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Vietnamese Hotel management systems are the backbone of modern hospitality operations, empowering hoteliers and employees at nearly every corner of the hotels, from guest services to housekeeping, finance, marketing, and more.
What started as basic front-office tools has matured into sophisticated platforms that unite all aspects of property management. These systems now act as command centres, connecting guest experiences with operational efficiency.
Undoubtedly, the need for more advanced solutions will increase as the demand for more personalised and seamless services surges, enabling hotel businesses to do more than just offer real-time responses to guest enquiries.
But wait, what is hotel management software? Why is it becoming one of the most vital assets that countless hotel businesses invest in? Today’s article will answer your questions about hotel management software.
Read more: Hotel Property Management Solution Pitfalls to Watch Out For
Contents
- What is hotel management software?
- Why is hotel management software important?
- When is hotel management software needed?
- Who uses hotel management software?
- How does hotel management software work?
- What are the essential modules?
- How can TRG help your hospitality business?
What is hotel management software?
Hotel management software refers to a single platform or a collection of tools and solutions dedicated to supporting the day-to-day operations of a hotel business by automating some or most of the work.
Hotel management software can help enhance customer service, improve efficiency, fast-track reporting, maintain compliance, and more.
Learn more: Hospitality resource portal
Why is hotel management software important?
Hotel solutions deliver measurable value in today's competitive market. Numbers tell a compelling story:
- 99% of hoteliers believe more technology will be utilised to manage hotel businesses in the next five years
- 86% state that property management systems are one of the most crucial software for daily operations, followed by revenue management systems and channel manager
- 39% believe that the prime value proposition of technology is to “improve operational efficiency”, another 31% comment “transform guest journeys,” 15 % comment “ improve business agility,” and 13% comment “innovating for the future.”
Source: HotelTechReport
Four key benefits define the software's impact on the business:
- Increased efficiency: Automates tasks, reduces manual work, and streamlines operations
- Enhanced guest experience: Improves communication, creates personalisation, and enhances service delivery
- Improved revenue management: Optimises pricing and maximises revenue potential
- Better data management: Provides valuable insights into business performance through reporting and analytics
- Improved communication: Facilitates communication between staff, departments, and guests
Read more: Personalisation vs Profit: Which Matters More for Hotels?
When is hotel management software needed?
Feeling overwhelmed with manual processes and being overloaded with tons of physical documents are often the telltale signs that the business needs to adopt technology to free up some manpower.
Clear signs point to software necessity:
- Manual channel management bottlenecks
- Slow operational processes
- Booking system limitations
- Security vulnerabilities
- Peak-time system delays
- Service response issues
With suitable industry-specific software in place, businesses gain significant advantages from leveraging the latest tools to automate and accelerate processes while keeping five-star ratings, whether they operate independently or are part of a multi-property international brand.
Read more: Understanding the Changing Dynamics of Procurement in Hospitality
Who uses hotel management software?
Hotel management systems power daily operations across diverse property types, from boutique hotels to global chains. Each role and department relies on specific system capabilities to deliver exceptional guest service.
Key system users include:
- General Managers: Property-wide oversight
- Revenue Managers: Pricing and distribution control
- IT Managers: Technical infrastructure
- F&B Managers: Restaurant and bar operations
How does hotel management software work?
Hotel management platforms work by uniting data and multiple specialised modules into a unified interface, creating a consistent user experience, ensuring a seamless data flow across departments, automating key processes, improving efficiency, and providing a comprehensive platform for managing all aspects of the hotel.
Here's a breakdown of how it works:
Centralised database
At the core of a hotel management software is a central database that stores all relevant information about the hotel, including:
- Room inventory: Room types, availability, rates, and features
- Guest information: Reservations, contact details, preferences, and past stay history
- Financial data: Transactions, billing, and accounting information
- Staff information: Employee schedules, roles, and responsibilities
Booking management sits at the heart of the entire process. Each reservation triggers automatic updates across distribution channels, eliminating double bookings whilst maintaining consistent rates.
