Why do you need a PMS?

The benefits of Property Management Systems (PMS) are numerous: they free you from tedious tasks to focus on strategic business decisions.


PMS will simplify your rental management to save you time. By optimizing processes, you'll make better decisions, see higher occupancy rates and a consolidated bottom line.

What is a PMS ?

First of all, it is important to know the difference between a Property Management System (PMS) and a Channel Manager.

PMS is software that was originally designed to help hotel managers and owners manage all aspects of the hotel business. Over the years, PMS has developed and while some software is still designed for hotels, others have specialized in the vacation rental market to meet the needs of property managers.

A channel manager is a service that allows managers to manage the distribution of their reservations on different platforms such as Airbnb, Booking.com, Abritel, etc (the famous OTAs). They allow, for example, to receive bookings from the different OTAs and automatically update the availability on the other platforms where the property is listed. This service is systematically included in the PMS, whether it is offered natively or by a partner.

The amount of additional functionality offered depends on the PMS. For example, you can find tools for price and revenue management, accounting, website creation, etc. In addition to the channel manager, many other options can be offered to optimize the management of your vacation rental business.

What are the benefits of a PMS?

Using one system to manage all your bookings across platforms and other aspects of your business can save you a lot of time and help you achieve better results. Here's a brief overview of the benefits of using a PMS:

Save time

The first benefit of a PMS is that you are able to automate some of the time-consuming and repetitive tasks, saving hours on your workday.

For example, autoresponders that send responses to inquiry emails or other communications are generally part of traveler management and do not necessarily require a personalized response.

A PMS can allow you to create automated scenarios so that you no longer have to manage these communications. Not only do you not waste time copying and pasting old messages, but you reduce the risk of careless mistakes.

Scheduled payments are another feature offered by some PMSs that make collecting payments easier by automatically debiting your travelers' remaining balance.

Simplify the management of your booking channels

Most property managers list their rentals on various booking sites or online travel agencies (OTAs) to gain maximum exposure.

In addition to these channels, most owners create their own website to generate direct bookings and reduce the impact of OTA commissions on their business.

The more channels you have, the harder it is to stay on top of your ads, bookings and schedules across all channels. It can quickly become chaotic and you could end up with double bookings and unanswered customer inquiries.

A PMS will put an end to these hassles with full and seamless integration of booking channels to ensure that all your bookings are in one place and can be managed from a single dashboard or interface.

This way, you always have an overview of bookings and inquiries across all your channels, and if the software includes a synchronized calendar, you won't have to worry about double bookings because your bookings will always be up-to-date across all your channels.

Improve the quality of your customer service

You can only deliver an optimal experience if you are able to control the communications between your department and your travelers.

When choosing your PMS, make sure it includes a unified inbox feature. This feature seamlessly integrates emails and messages from OTAs' customers into a single inbox.

Not only can you see all messages submitted through these platforms, as well as emails from your own direct booking site, but you can also reply to each of them from the same place, via email, SMS or other communication services.

Enhance your live booking site

Some PMS offer a suite of tools that allow you to create your direct booking site. From site creation to marketing tools to the booking engine, these features are a must if you don't have a website yet and want to reduce the impact of OTA commissions.

Look for a PMS that will allow you to create a site quickly and easily without needing technical assistance. They may be ready-made and optimized templates, but you should always have the ability to customize colors, fonts, logos, photos and content whenever you want and without paying extra!

Customizing a website is great, but the most important feature is the booking engine. Your website should have a fully integrated booking system so that you can take instant reservations with online payments. Make sure your site is SSL certified, so you and your customers can be sure that credit card details are submitted securely.

Among other features to look for, consider looking for a PMS that incorporates a responsive CMS that will accommodate cell phones and tablets. Also opt for a tool that allows you to own your domain name to ensure a professional image.

Boost the growth of your rental business

If you want to expand your business and acquire or manage more properties, investing in a good PMS should be a no-brainer. Expansion means more day-to-day tasks and hiring dedicated staff to handle the management process.

However, with the right PMS, you'll reduce payroll costs as you grow without compromising your traveler support and experience. With dynamic pricing capabilities and integrations with revenue management software, you'll optimize your occupancy and reduce your off-season losses. Some PMSs also offer data analysis capabilities to identify your growth drivers and enable you to invest in the right place at the right time.

A PMS allows you to generate more bookings while optimizing the occupancy rate thanks to a more efficient management of your activity. All of these optimizations will inevitably lead to scalable and sustainable growth.

In a nutshell

Property management is an extremely complex activity, and developing it multiplies its complexity, which increases costs exponentially as the workload increases. PMS are tools that have been developed to address these issues by centralizing all of a property manager's activities into a single unified service.

While these tools have a core set of essential features, the additional features depend on the PMS and its target. Some are more suited to small property managers while others specialize in industrializing property management.

It is imperative that you find out about the features offered by the PMS you plan to use, as well as the integrations and native features offered. Indeed, if integrations provide many interesting services, they also generate a significant additional cost.

To help you navigate the ocean of tools dedicated to your business, we are currently writing an update to our guide to vacation rental PMS.

Have we piqued your curiosity?

Discover Swikly, the #1 online bonding solution for rental professionals!

