In short: When choosing a PMS in 2026, start by considering seven criteria: cloud architecture, quality of integrations, built-in payments, automation of check-in and billing, user-friendliness for your team, total cost over five years, and the quality of deployment support. The best PMS is the one that’s right for your hotel—not the one with the longest list of features.
GROOM does not sell any software. We work daily with MEWS, Opera, Protel, Amenitiz, Vips, and Noovy, and we recommend the solutions that best serve the hotel. Here is the checklist we use during our audits.
What criteria should you use when choosing a hotel PMS?
1. Cloud-based or on-premises?
By 2026, a 100% cloud-based PMS will be the standard for independent hotels: no servers to maintain, automatic updates, and access from anywhere. Be wary of “hosted” solutions that are simply outdated software installed on a remote server.
2. Integrations
The PMS must integrate seamlessly with your channel manager, booking engine, RMS, door locks, POS, and accounting system. Ask for a list of certified integrations, and most importantly: who provides support when a connection goes down?
3. Integrated Payments
Automatic authorization of guarantees, OTA virtual cards, and connected terminals: payments integrated into the PMS eliminate much of the reconciliation work.
4. Automation
Online check-in, automatic invoice generation, and billing policies for businesses and groups: each automated task frees up time for guest services.
5. Ergonomics for the Team
A PMS is used by receptionists who change frequently. It needs to be easy to learn in a few hours, not a few weeks.
6. Total cost over five years
Add up the subscription fee, payment processing fees, paid connectors, training, and the time spent by the team. The listed price is rarely the actual cost.
7. Deployment Support
Who sets up the system, who provides training, and who handles support after the go-live? That’s often where the project’s success hinges. See our 4-step migration method.
What questions should you ask publishers?
Can you put me in touch with two hotels of similar size that use your PMS?
Which integrations are certified, and which ones are developed by third parties?
How is the resumption of future reservations going?
What additional fees are there besides the subscription fee?
How long does it take for support to respond, and in what language?
What mistakes should you avoid?
deciding based on a sales demonstration without testing it with your own scenarios (groups, companies, seminars);
underestimating data migration;
change the PMS without revising the other components of the stack;
neglect team training.
Frequently Asked Questions
What is the best PMS for an independent hotel?
There isn't just one. MEWS is often a good fit for hotels that want to automate their operations and leverage a broad ecosystem of integrations; other solutions are better suited for very small properties or specific needs. It all depends on the size of the property, its guest base, and the tools already in place.
How long does it take to switch PMS providers?
It generally takes between 4 and 12 weeks from the audit to go-live.
Should we switch channel managers at the same time?
Not necessarily. The audit helps determine which components to keep.
Where should I start?
Our digital transformation and tech stack support begins with an independent audit of your tools. You can also test your website for free with GROOM Compass.