PMS Evaluation Checklist: 50 Questions to Ask Before You Buy
The comprehensive, vendor-neutral checklist that helps independent hotel owners evaluate any property management system with confidence. Stop guessing — start comparing.
50
Questions
8
Categories
Free
Always
Why you need this checklist:
- Evaluate any PMS objectively with a structured framework
- Avoid costly mistakes — know the right questions before vendor demos
- Compare solutions side-by-side using consistent criteria
- Uncover hidden costs and deal-breakers early in the process
- Save weeks of research with our pre-built evaluation framework
- Make a confident decision backed by industry best practices
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What's in the Checklist
50 questions organized into 8 categories to help you evaluate any PMS solution thoroughly and objectively.
Core Functionality
Is the PMS fully cloud-based with no on-premise server requirements?
Can you access the system from any device — desktop, tablet, and smartphone?
Does it include a visual drag-and-drop reservation calendar?
Can it handle walk-in, phone, and online bookings from a single interface?
Does it support group bookings, room blocks, and event management?
Can you manage multiple room types with different rate plans simultaneously?
Does it automate guest communication (confirmation, pre-arrival, post-stay)?
Is there a built-in guest profile database with stay history?
Does the system support multi-language and multi-currency operations?
Can you set up automated housekeeping task assignments?
Channel Management & Distribution
Is a channel manager included or does it require a separate subscription?
How many OTA connections are supported (Booking.com, Expedia, Airbnb, etc.)?
Does it offer real-time, two-way synchronization of rates and availability?
What is the typical sync delay? (Under 5 minutes is the industry standard.)
Can you set channel-specific pricing and restrictions?
Does it include a direct booking engine for your website?
Can the booking engine be customized to match your brand?
Does it support metasearch connections (Google Hotel Ads, Trivago)?
Revenue & Pricing
Does it support dynamic pricing or yield management tools?
Can you create seasonal rate plans and promotional packages?
Does it offer automated rate recommendations based on demand?
Can you set minimum stay requirements and close-out dates by channel?
Does it track revenue per available room (RevPAR) and average daily rate (ADR)?
Can you compare channel performance and cost of acquisition?
Does it support length-of-stay pricing and early bird/last-minute rates?
Reporting & Analytics
Does it provide real-time occupancy and revenue dashboards?
Can you generate daily, weekly, and monthly financial reports?
Does it track booking sources and channel contribution?
Can you export reports in CSV, Excel, or PDF formats?
Does it offer year-over-year performance comparisons?
Can you create custom reports tailored to your KPIs?
Does it integrate with accounting software (QuickBooks, Xero, etc.)?
Guest Experience
Does it support online check-in and digital key integration?
Can guests receive automated pre-arrival emails or SMS messages?
Does it offer a guest-facing portal for managing their reservation?
Can you send post-stay review requests automatically?
Does it support loyalty or repeat guest recognition programs?
Can you store guest preferences (room type, pillow, dietary needs)?
Pricing & Contracts
What is the total monthly or annual cost including all features you need?
Are there per-booking or per-room surcharges beyond the base subscription?
Is there a free trial period? How long and is it full-featured?
What is the minimum contract length? Can you pay month-to-month?
Are there setup fees, onboarding fees, or training costs?
What happens to your data if you cancel? Is export free and easy?
Support & Onboarding
What support channels are available (phone, email, chat) and during what hours?
Is onboarding assistance included? How long does typical setup take?
Does the vendor provide training materials, documentation, and video tutorials?
Security & Compliance
Is the system PCI-DSS compliant for handling payment card data?
Does it comply with GDPR and regional data protection regulations?
Does it offer role-based access control and audit logs?
Download the complete checklist with scoring framework, comparison grid, and vendor evaluation template.
Download the Free ChecklistHow to Use This Checklist
Follow these steps to make an informed, confident PMS decision.
Shortlist Vendors
Start by identifying 3–5 PMS vendors that match your property size and budget. Check review sites and ask fellow hoteliers for recommendations.
Schedule Demos
Request live demos with each vendor. Prepare your checklist beforehand so you can score each system against the same criteria during the walkthrough.
Score & Compare
Use the included scoring framework to rate each PMS on a 1–5 scale for every question. Focus on the categories most important to your property.
Decide with Data
Compare total scores across vendors. Factor in pricing, contract terms, and gut feeling from the demo. The numbers don't lie — choose the highest scorer.
“I wish I'd had this checklist before our first PMS purchase. We missed critical questions about data export and ended up locked into a system that didn't grow with us. The second time around, we used KAMOOK's checklist and found the perfect fit in half the time.”
Elena Papadakis
General Manager, Aegean Breeze Apartments (32 units) — Santorini, Greece