Read more: Generative AI vs OTAs: What's Going to Happen to Your Hotel Business
System integration
The different modules within the hotel software are interconnected, allowing data to flow seamlessly between them, delivering:
- Channel synchronisation
- Inventory control
- Complete guest record management
- Payment system unity
- Performance analytics
Hotel systems can also integrate with other external applications, such as:
- Online Travel Agencies (OTAs): Such as Booking.com or Expedia; enable updates of room availability and pricing in real-time
- Global Distribution Systems (GDS): Connects hotels with travel agents worldwide
- Payment gateways: Facilitates online and in-person payment processing
- Accounting software: Integrates financial data for accounting and reporting purposes
Task automation
Smart workflows handle routine operations, from populating guest information in necessary fields to issuing receipts, triggering approval alerts of purchasing requests, etc. This reduces manual updates and unnecessary human-related errors.
Guest data management
Create, store, and process guest data efficiently across different hotel functions or properties, ensuring staff always have the right guest information. The system builds detailed profiles based on preferences, past stays, and feedback, supporting targeted service and marketing efforts.
Read more: What Does It Take to Transform the Booking Experience?
Operating platform
Many modern software are cloud-based, which offers distinct advantages:
- Universal system access
- Continuous platform updates
- Lower technology costs
- Protected data handling
- Business growth support
- Greater flexibility and collaboration
This integrated approach creates a robust operational ecosystem, allowing businesses to gain real-time insights for more informed decisions across all business aspects, from daily tasks to strategic planning.
What are the essential hospitality modules?
Modern hotel operations demand specialised software modules working in harmony. Each component serves unique functions while contributing to the broader operational excellence and guest satisfaction goals.
Reservation management
Guest journeys begin at the booking stage. Smart reservation systems handle multi-channel bookings whilst maintaining accurate inventory counts and pricing.
Front desk and room management
Reception operations anchor daily guest service, managing arrivals, departures, and room allocation. Essential features include:
- Digital access control
- Room availability tracking
- Guest data management
- Payment solutions
Channel management
Distribution control systems boost booking efficiency. Automated updates maintain rate consistency and prevent double bookings across sales channels.
Read more: How an IT Professional Can Make the Case for Cloud PMS to the C-suite
Housekeeping management
The housekeeping management streamlines and automates tasks associated with keeping a hotel clean, organised, and ready for guests, including but not limited to:
- Updating room statuses
- Scheduling and assigning cleaning tasks to housekeeper
- Tracking supplies (e.g., towels, toiletries, cleaning supplies, etc.) to prevent shortages
- Tracking and reporting maintenance issues (e.g., broken appliances, leaks, etc.)
- Facilitating communication between housekeepers, guests, the front desks, and other departments
Customer data management
Having relevant and updated insights on guests is the secret to delivering service excellence. Core capabilities cover:
- Guest preferences
- Loyalty rewards
- Targeted campaigns
- Feedback systems
Read more: Data Management vs Information Management - What You Need to Know
Point of Sales
Integrated POS platforms boost F&B revenue through precise order handling and swift service. These systems unite all property retail points under one platform.
Reporting and analytics
Business intelligence tools guide strategic decisions. Key outputs include:
- Real-time performance data
- Room utilisation trends
- Income projections
- Market analysis
Read more: Understanding USALI Fundamentals: Your Guide to Hotel Accounting
Security and Compliance
Data protection modules safeguard sensitive information through:
- Payment security standards
- Privacy regulations
- Data encryption
- Access management
How can TRG help your hospitality businesses?
TRG International powers hotel digital evolution through proven solutions that match modern operational demands. We offer Infor Hospitality Management Solution (HMS) to provide our customers with advanced management systems that not only boost guest satisfaction but also maximise operational results.
Infor HMS is a comprehensive, cloud-based management solution specifically designed for the hospitality business. The solution helps hoteliers and staff streamline key operational functions as well as core processes like CRM, revenue management, reporting, and more.
Being on the cloud means that Infor HMS offers countless cloud advantages, including top-notch security measures, updated compliance, scalability upon request, and seamless integrations.
We have covered Infor HMS in-depth in our previous articles. Check them out below:
- On-demand webinar: Meet Modern Guest Demands with Modern Solutions
With a wide range of expertise and 30+ years of experience in consulting and implementing software across different industries, TRG International can guide your business through technology changes and achieve sustainable growth.
Interested in learning more about Infor HMS or wondering if it is the right fit for your hotel business? Book a demo today!