Legal information

Editorial references

The swikly.com website is published by SWIKLY, a simplified joint stock company with a capital of 10,000 euros.
SWIKLY is registered in the Lyon Trade and Companies Register under number RCS 819 514 076
The head office is located in Lyon (France), 92 Cours Lafayette 69003 - Telephone: +33 4 20 88 00 48 - email: contact@swikly.com
Director of publication: Mr. Shaun WOURM, President of SWIKLY - shaun.wourm@swikly.com.
The hosting of the Site has been entrusted to Microsoft Ireland Operations Limited (Microsoft AZURE offer), whose registered office is located at DUBLIN 18 99000 BLACKTHORN ROAD, Ireland, registered in the Trade and Companies Register of "Foreign company n/immat.RCS" under the number 419 423 728, reachable by phone at +353 1850 940 940.
SWIKLY - April 2016 - All rights reserved

Personal data

The creation of a personal account and the use of the site imply the collection of personal data and the processing of data.
The purpose of this processing is the management of the Swikly smarphone Application, of the Website Services and the activity of the SWIKLY company. This processing of personal data is the subject of a declaration to the CNIL by the Company under the number 1948037.
The following personal data of the user is accessible to any other registered user:
-first name and first letter of a user's name.
The following personal data of the user is accessible to any user who has accepted a Swik of the said user concerned:
-first name, last name and reputation of the user.
Personal data is transferred by the Company to its service providers and subcontractors, in accordance with the aforementioned declaration made to the CNIL. All access to the user's personal data by these subcontractors and service providers is subject to the use of a login and password, with the data also being transmitted via an encrypted link.
No personal data is collected for purposes other than those mentioned above, nor is it passed on to third parties without your consent or used without your knowledge.
In accordance with the law n°78-17 of January 6, 1978 modified, relating to Data processing, the Files and Freedoms, you have a right of access, of modification and suppression of the personal data concerning you (art.34 of the law).
These rights can be exercised with the Data Controller:
Service CNIL, Société SWIKLY - 12 rue de la Barre 69002 LYON, France - contact@swikly.com.
You will find all the information concerning your rights, duties and the protection of personal data on the website of the Commission Nationale de l'Informatique et des Libertés: http://www.cnil.fr
When you visit the Site, a cookie is placed on your computer. The Company uses cookies to enable and facilitate electronic communication, to provide features tailored to the needs of Users. The cookie is used to identify the user at each of his connections, and thus facilitates his access to the Service. The user can refuse cookies when accessing the smarphone Application or by changing the configuration of his browser. This may however alter the functionality of the smarphone Application, which the User accepts.


To report any errors or anomalies on the site:
Webmaster: contact@swikly.com

Cookie policy

What is a cookie?

A cookie is a small text file and covers all types of tracers "deposited and read, for example, when a website is consulted, when an e-mail is read, or when software or a mobile application is installed or used, regardless of the type of terminal used". 

It may be placed by the server of the site visited or by a third-party server (advertising agency, web analytics service, etc.). Cookies do not compromise site security.

Cookies deposited by Swikly

When you connect to our Site, we may install various cookies on your terminal. The cookies we issue allow us to :

- Maintain the proper functioning of the Site

- Memorize the selected language version of the Site

- To record and adapt the functionalities of the Site according to your browsing preferences (identification, adapting to the types of devices used)

- manage the acceptance and retention period of cookies

In accordance with regulations, cookies have a maximum lifetime of 13 months.

Cookies issued by third parties

- Analytics cookies:

They enable us to track the number of visitors to our site and your browsing habits (Google Analytics cookies), and to generate statistical data on site usage. This enables us to improve the Site's performance.


- Cookies placed by our advertising partners : 

These cookies enable us to identify your centers of interest, and thus offer you relevant advertising content when you browse other sites. 

If you do not authorize these cookies, you will be subject to less targeted advertising.


- Social network cookies :

While browsing our Site, you may click on the "social networks" buttons to view our Facebook and Youtube profiles. These third-party applications may use cookies to offer you targeted advertising. By clicking on the social network icon, the latter may identify you. If you are connected to the social network while browsing our Site, the sharing buttons allow you to link the content you consult to your user account.


We cannot control the process used by social networks to collect information relating to your browsing on our Site. We therefore invite you to consult their personal data protection policies to find out how they are used and what browsing information they may collect.


- Cookies set by Hotjar


We use Hotjar to better understand our users' needs and optimize the www.swikly.com website.. Hotjar is a technological service that helps us to better understand our users' experience (for example, time spent on a page, links clicked, and more generally browsing habits, etc.). This enables us to improve our service. The data collected by Hotjar through cookies relates to the behavior of users and their devices (in particular the device's IP address captured and stored only in anonymous form), device screen size, device type (unique identifiers), browser information, geographical location (country only), preferred language used to display the website). Hotjar stores this information in a pseudonymous user profile. Neither Hotjar nor Swikly will ever use this information to identify individual users or associate it with other data. For more details, please consult Hotjar's privacy policy

Cookie management

When you visit our site for the first time, a cookie banner will appear, asking you to consent to or refuse the use of cookies.

Your rights

In accordance with the French Data Protection Act of January 6, 1978, as amended, and the RGPD, you have the right to access, rectify, oppose, delete and limit information from cookies and other tracers. To do so, please contact contact@swikly.com.

Free guide:

The 2023 vacation rental PMS