Best Cloud Hotel Software: Transform Your Guest Experience

In today’s competitive hospitality industry, choosing the right cloud-based hotel software is essential for hoteliers to streamline operations, enhance guest experiences, and boost profitability. A robust property management system (PMS) enables seamless reservation management, integrates with OTAs and channel managers, and improves revenue management, all while simplifying front desk tasks and guest communication.

In this blog, we'll explore the best cloud hotel software options and their key features. From efficient hotel PMS to advanced tools for managing reservations and guest interactions, these systems are designed to optimize hotel operations and enhance the overall guest experience.

What are the 2 types of hotel software?

Here are the two kinds of hotel software used in franchises and i boutiques:

a. On-premises software

On-premises software, also known as legacy software, is installed locally on a hotel's computers and servers. Though some hotels still use this type of software, only 8% of hotels worldwide continue to rely on on-prem systems, as it limits flexibility and scalability. On-prem software requires regular updates and maintenance, which can be time-consuming and costly. Additionally, this software typically lacks integration capabilities with other systems, making it difficult for hoteliers to optimize operations like inventory management, guest communication, and reservations. Despite these challenges, on-prem software is still found in some legacy systems, where hotels have not yet transitioned to more modern solutions.

b. Cloud-based software

Cloud-based hotel software has revolutionized the hospitality industry by allowing hotel management systems to be hosted and accessed online, enhancing both flexibility and efficiency. Cloud technology enables hoteliers to manage reservations, guest data, housekeeping, revenue, and more from anywhere with an internet connection. A significant 53% of hoteliers report that enhanced customer experience is one of the primary benefits of adopting cloud-based solutions. By using cloud-based property management systems (PMS), hoteliers can centralize all their operations, streamline their processes, and integrate with OTAs, channel managers, and point of sale (POS) systems. This centralized system simplifies hotel management, boosts occupancy, and ultimately maximizes revenue potential. Cloud-based software is particularly beneficial for improving communication, ensuring smoother operations, and providing guests with contactless, automated service options.

What are the different kinds of cloud hotel software?

Here are some of the most essential cloud hotel software tools that can help improve hotel management:

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1. Hotel Property Management System (PMS)

A cloud-based PMS centralizes key hotel operations like reservations, check-ins/outs, housekeeping, and billing. By integrating with other systems like channel managers and POS, simplifies daily tasks and provides real-time analytics. Hoteliers can manage guest information, occupancy, and revenue from any location, enhancing operational efficiency and guest satisfaction.

Learn how to choose the right PMS software in our article: Choosing the Best Hotel Property Management Systems: Top PMS Software Compared

2. Online Reputation Management Systems

Online Reputation Management (ORM) systems help hotels monitor and manage their online presence across review platforms, social media, and search engines. By collecting and analyzing guest feedback, these cloud-based systems provide insights into guest sentiment, allowing hoteliers to address concerns, improve service quality, and enhance brand image. ORM systems also automate review responses and track competitor reviews, helping hotels improve guest satisfaction and maintain a strong online reputation.

Discover how to maximize your ORM system: How an Online Reputation Management System Can Transform Your Online Presence

3. Channel Manager

A cloud-based channel manager automates the management of multiple online distribution channels, ensuring real-time updates for room rates, availability, and inventory. This system prevents overbookings and maintains rate parity across OTAs, Google Hotel, and vacation rentals while streamlining distribution and maximizing occupancy and revenue.

To learn more about hotel channel managers, read our article: 10 Best Hotel Channel Managers: Comparison of Providers

4. Revenue Management System (RMS)

Cloud-based RMS platforms help hoteliers optimize pricing strategies using real-time data and analytics. By integrating with PMS and channel managers, it automatically adjusts room rates based on demand and occupancy, improving revenue and profitability while reducing manual work for staff.

Discover the top 7 revenue management solutions for hotels in this comprehensive guide.

