Choosing the right Property Management System (PMS) is one of the most important technology decisions a hotel can make. The PMS is the command center of operations, and the wrong fit can cause inefficiencies, missed revenue opportunities, and frustrated staff. With hundreds of options in the market - from lightweight tools for independents to enterprise-grade platforms for global chains - the selection process can feel overwhelming.

That’s why we’ve created a practical, step-by-step checklist and a downloadable PMS RFP template to help you run the process with confidence. Whether you’re replacing an outdated system or implementing your first PMS, this guide will walk you through what to look for, how to evaluate vendors, and how to secure the best possible outcome for your property.

Download the free PMS RFP template (PDF) and use it alongside this checklist.
Or, if you prefer expert support, talk to an ExploreTECH advisor today.

How to Run a PMS Selection in 6 Steps

1. Define Requirements (Must-Have vs. Nice-to-Have)
Start by clarifying what your property truly needs. A boutique hotel won’t require the same level of complexity as a resort or multi-property chain. Break requirements into:

Must-haves - Core functionality you cannot operate without (e.g., reservation management, housekeeping automation, secure payments).
Nice-to-haves - Features that add value but are not mission-critical (e.g., advanced BI dashboards, mobile apps for staff).

Engage key stakeholders across departments - front office, housekeeping, revenue, finance, IT - to ensure no critical function is overlooked. Reference our PMS Buyer’s Guide for a detailed breakdown of modules.

2. Build a Vendor Longlist → Shortlist
With requirements in hand, research potential vendors. You’ll likely start with a longlist of 8–12 solutions, then narrow down to 3–5 for detailed evaluation.
Use sources like:

ExploreTECH PMS product pages with verified vendor profiles.
Peer recommendations and industry case studies.
Analyst reports and independent reviews.

3. Organize Demos & Scoring Method
Vendor demos are essential - but without structure, they quickly become overwhelming. Create a scoring matrix aligned with your requirements.
Tips for effective demos:

Provide vendors with your checklist in advance so they prepare relevant scenarios.
Use a consistent scorecard across all demos (1–5 scale works well).
Record sessions so absent stakeholders can review later.

4. Run References & Security Review
Never rely on marketing promises alone. Ask vendors for customer references from properties similar to yours. Speak directly to users about system reliability, support responsiveness, and hidden challenges.

At the same time, conduct a security review. Your PMS handles sensitive guest and payment data, so compliance with standards such as PCI DSS and GDPR is non-negotiable. Confirm data hosting, encryption methods, and disaster-recovery policies.

5. Pilot or Proof-of-Concept
Before committing, consider running a pilot implementation at a single property or department. A short proof-of-concept helps validate:

Integration performance.
Staff usability and adoption.
Data accuracy during migration.

6. Finalize Commercials & Negotiation
Once you’ve chosen a preferred vendor, move into pricing and terms. Key considerations:

Total Cost of Ownership (TCO): Subscription fees, implementation, training, and ongoing support.
SLAs: Define uptime guarantees, support response times, and escalation paths.
Contract flexibility: Look for clauses covering exit terms, upgrades, and multi-property scaling.

The PMS Selection Checklist

Here’s a copy-and-paste list you can use in your evaluation process:

✅ Property profile (size, type, occupancy patterns)
✅ Core functional modules (reservations, front desk, housekeeping, payments)
✅ Must-have vs. nice-to-have features list
✅ Integration requirements (POS, RMS, CRM, guest messaging platforms)
✅ Data migration plan (format, timeline, testing)
✅ Security standards (PCI, GDPR, data hosting location)
✅ Service Level Agreements (uptime %, response times, escalation)
✅ Vendor references and case studies
✅ Support and training model (24/7, multilingual, on-site vs. online)
✅ Implementation methodology (phased vs. big bang, pilot options)
✅ Pricing breakdown (setup, subscription, extras)
✅ Exit strategy and contract terms

Download the PMS Selection Checklist] (PDF)

The RFP Template

Our editable PMS RFP template is designed to help you request comparable, detailed responses from vendors. It includes:

Company & Property Information - Your brand, property type, number of rooms, and markets served.
Functional Requirements (by Module) - Reservation, housekeeping, front desk, revenue management, CRM, reporting, etc.
Integrations (by System) - POS, RMS, CRM, channel manager, booking engine, payment gateway, loyalty platforms.
Security & Compliance - Data hosting, encryption, PCI DSS, GDPR, audit logs.
Implementation & Training - Timeline, migration support, staff onboarding, change management.
Pricing & Contract Terms - Subscription vs. perpetual licensing, hidden fees, renewal policies.

By sending vendors a standardized RFP, you ensure apples-to-apples comparison and save time in the evaluation process.

Download the free PMS RFP template (PDF)

FAQs

Q1: How many vendors should I include in my shortlist?
Three to five is ideal. Too few and you risk missing strong candidates; too many and the process becomes unmanageable.

Q2: How should I score vendors fairly?
Use a structured matrix based on your must-have requirements, assigning weights to critical modules like reservations, payments, and integrations.

Q3: Who should participate in vendor demos?
Involve representatives from all departments that will use the system - front desk, housekeeping, revenue, finance, and IT.

Q4: What if vendors don’t meet all requirements?
Few PMS platforms tick every box. Focus on core must-haves and strong integration capabilities rather than chasing perfection.

Q5: How long does a PMS selection process usually take?
From initial requirements to signed contract, most hotels take 3–6 months. Larger groups with complex integrations may require up to a year.

Try our comprehensive Comparison Tool

Where to Go Next

Visit the [PMS Buyer’s Guide Hub] for more detailed comparisons.
Revisit What is a PMS? Core Modules Explained to understand system fundamentals.
Learn how PMS connects with [hospitality technology integrations].
Explore PMS product pages to see vendors with strong implementation track records.

The ultimate hotel PMS selection guide