How do you find a cloud PMS that can take your hotel business forward? Choose one that makes daily work easier, connects the systems you need and supports a realistic rollout. The strongest shortlist starts with your staff, workflows and growth plans.
Summarize this blog post with:
HotelTechReport’s 2026 PMS report found that 26% of respondents cited staff training as the biggest barrier to switching vendors. Its survey covered 450 experienced hotel professionals worldwide managing properties with at least 50 rooms. This reflects that sample’s concerns, not a mycloud implementation result.
Source: https://hoteltechreport.com/news/2026-hotel-pms-report
For owners evaluating hotel management software for hotel chain operations, those decisions must also work across properties. The original explains the appeal of an all-in-one platform; the appended guidance shows how to test usability, connected workflows and the complete investment.
Cloud technologies date back to the 1950s and we only learned about them during the 90s when “cloud computing” was introduced. Ever since the start of the 2000s, cloud solutions have been adopted commercially with constant growth. When it comes to the hospitality industry, cloud-based hotel PMS solutions are the manifestation of the cloud.
These systems come with many benefits such as cost-saving, greater customer satisfaction, and improved operations. However, there are still a lot of hoteliers that don’t use cloud-based hotel PMS tools even though their business would benefit a lot from them. At the same time, there is a new generation of all-in-one cloud PMSs that offer even greater benefits.
Since we are all about “the cloud”, let’s discuss its benefits and how all-in-one hotel PMS solutions have taken them to a new level.
1. Improved usability and flexibility
With multiple systems in place and a large number of departments, it has become difficult to manage complex processes of a modern hotels. A good hotel PMS need to do a lot more than just managing billing and reservations to manage their day to day operations.
Traditional PMS’s are complex, your employees are constantly limited to their desks. To know each information about their guests they will have to go to their computer and this is a very outdated practice. This is especially important when you consider millennial guests who want smart device and want everything to be done simply.
With a cloud-based hotel PMS, the life of hoteliers is made easier. Operations are streamlined and simplified while reducing the need to do things manually. Furthermore, the system can be accessed through any device, anywhere. An all-in-one solution enhances all these capabilities even further, as it offers various integrations within the system and staff members don’t need to jump from one software to another.
2. Better user experience
Many web-based hotel PMS solutions come with a lot of functionalities and features. However, all these things come at a high cost – they are complicated to use. This requires extensive employee training that could delay the switch to a cloud hotel property management system and not to mention all the extra costs.
It’s difficult on its own to make employees adopt new technologies and change the way they do their jobs and when the process requires extensive effort on their part, they will be even more against the idea.
Even if the employees are able to learn how to use this kind of system, it could drastically decrease their productivity and make their jobs more difficult, which is the opposite of the final goal.
With new all-in-one cloud PMS solutions such as mycloud, the system can be customized to your current operations and change very little in your processes, meaning that employees can easily get used to the new system.
At the same time, these kinds of systems also come with an adjustable interface and every employee can set it up to their preferences.
3. Zero Installation and Maintenance
One of the biggest reasons why so many hoteliers don’t make the switch from the Legacy PMS or their current web-based PMS is because they’ve already gone through the complex process of installing the system and integrating it. This is why they are reluctant to do it again. Cloud solutions always come out on top of legacy PMS when it comes to installation and maintenance costs.
They don’t require any hardware equipment, no cooling equipment, or on-site servers, so not only does cloud PMS save money, but it also saves space. However, even though most cloud solutions are easy to install, companies usually need IT professionals to configure them and maintain them.
The new generation of web-based hotel PMS solutions addresses these issues. Their implementation requires no technical knowledge whatsoever and anyone with basic computer knowledge can handle them.
The best features of cloud solutions, therefore, include:
- Zero CAPEX and no upfront investment
- Easy to use plans that are pocket-friendly
- Pay as you use plans that help hoteliers run technology only on OPEX
All the updates, upgrades, and maintenance are done automatically by the provider and there is no need to have an in-house team of IT experts to babysit your system.