5. Reservation System

A cloud-based reservation system simplifies booking management by centralizing reservations from direct channels and third-party sites. With automated updates and real-time availability, it streamlines the guest booking process, enhances guest experience, and helps maximize occupancy. Integration with PMS and payment gateways ensures a smooth, contactless booking flow.

6. Point of Sale (POS) System

A cloud-based POS system integrates with the PMS to streamline transactions across the property, such as at the front desk, restaurant, or bar. This system automates billing, inventory, and guest charges while providing real-time reporting and analytics to improve operations and drive revenue. Integration with payment gateways enables secure, contactless payments, enhancing the guest experience.

Discover the best solutions to streamline operations and enhance guest experiences: Discover the Best POS Systems for Hospitality in 2024

What are the benefits of cloud hotel software?

Cloud-based hotel software brings significant advantages to the hotel management process, enhancing efficiency, security, and scalability. Below are the key benefits that cloud software solutions provide for the hospitality industry.

a. Cost savings

Cloud-based hotel software significantly reduces operational costs by eliminating the need for expensive hardware and IT infrastructure. Hotel management software providers typically offer subscription-based pricing, which ensures scalability for different hotel sizes and needs. Deloitte's survey showed that small and medium businesses using cloud computing made 21% more profit, highlighting the financial advantage of cloud-based property management systems(PMS) for hotel owners.

b. Flexibility and accessibility

With cloud-based solutions, hoteliers and staff can access real-time data and manage operations from anywhere. Whether monitoring guest interactions, bookings, or property status, cloud software allows for full hotel management flexibility. This accessibility is critical for managing operations at remote locations or multi-property setups, streamlining the front desk and back office tasks, and ensuring smooth service across all departments.

c. Enhanced security and data backup

Cloud-based hotel software solutions are designed with data encryption and regular backups to safeguard sensitive guest information. This reduces the risk of data breaches or losses and ensures compliance with data security standards. For the hotel industry, where handling guest information and payment gateways securely is vital, these cloud solutions provide an extra layer of protection that is often more secure than traditional systems.

d. Automation and operational efficiency

Cloud-based management software automates several routine tasks such as booking confirmations, check-ins, and billing. This automation streamlines hotel operations, reduces human error, and boosts efficiency by allowing staff to focus on more value-added tasks like housekeeping and guest interaction. Automated processes also help optimize hotel pms systems, leading to smoother operations and faster service delivery, directly improving the guest experience.

e. Scalability and adaptability

According to Deloitte, businesses that utilize cloud solutions scale 26% faster than those that don’t. Cloud-based software is highly adaptable and can scale up or down based on seasonal demands or business expansion. Whether you run a small boutique hotel, a franchise, or a large hotel chain, cloud hotel management solutions like Hotelogix, Opera Cloud, or Google Hotel can efficiently support growth and adaptability, ensuring you remain competitive in the ever-changing hospitality industry.

What key features should you look for in cloud-based hotel software?

To provide excellent guest service and ensure seamless hotel management, cloud-based software solutions need to incorporate essential features that streamline operations, increase efficiency, and maintain security. Below are key features that should be included in property management software (PMS) for optimizing the hospitality management process.

1. Online booking and reservation management

Cloud-based reservation systems allow hotel management teams to manage bookings from multiple OTAs (Online Travel Agents) such as Booking.com, Expedia, and Airbnb, ensuring real-time availability and reducing the risk of overbooking. By centralizing reservations, this feature helps maintain accurate room inventory, ultimately increasing occupancy rates. Seamless booking management ensures a smooth guest experience, starting with the reservation process, which directly impacts the hotel's reputation and service efficiency.

Overcome the hurdle of managing reservations from multiple booking platforms. Read our article: Reserve with Google: Streamline Your Online Bookings

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2. Front desk and housekeeping management

Centralized control over room assignments, guest communications, and housekeeping is essential for ensuring that rooms are prepared in time for guests and that their preferences are met. Hotelogix and other PMS software integrate housekeeping management, helping streamline daily operations. This results in quicker response times, enhanced guest satisfaction, and an organized, well-maintained property. With cloud software, front desk operations are fully connected to back-office processes, ensuring real-time updates and seamless coordination.

