Which Software Is Used in Hotels? A Complete Guide for 2025

 In today’s tech-driven hospitality industry, software plays a crucial role in enhancing guest experiences, streamlining operations, and increasing revenue. Whether it’s a boutique hotel or a global chain, hotels rely on a wide range of specialized software systems. If you’re wondering which software is used in hotels, this guide breaks down the key categories, top platforms, and how they help manage hotel operations effectively.

Why Hotels Need Specialized Software

Hotels face complex daily operations, from managing reservations and guest check-ins to housekeeping schedules and financial reporting. Using outdated or manual systems leads to inefficiencies and poor guest experiences. Modern hotel software automates and integrates these tasks, enabling hotels to:

  • Optimize room occupancy

  • Improve guest communication

  • Reduce operational costs

  • Enhance service personalization

  • Gain data-driven insights for strategic decisions

1. Hotel Management Software (PMS)

What is PMS?

A Property Management System (PMS) is the backbone of hotel operations. It handles everything from front desk operations to room assignments, check-ins/outs, and guest profiles.

Popular PMS Features:

  • Room and rate management

  • Reservation calendar

  • Guest database

  • Billing and invoicing

  • Staff management

Top PMS Examples:

  • Opera (by Oracle) – Used by major hotel chains

  • Cloudbeds – Popular among independent hotels

  • RoomRaccoon – All-in-one PMS for small hotels

2. Channel Management System

What is a Channel Manager?

A Channel Management System helps hotels distribute their rooms across multiple online travel agencies (OTAs) like Booking.com, Expedia, and Airbnb, in real time.

Key Benefits:

  • Avoid overbookings

  • Real-time inventory updates

  • Increase global visibility

  • Integrate with PMS and booking engines

Leading Channel Managers:

  • SiteMinder

  • STAAH

  • MyAllocator

3. Booking Engines

Why Use a Booking Engine?

A hotel booking engine enables direct online reservations from the hotel’s website or social media platforms. It allows hotels to avoid OTA commission fees and own the guest relationship.

Features:

  • Mobile-friendly booking

  • Real-time availability

  • Promo code integration

  • Payment gateway support

Top Booking Engine Providers:

  • Bookassist

  • WebRezPro

  • Little Hotelier

4. Revenue Management Systems (RMS)

What is RMS?

A Revenue Management System uses AI and data analytics to forecast demand and suggest dynamic pricing strategies that maximize revenue.

Key Functions:

  • Demand forecasting

  • Competitive pricing analysis

  • Automated rate adjustments

  • Occupancy optimization

Best RMS Platforms:

  • IDeaS Revenue Solutions

  • Duetto

  • BEONPRICE

5. Customer Relationship Management (CRM)

Why CRM Matters in Hospitality

A CRM system helps hotels personalize guest experiences, track preferences, and run targeted marketing campaigns. This leads to higher guest loyalty and repeat bookings.

Essential Features:

  • Guest history tracking

  • Email and SMS marketing

  • Loyalty program integration

  • Feedback and survey tools

Popular CRM Tools:

  • Revinate

  • Cendyn

  • Salesforce for Hospitality

6. Point of Sale (POS) Systems

What is a POS System?

Hotels with restaurants, bars, or spa services use a POS system to manage on-site purchases and integrate them with the guest’s room bill.

POS Functions:

  • Order and payment processing

  • Room charge integration

  • Inventory tracking

  • Sales reporting

Common Hotel POS Systems:

  • Toast POS

  • Square for Hospitality

  • Lightspeed


7. Housekeeping & Maintenance Software

Streamlining Back-of-House Operations

Modern hotels use dedicated software for housekeeping and maintenance tasks. These tools help assign tasks, track progress, and ensure rooms are ready for new guests.

Key Features:

  • Real-time room status updates

  • Maintenance request logging

  • Staff communication tools

  • Mobile accessibility

Recommended Tools:

  • ALICE Housekeeping

  • Flexkeeping

  • RoomChecking

Conclusion

Understanding which software is used in hotels is vital for anyone in the hospitality industry—whether you’re a hotel owner, manager, or tech provider. With the right tools in place, hotels can enhance guest satisfaction, streamline operations, and grow profitability in 2025 and beyond.

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