INFORMATION SHEET 2.

1-1
The Property Management System Environment

Learning Objectives:

After reading this information sheet, you should be able to:

1. identify different reservation avenues
2. recognize the areas and tools of a Property Management
System

Faced with the challenge of increasing room sales while

responding to inquiries and serving guests in a timely manner, work
at the Front Office can get hectic. Thankfully, computer technology
makes it more manageable. A Property Management System (PMS)
has been a convenient tool that allows hotel employees to – among
other tasks – manage room availability, record reservations and
process other guest transactions efficiently. In this lesson, we will
discuss the common tools or features of a PMS.

RESERVATION AVENUES

Reservation avenue – means by which a guest is able to make a

reservation at a hotel

Hotels incorporate as many reservation avenues as possible.

Why? _______________________________________________
The greater the access guests have, the more likely they are to book.
Most Common Reservation Avenues:
 GDS (Global Distribution System)
 CRS (Central Reservation System)
 Direct travel agent contact
 Direct guest contact

GDS – the system that

consists of the companies
that connect hotels
offering rooms for sale
with individuals and
travel professionals
worldwide who will
potentially purchase
them.
Front Office Document No. FOS2-LMCR02-0101
Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
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CRS – a network for communicating reservations in which each
property is represented in a computer system database and is
required to provide room availability data to the reservations on a
timely basis.

Direct travel agent contact – Travel agents and travel management

companies act as intermediaries or third party.

Direct guest contact – guests themselves can make reservations via

phone, fax, or e-mail.

PROPERTY MANAGEMENT SYSTEM (PMS)

PMS – computerized system used by the hotel to manage its rooms

revenue, room rates, room assignments, and reservations, as well as
other selected guest service functions.

Front Office Document No. FOS2-LMCR02-0101

Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
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Computerized Developed By:
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System
 1: Calendar

3: Toolbar
2: Rooms
1

3
2

Front Office Document No. FOS2-LMCR02-0101

Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
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ROOM GROUP FILTER: Filters the room list to show only rooms of the
selected room group/type.

Front Office Document No. FOS2-LMCR02-0101

Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
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ROOM CAPACITY: Indicates the maximum number of guests that the
room has been intended to accommodate.

RESERVATION STATUS: Serves as a color-coded reference for the

reservation strips on the calendar.

Front Office Document No. FOS2-LMCR02-0101

Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
Page 14 of 94
Computerized Developed By:
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TOOLBAR

Moves the calendar view where date ‘today’ is

the leftmost column.

Moves the calendar view where date indicated

is the leftmost column.

Adjusts the width of columns allowing you to

view less or more days on the calendar.

Adjusts the height of rows allowing you to

view less or more rooms of the calendar.
Opens a blank Add [Individual] Reservation
form for the selected date and room on the
calendar.
Opens a blank Add [Group] Reservation form
for the selected date and room on the
calendar.

Opens the Find Room form.

Opens the Find Customer or Reservation form.

Opens the Find Reservation by Number form.

Filters the calendar view based on room

filtered.

Front Office Document No. FOS2-LMCR02-0101

Services NCII Date Developed: Issued by:
April 2017 CHTM
Operating a
Page 15 of 94
Computerized Developed By:
Reservations Mark Genesis G. Medina Revision # 00
System