Learn more about the different tasks of hoteliers in our article: 10 Essential Hotel Staff Positions for Successful Management

3. Channel manager integration

A channel manager integration allows hotels to synchronize rates, availability, and reservations across multiple booking platform engines such as Tripadvisor, Expedia, and Google Hotel. This connection reduces manual updates and minimizes errors, ensuring that rooms are available for booking on all channels simultaneously. A cloud-based channel manager maximizes visibility across the web, helping increase bookings and occupancy, which is essential for the hotel industry to stay competitive.

4. Payment processing

Cloud-based software with integrated payment gateways provides secure and efficient ways to manage deposits, refunds, and balances. By centralizing all payment processing in one system, hotel management can simplify accounting and ensure transparency for guests. This feature is critical for reducing administrative burdens while offering secure, contactless transactions, contributing to an enhanced guest experience.

Optimize your hotel’s financial success: Best Hotel Pricing Strategies to Maximize Margins & Revenues

5. Mobile accessibility

Mobile-friendly hotel management software offers hoteliers and staff the flexibility to manage operations remotely, allowing them to monitor bookings, guest data, and other essential functions on-the-go. This feature is vital for increasing operational agility, improving staff responsiveness, and enabling faster decision-making. Whether managing a vacation rental or a large hotel chain, mobile access ensures smooth operations from anywhere.

6. Reporting and analytics

With cloud-based software, hotel managers can access real-time reports and analytics on key performance indicators (KPIs) such as occupancy rates, revenue management, and guest behavior. By using these insights, hotels can optimize their inventory, adjust pricing strategies, and enhance guest experience. Opera Cloud and similar solutions provide robust reporting tools, helping hoteliers make data-driven decisions to maximize profits and improve overall operational performance.

7. Data security and compliance

Cloud-based hotel software offers robust encryption and data protection features to ensure sensitive guest information remains secure. Compliance with data protection laws like GDPR is critical to maintaining trust and avoiding legal risks. Regular backups further ensure that data is preserved in case of technical issues. This level of security is essential for protecting both guest privacy and the hotel’s reputation, especially as digital transactions and guest data management grow more integral in the hospitality industry.

What is the best cloud hotel software for franchises?

For franchise hotels, cloud-based hotel management software solutions that offer multi-property management capabilities are essential. Leading solutions like Opera Cloud and Hotelogix provide centralized control over several properties, ensuring brand consistency across different locations. These systems allow franchise owners and operators to streamline operations, manage reservations, and monitor real-time performance from a single platform. The scalability of these PMS platforms makes them ideal for franchise growth, whether expanding to new locations or handling seasonal demand fluctuations.

In addition to scalability, franchise hotel owners should look for software that integrates advanced analytics to track performance and occupancy rates across multiple properties. This allows for improved decision-making through data insights into guest behavior and booking trends. Property management software tailored for franchises also offers automated back-office processes, helping to reduce administrative burdens. With tools like Hotelogix or Opera Cloud, franchises can maintain operational efficiency and provide consistent service standards, which are critical to upholding the brand’s reputation across locations.

What is the best cloud hotel software for boutique hotels?

Boutique hotels often require a more tailored approach to hotel management than large chain properties, and choosing the right cloud-based hotel software is crucial. Hotelogix and Guestline stand out as excellent choices for boutique hotels, offering flexibility and customization options. These systems allow boutique hotels to cater to their unique guest experience needs, with the ability to incorporate custom branding, specialized services, and specific operational workflows. Whether it's managing reservations or adjusting the room inventory, these systems help maintain the personal touch that boutique hotels are known for.

Customization is a key factor when choosing property management software for boutique hotels. These solutions integrate seamlessly with marketing platform engines like Tripadvisor and Google Hotel, enabling personalized guest interactions and targeted promotional campaigns. Flexibility in features also ensures boutique hotels can manage everything from bookings to housekeeping efficiently, with automated tools that reduce manual work. The ability to scale the software as the boutique hotel grows or to adapt it to seasonal needs makes it a great fit for smaller, personalized hotel operations.

