guest appears on the room plan.
- 2
Check-in is done
Front desk processes the guest's check-in from the same record; you pull the identity notification list from these records.
- 3
The folio stays open
You follow the guest's account on the folio throughout the stay.
- 4
Cash is closed
At check-out you record the collection in cash.
- 5
End-of-day and trial balance
At end of day you close it and pull the trial balance.
- 6
It enters the report
Reports are pulled from the same record; a second table by hand is not needed.
Field hints and guest memory
Hint text appears next to the fields on the forms; the team member reads on the screen which piece of information goes where. This way, someone using the system for the first time also fills the same fields correctly.
Guest memory keeps the notes about the guest in the system. On the next stay the team does not need to ask the same note again.
Developed with requests from hotels
When the team at a hotel that uses the system every day notices something missing, they write to us. We assess the request and add what fits into the system; the new feature becomes available at every hotel that uses the system.
Example: one of our hotels asked to be able to enter a nightly rate for walk-in guests. Now the team member enters the nightly rate; end-of-day posts each night to the folio automatically and does not charge the same night twice.
What we monitor on your behalf
We check the channel connections every hour; if an issue arises on a connection we see it as an alarm. We back up the system every night. Every morning at 07:00 we send the owner a summary report.
This monitoring is the part of the system that runs independently of you. Reception or housekeeping does not need to do anything.
Two figures from the sector
- 80%
Hotels participating in the survey reported spending up to two working days a week preparing reports by hand.
HEDNA, NYU Tisch Center and RateGain · State of Distribution 2025 (more than 700 hotel brands) - 89%
Hotel managers reported that property management systems save the team 2–10 or more hours per week.
HotelTechReport · 2026 property management system report (450 hotel professionals)
Both figures are sector research and rely on participants' own statements. This is not a result measured at your hotel or in our system.
Real use at one of our hotels
The system is in real use at one of our hotels. At that hotel 132 reservations and 101 check-ins ran through the system. 38 of 38 guest requests closed; 32 of them closed the same day.
These figures are from a single hotel. They may differ at your hotel.
Sources
Frequently asked questions
- What tasks does the system cover?
- Room plan, walk-in guests, folios, cash, end-of-day, trial balance, identity notification list, housekeeping screen, tasks, guest memory and reports. All of them use the same record.
- Where does housekeeping access the system from?
- Housekeeping opens the screen from the phone. We describe tablet and phone use on a separate page.
- When do you back up?
- We back up every night. We also check the channel connections' health every hour.
- Can the owner see the day's status without opening the system?
- We send the owner a summary report every morning at 07:00.
- How does a new team member learn the system?
- Hint text appears next to the fields on the forms; the team member reads on the screen which piece of information goes where.