5 Key Pillars for Rapid and Efficient Cloud PMS Deployment
Ensuring a Smooth PMS Transition and Maximizing Efficiency Across Your Multi-property Portfolio
Investing in a PMS can be one of the most important decisions a hotel can make. Unfortunately, hotels have traditionally viewed PMS upgrades as one of the most challenging and high-risk technology investments, often due to the disruption they can cause to daily operations. This perception is not unfounded—when poorly executed, a PMS upgrade can significantly impact a hotel’s revenue for months. However, with the right technology partner, it is entirely possible to modernize an entire hotel portfolio without compromising operational efficiency. Below are the five key pillars that underpin a seamless and rapid cloud PMS deployment through a strong technology partnership:
Choose a Cloud PMS Built for Performance and Multi-Property Management
Cloud PMS platforms can be inherently easier to deploy than their onsite counterparts since they don’t require expensive onsite servers, multiple desktop stations, and manual software installations to be fully operational. Some cloud PMS providers also extend the option of a fully remote deployment, which can streamline the implementation process even further.
Ideally, cloud PMS should also offer more performance and stability, operating on native-cloud servers that deliver 100% uptime. They should also feature robust multi-property management and configuration capabilities. This allows hoteliers to apply pre-set room and rate templates to seamlessly expand PMS deployment across an entire portfolio without disrupting their hotel's operational flow.
Early Planning and Project Management
New PMS implementations involve many moving parts, and early engagement with all stakeholders is critical to success. Hotels need a dedicated champion on both the vendor and property side to ensure efficient communication and accountability. By committing to early planning, hotels can significantly reduce resource waste when executing their tech strategy. For instance, Stayntouch was able to quickly deploy a portfolio of 139 Cobblestone hotels in just 90 days by working seamlessly with Cobblestone operators and project managers. With strategic foresight, even large-scale portfolio transformations can be completed within a quarter, allowing hotels to quickly optimize their operations.
Automate Your Data Migration
A key component of a successful PMS upgrade is fast, seamless data import. Your new cloud PMS should come equipped with a robust data-loader module, designed to effortlessly upload guest profiles, group reservations, and company or travel agent profiles into the system. This automation eliminates the need for time-consuming manual data entry, saving your team valuable time and minimizing the risk of errors. When migrating reservations, advanced virtual card handling features streamline payment processing by automatically routing payment methods, reducing billing discrepancies, and eliminating manual intervention. An auto-configuration tool can also speed up deployment by allowing each property to automatically import its configuration codes, instead of manual entry.
The integration setup should be just as efficient. With the right partner, you can configure and integrate the entire PMS portfolio within 30-45 days, ensuring that all systems—from payment gateways to CRM and POS—are aligned for optimal performance. This swift implementation allows your team to focus on delivering exceptional guest experiences without operational delays.
Streamline Training for Faster Adoption
Training staff on a legacy PMS is time-consuming and costly, often requiring up to 80 hours and as much as $9,000 to complete onboarding. A cloud PMS should be easy to use and designed with intuitive user interfaces that drastically reduce the complexity and duration of training. With the right UI design, hotel staff can be fully trained in as little as two days, or 90 minutes per module, allowing your team to quickly adapt and start using the system with confidence. This efficiency minimizes operational downtime and accelerates the return on your PMS investment.
Strategic Partnerships for Long-Term Success
The right tech partner goes beyond simply providing a product—they align their offerings, deployment strategy, and training with your unique business model and service philosophy. A strong partner offers robust customer support, ideally with 24/7 availability in multiple languages and response times under one hour. Flexibility is key, as they should be able to customize their solution to fit your specific needs. Additionally, having a dedicated Client Success Manager (CSM) ensures ongoing support and collaboration, with regular recommendations for future upgrades to keep your property ahead of the curve. A strategic partnership like this sets the foundation for sustained operational excellence.
Conclusion: Upgrading Your PMS Doesn’t Have to Be Difficult!
Upgrading to a modern cloud PMS doesn’t have to be a disruptive process. With early planning, strategic partnerships, and efficient deployment, hotels can transform their operations with minimal downtime. By leveraging fast data import, streamlined training, and customizable integrations, your property can stay competitive while enhancing guest experiences. Choose the right technology partner who understands your needs and is committed to your success—this is the key to a seamless and impactful PMS transformation.
About Stayntouch
Stayntouch delivers a full-featured and Best-in-Class cloud property management system (PMS) with a comprehensive library of over 1,200 best-in-class integrations. Our cloud-native PMS empowers hotels to drive revenue, reduce costs, enhance service, and captivate their guests. Stayntouch's newly expanded PMS platform, Stayntouch 2.0, further simplifies hotel operations, allowing hotels to streamline and accelerate direct bookings, process payments easily, and simplify integrations - offering an even more enhanced guest experience. Stayntouch is supported by a team of professionals with deep roots in the hospitality industry and is a trusted partner to industry-leading management companies including Sage Hospitality, HEI Hotels & Resorts, EOS Hospitality, and Stoney Creek Hotels, innovative independent brands such as Village Hotels, Pod Hotels, and First Hotels, and iconic independent properties such as the TWA Hotel and Zoku Amsterdam. For more information, visit www.stayntouch.com.
Elliott Mest
MFC PR
Stayntouch