Make Your PMS Shortlist Work in Practice
The original concludes that cloud solutions differ. Turn that insight into a demonstration brief: identify the daily tasks taking too long, the records being entered twice and the reports management cannot obtain consistently. Ask each shortlisted provider to work through the same requirements.
Test Usability with the People Who Will Use It
Invite reception, housekeeping, finance and corporate users to relevant sessions. Follow a reservation through an amendment, room assignment, outlet charge and checkout. Test exceptions, supported devices and role permissions. A polished interface matters when staff can complete their own work confidently.
For a growing chain, compare the property view with the group view. Check how a local room change affects availability, how charges reach reports and which decisions remain with the hotel.
Compare the Promise with the Evidence
| Selection area | Feature-level promise | Practical evidence |
| Flexibility | Access from anywhere | Supported devices, connectivity and permissions |
| User experience | Easy for every employee | Staff complete relevant tasks and exceptions |
| Integration | All systems connected | Booking-to-billing workflow and failure handling |
| Implementation | Quick setup | Migration checks, training and agreed cutover |
| Maintenance and cost | No infrastructure burden | Written responsibilities and full cost breakdown |
| Expansion | Ready for more hotels | Repeatable setup and reconciled group reports |
Check the Connections Behind the Screen
Expedia Group’s June 2026 research found that 81% of decision makers at fully connected properties reported reduced friction and manual work. Censuswide surveyed 1,500 hotel decision makers across six markets. This is a reported benefit, not an 81% workload reduction or guaranteed savings.
Source: https://ir.expediagroup.com/news-and-events/news/news-details/2026/Expedia-Group-Research-Finds-Fully-Connected-Hotels-Eliminate-Friction-and-Improve-Revenue-Performance/default.aspx
Evaluate hotel booking channel manager software with the PMS, booking engine and payment services. Check mapping, rate restrictions, amendments, cancellations and failed updates. Confirm which connections are included, which require separate agreements and who resolves exceptions.
Plan Implementation and the Complete Cost
Cloud hosting can reduce dependence on an on-site server, but hotels still need suitable devices, connectivity and preparation. Agree migration scope, reconciliation, training, support responsibilities and recovery arrangements. Price subscriptions, setup, interfaces, payment processing and additional properties before comparing proposals.
mycloud PMS supports growing hotel chains with centralized rates, inventory, guest profiles and reporting, plus onboarding around an existing operating model. Ask the team to demonstrate your required group workflows and local configuration. Confirm scope in writing, pilot where appropriate and review staff feedback before extending the rollout.
Frequently Asked Questions (FAQs)
What should we do before requesting demos?
List priority workflows, integrations, reporting needs and expansion plans. Use the same brief to compare providers consistently.
Does an all-in-one PMS need no training?
No. Test staff tasks, agree training by role and confirm who supports users during and after launch.
Can a cloud PMS operate without hotel hardware?
Staff still need supported devices and connectivity. Confirm peripheral equipment, payment terminals and continuity procedures for your setup.
How should distribution be evaluated?
Ask the provider of hotel booking channel manager software to demonstrate updates, cancellations and failure recovery with your proposed PMS connection.
Which migration records should be checked?
Agree what transfers, then reconcile future reservations, balances and guest profiles. Resolve mismatches before activating the new system.
What should a growing chain verify?
Test comparable group reports, property permissions, shared records and new-property setup. Confirm local requirements and the cost of expansion.
About The Author
Deepak Chauhan
Deepak Chauhan is responsible for marketing and positioning of “mycloud” platform and is a veteran in the hotel software industry with over 25 years’ experience giving him a strong understanding of the product requirements in the industry. He has very rare mix of working in operations of various hotels and chains for over 10 years and then co-founding a software product and service company, servicing 5 star hotels and chains for 14 years.
Deepak has led the development and marketing of cloud based hospitality systems to meet the specific, business objectives of small and mid-size properties across the globe and has worked closely with a diverse group of hoteliers and hotel technology vendors.
