Why integrations decide PMS fit

When hotels evaluate a Property Management System (PMS), it’s tempting to focus on features, dashboards, and price. But the true measure of PMS success lies in its integrations.

The PMS is the operational hub, but it rarely works alone. Every booking, payment, or housekeeping update touches multiple systems. If the PMS doesn’t integrate seamlessly, information gets trapped in silos, staff waste time on manual processes, and guests feel the friction.

This guide explores how major PMS vendors integrate across the stack and why understanding the “integrates with” ecosystem is crucial to making the right choice.

A PMS with strong integrations ensures:

Reservations update instantly across all channels.
RMS recommendations flow back into the PMS without delay.
POS charges post directly to guest folios.
Door locks, mobile keys, and GRMS sync automatically.
Guest communication platforms personalize messaging with accurate data.

By contrast, poor integration creates inefficiencies, double-entry, revenue leakage, and operational risk. In many ways, the most important question is not “What can this PMS do on its own?” but “What does this PMS connect to, and how reliably?”

Integration basics

API types, webhooks, two-way sync, rate limits

Modern PMS platforms connect via APIs (Application Programming Interfaces) that allow systems to “talk” to each other. Common methods include:

REST APIs: Lightweight and widely adopted, used by most modern PMS.
SOAP APIs: Older but still common in established systems.
Webhooks: Real-time notifications triggered by specific events.
Two-way sync: Ensures changes flow in both directions, such as rates from RMS or occupancy from PMS.
Rate limits: Caps on API calls that can impact the speed of dynamic updates.

Data domains (reservations, rates, profiles, keys, payments)

Integrations usually focus on specific data domains:

Reservations: Create, modify, or cancel bookings.
Rates and availability: Prices, restrictions, inventory.
Guest profiles: Preferences, loyalty status, segmentation.
Payments: Tokenization, refunds, reconciliation, PCI DSS compliance.
Keys and access control: Door locks, mobile keys, GRMS settings.
Knowing which data domains are mission-critical for your hotel prevents costly surprises during RFPs.

Ecosystems overview

Each PMS operates within a broader technology ecosystem of certified partners and third-party integrations. These connections shape how easily hotels can adopt new tools, automate workflows, and enhance guest experiences.

PMS 1

Overview of how this PMS integrates with other systems, the types of certified partners it supports, and the depth of its data exchange.

PMS 2

Overview of how this PMS connects across the stack, including integration categories, certification scope, and typical partner examples.

Typical partner categories

Distribution / CRS: OTAs, GDS, direct booking engines.
RMS: Forecasting and pricing engines.
Payments: Gateways, processors, and reconciliation systems.
Access: Door locks, mobile keys, GRMS.
CRM / messaging: Loyalty, personalization, guest communication.
Kiosks: Self-check-in and in-lobby automation.

Common PMS integrations

Channel manager and CRS
Syncing inventory and rates across OTAs, GDS, and direct channels is essential. Without strong integrations, hotels risk double-bookings or missed revenue opportunities.

RMS
Revenue Management Systems depend on PMS data to forecast demand. Reliable two-way integration ensures that recommendations flow seamlessly back into the PMS.

POS and payments
PMS–POS integration allows restaurant, bar, and spa charges to flow to guest folios. Payment gateway connections ensure secure authorization, refunds, and reconciliation.

Door locks, mobile keys, and GRMS
Guestroom technologies are now core to operations. PMS connectivity enables mobile keys, real-time housekeeping status, and energy efficiency tied to occupancy.

CRM, guest messaging, and kiosks
CRM and guest engagement platforms rely on PMS data to personalize communication. Self-check-in kiosks depend on PMS connectivity for room assignments and payments.

Integration profiles: how today’s PMS vendors approach connectivity

Daylight PMS by Shiji

Modular, next-gen PMS.
Integrations: Digital guest journey, payments, distribution, and F&B systems.
Best fit: Hotels prioritizing guest-facing technology and operational automation.

Hotelogix PMS

Cloud-first PMS designed for accessibility.
Integrations: Strong with channel managers and POS; API options for core workflows.
Best fit: Hotels that need essential integrations without complexity.

Mews PMS

Cloud-native, API-first PMS.
Integrations: Broad and fast-moving, covering RMS, upselling, and automation.
Best fit: Hotels seeking cutting-edge self-service and guest journey flexibility.

RMS Cloud

Flexible, cloud-native PMS.
Integrations: Wide ecosystem including RMS, POS, and mobile key providers.
Best fit: Hotels seeking depth in reporting, automation, and cross-platform workflows.

Romeo Bravo Software

Operator-first platform with niche expertise.
Integrations: Tailored financial workflows, property-specific solutions.
Best fit: Lodges, resorts, and specialty accommodations needing custom workflows.

SHR PMS (The Access Group)

Unified PMS with CRS and RMS bundled.
Integrations: Built-in distribution and revenue tools, plus wider ecosystem.
Best fit: Multi-property operators seeking a consolidated tech stack.

What to confirm in an RFP

When evaluating integrations, confirm the following:

Certification: Whether integrations are certified or custom.
Data domains: Which operational areas are covered, such as reservations, rates, or payments.
Sync model and rate limits: Whether data exchange is one-way or two-way, and any limits on API call volumes.
Support ownership and SLAs: Who maintains each integration and how uptime or issue resolution is guaranteed.
Roadmap: Whether the PMS vendor commits to adding or enhancing integrations regularly.

Integration risk checklist

Ownership: Who fixes an integration if it breaks?
SLAs: What are the uptime and response commitments?
Breakage handling: How are errors detected and resolved?
Versioning: How are API changes managed?
Testing: Is there a sandbox environment for safe deployment?

Next steps: RFP and implementation plan

Integrations should never be an afterthought. Include the following items in your RFP and rollout plan:

Confirmation of certified integrations.
API documentation.
Clear lines of support responsibility.
SLAs covering uptime and fixes.

During rollout, create an integration plan that defines testing responsibilities, activation timelines, and fallback processes. Hotels that plan for integrations from day one reduce disruption and maximize ROI.

Where to go next

Visit the PMS Buyer’s Guide Hub for the complete series.
Download the PMS Selection Checklist and RFP Template.
Review Implementation Best Practices to prepare for rollout.
Explore vendor profiles: Hotelogix, RMS Cloud, Shiji Daylight, Romeo Bravo, Mews, and SHR.
Or, for tailored guidance, talk to an ExploreTECH advisor.

PMS integrations explained: leading vendors and the hotel tech stack