In short: A migration to MEWS is carried out in four stages: an audit of the existing system, configuration tailored to your hotel (rather than copied from the old system), reconnecting each tool, and then training followed by 30 days of close support. When done properly, the migration can be completed without closing a single room.
Switching PMS systems can be daunting, and that’s normal. The PMS is the heart of the hotel: reservations, billing, housekeeping, channel management, accounting—it handles it all. At GROOM, an official MEWS onboarding partner, we’ve helped dozens of independent hotels make this transition. What makes the difference is never the technology—it’s the preparation.
Why switch to MEWS?
MEWS is a 100% cloud-based PMS designed to automate time-consuming front desk tasks: online check-in, integrated payments, automatic billing, and an ecosystem of over a thousand integrations via its Marketplace. For an independent hotel, the benefits are twofold: fewer manual tasks and a tech stack that can evolve without having to rebuild everything from scratch.
But even a good tool is no good if it's installed incorrectly. That's why the method is so important.
Step 1: Should you conduct an audit before migrating?
Yes, always. Before we do anything, we map it out:
the tools in place and how they communicate with each other (channel manager, booking engine, RMS, POS, locks, accounting);
Pricing structure: room types, rate plans, cancellation policies, restrictions;
the team's actual processes, which often differ from those documented in a binder;
Data to be imported: future reservations, customer profiles, accounts receivable.
This audit almost always reveals unnecessary pricing plans, duplicate connections, or manual workarounds. Now is the time to clean things up—not later.
Step 2: How do you set up MEWS for your hotel?
The most common mistake is to replicate the old PMS exactly as it was. MEWS operates on a different logic (spaces, categories, billing rules, products). We build the configuration based on your objectives: which tasks to automate, which reports to generate, and which billing rules to apply to businesses, groups, and OTAs.
Specifically, this step covers room categories, rates and related charges, services (breakfast, parking, visitor tax), payment and billing policies, as well as user rights.
Step 3: How do I reconnect the other tools?
Each connection is tested separately before going live: channel manager, booking engine, RMS, locks, POS, and housekeeping management tool. We verify in both directions that reservations, rates, and availability are syncing correctly. To learn more about the architecture of a clean stack, read our article on the connection between the channel manager, booking engine, and RMS.
The switchover itself is scheduled for a quiet day, with future reservations being processed line by line.
Step 4: What happens after the go-live?
This is where many projects fall apart: the vendor or integrator leaves, and the team is left on its own with its questions. We train each team on its specific use cases (check-in, reservations, accounting, management), and then we remain available for 30 days of included “hypercare.” We provide support for the first closing cycles, the first group bookings, and the first corporate invoices.
How long does a migration to MEWS take?
For an independent hotel, you can generally expect it to take between 4 and 12 weeks from the audit to go-live, depending on the number of rooms, the number of tools to be connected, and the complexity of the pricing structure. The standard MEWS onboarding process is managed by MEWS; GROOM handles everything else involved: the audit, tech stack assessment, connections, training, and follow-up.
Frequently Asked Questions
Should we close the hotel during the migration?
No. The transition is a gradual process, ideally carried out on a day with low activity, with future reservations transferred and verified.
Have our OTA reservations been lost?
No, provided that you carefully plan the reconnection of the channel manager and monitor future reservations both before and after the switchover.
Is MEWS suitable for a small hotel?
Yes, as long as you configure only what the hotel needs. A 20-room hotel doesn't have the same rules as a 150-room hotel that hosts seminars.
Where should I start?
Start with a free assessment of your digital presence using GROOM Compass, or learn more about our digital transformation and tech stack support. If you’re planning a migration project, let’s discuss it directly.