Are there free cloud hotel software options?

For small hotels, startups, and vacation rentals, there are several free or low-cost cloud-based hotel management software options that can provide essential features like reservation management, basic guest communications, and front desk operations. Hotelogix offers a free version of its PMS, providing small properties with access to key functionalities, including automated booking confirmations and housekeeping management. For properties with a smaller operation, these free solutions can help streamline their daily activities and offer essential tools for managing reservations and inventory.

However, free solutions often come with limitations that may impact scalability and future growth. Many free versions of hotel pms systems, such as those found in entry-level solutions, may lack advanced features like payment gateways, multi-property support, and in-depth analytics. Additionally, customer support can be more limited compared to paid versions like Opera Cloud. As properties grow or expand into vacation rentals, the need for more robust capabilities and scalability may make upgrading to a paid solution necessary to unlock advanced features like integration with OTAs, enhanced reporting engines, and centralized management across multiple locations.

MARA: AI-powered review management tool for your cloud-based software

Responding to guest reviews can be time-consuming, but with MARA’s AI-powered review management tool, you can streamline and automate the process seamlessly. Integrated with your property management system (PMS), MARA’s review inbox helps you manage feedback effortlessly across multiple review platforms like Google, Booking.com, and TripAdvisor. With a connected reservation system and back-office capabilities, you can ensure that all reviews are handled quickly, with minimal effort and maximum personalization. This solution optimizes your hotel management workflow, helping to maintain a strong online reputation and boost guest satisfaction.

AI-powered Review Inbox

MARA’s Review Inbox simplifies the review response process, offering a centralized hub to manage feedback. With integration into your PMS and reservation system, it allows you to view all your reviews from major OTAs and directly reply with just one click. This feature supports automated responses for certain review types, such as 5-star feedback with no comment, freeing up your time while ensuring no review goes unnoticed. Daily notifications ensure that you're always updated and never miss important feedback, all while managing operations from a unified platform.

Advanced Review Analytics

The Review Analytics feature enables hotel operators to analyze guest feedback efficiently. MARA extracts key insights from a large volume of reviews, highlighting recurring themes like "pool temperature" or "vegan breakfast options." Integrated with your hotel management system, these insights allow you to optimize the guest experience without wading through each individual review. This data-driven approach helps you pinpoint areas for improvement, boosting your guest satisfaction and loyalty, which is critical for success in the competitive hospitality industry.

The most personal response AI

MARA’s AI excels at delivering personalized responses through its Brand Voice feature, ensuring your replies align with your hotel's unique tone. Smart Snippets allow you to teach the system how to respond to frequent guest feedback, ensuring that your AI replies are relevant and varied. With its deep learning capabilities, the AI provides responses that reflect your brand’s identity, helping you maintain a consistent and engaging communication style across multiple review platforms. This hotel PMS-integrated solution not only saves time but also elevates your guest interaction, helping you maintain a positive online reputation.

Managing online reviews need not be an overwhelming task. With the appropriate software, not only can you streamline the process, but you can also personalize your responses, and derive valuable insights from the reviews. So, why hesitate to give our AI Review Assistant, MARA, a try? It's completely free for testing, doesn't require a credit card, and can be fully operational in less than five minutes.

Final Thought

Hotelogix and Opera Cloud offer robust cloud-based hotel management solutions that enhance operational efficiency. With powerful reservation systems and advanced engines, these platforms streamline booking management, optimize room inventory, and ensure seamless integration with various systems, making them top choices for hoteliers aiming to elevate their guest experience.

Cloud hotel software is indispensable for modernizing hotel operations, improving guest experiences, and enhancing profitability. The integration of various systems such as PMS, channel managers, and RMS allows hoteliers to manage operations efficiently, adapt to changes, and provide exceptional service, leading to greater customer satisfaction and revenue potential.

This post is part of our hero content series on ”The Future of Hotel Technology: Must-Have Tools and Solutions for Modern Hotels”.