Looking for the best PMS in 2025? 

In a competitive hospitality market, the right property management system can make all the difference. From streamlining daily operations to enhancing the guest experience, a modern PMS helps your hotel run more efficiently, for both your team and your guests.

However, not all systems are created equal. In this guide, we’ll break down the top hotel PMS features to look for in 2025, so you can choose a solution that delivers long-term value.

The importance of a modern property management system

As guest expectations rise and operations grow more complex, hotels need smarter tools to stay ahead. A modern property management system (PMS) helps streamline everything from reservations and check-ins to housekeeping and revenue management, all from one centralized platform.

The best property management software in 2025 goes beyond basic automation. Today’s systems offer powerful integrations, real-time data, and advanced features that reduce manual work, increase efficiency, and elevate the guest experience. Choosing the right PMS isn’t just a tech upgrade, it’s a strategic investment in your property's future.

Seven important features of modern property management systems

A modern PMS includes innovative solutions that will soon be common across the hospitality industry - meaning if you don’t adopt them, your competitors will. 

With this in mind, here are seven hotel management software features you need in your arsenal.

1. Integrated booking engine

Relying too heavily on online travel agencies (OTAs) means high commission fees and less revenue. An integrated booking engine helps you drive direct bookings, boosting your bottom line.

With the right PMS, you can customize your booking engine to reflect your brand, showcase exclusive offers, and connect seamlessly with your payment systems. Mobile-friendly functionality is a must, giving guests a smooth experience across all devices.

Each OTA booking can cost you up to 30% in commission. An effective booking engine is essential to maximize profitability and control the guest experience.

2. Cloud computing

Cloud computing has become the gold standard for hotel management software, and for good reason. A cloud-based PMS eliminates the need for expensive hardware, manual updates, and on-site IT support. Instead, you can access your system through any web browser, on any device, with no downloads or infrastructure upgrades required.

Compared to on-premises solutions, cloud PMS platforms offer similar functionality but at a fraction of the cost. With no large upfront investment, you avoid thousands in installation and training fees. Most cloud PMS providers follow a rolling subscription model, making it easier to manage costs while scaling with your business.

Plus, leading systems offer 99%+ uptime and enterprise-grade security, so you can count on reliability, performance, and peace of mind.

3. Dynamic pricing

Dynamic pricing empowers your hotel to adjust rates in real time based on demand, occupancy, booking windows, and competitor activity. A modern PMS with built-in rate management uses smart algorithms to analyze both your internal data and wider market trends, helping you charge the optimal price for every room, every night.

Set rules based on occupancy thresholds, enable automated discounts, and trigger last-minute deals during low periods to drive bookings. With live rate updates and intelligent pricing recommendations, your PMS becomes a powerful revenue optimization engine, maximizing profitability without sacrificing bookings.

4. Housekeeping management

Efficient housekeeping is essential to daily hotel operations, and the right PMS helps you stay one step ahead. When a guest checks out, the system can automatically flag the room for cleaning and update your team’s task list in real time.

Advanced housekeeping features let you assign tasks, manage linen changes, and monitor staff progress all from a centralized dashboard. Whether it's a full turnover or a towel refresh, your team has visibility into what needs to be done and when.

Many PMS platforms also include direct messaging capabilities, making it easy to send updates or urgent instructions to individual team members. With organized schedules and real-time communication, you improve room readiness, reduce delays, and create a consistently smooth experience for guests.

5. Channel management

Managing your presence across multiple online travel agencies (OTAs) and global distribution systems (GDS) can be time-consuming without the right tools. A PMS with built-in channel management helps you sync availability, rates, and bookings across hundreds of platforms automatically.

Gain real-time insight into performance metrics like reservation volume, length of stay, and revenue per channel. With this data, you can refine your strategy, identify your best-performing platforms, and adjust pricing or promotions accordingly.

Because all bookings flow directly into your PMS, you avoid double bookings, manual updates, and revenue leakage. Centralized channel management helps you stay competitive, visible, and in control, wherever your guests are booking.

6. Data protection and cybersecurity

In today’s digital-first world, protecting guest data is critical. A secure property management system should include enterprise-grade security features such as encryption, access controls, and regular audits to safeguard sensitive information.

Top PMS providers follow strict industry standards, many offering Department of Defense (DoD)-level IL4 security. Some deploy virtual machines with separate SQL databases for added protection and system stability.

Cloud-based systems also tend to offer better real-time threat monitoring and data redundancy. Be sure to choose a provider that prioritizes cybersecurity with ongoing updates and penetration testing, so your hotel remains protected against evolving threats.

7. Guest-facing technology

A seamless guest experience starts with technology that empowers travelers before, during, and after their stay. Guest-facing tools built into your PMS make it easy for guests to check in online, request services, and personalize their visit.

With a self-service portal, guests can manage preferences, request late checkouts, or send messages directly to the front desk—all from their mobile device. Pre-arrival messages, special offers, and loyalty integrations help create a personalized and memorable stay.

These touchpoints build trust and satisfaction while freeing up staff to focus on high-value interactions. The top PMS for hotels puts guest experience front and center—making service more personal, efficient, and impactful.

Why the right PMS matters more than ever

Choosing the right property management system isn’t just about upgrading technology, it’s about transforming your entire operation.

From dynamic pricing and housekeeping automation to integrated guest messaging and real-time performance insights, your PMS should be a powerful driver of profitability, productivity, and guest satisfaction. The best hotel PMS for 2025 will help your team work smarter, give your guests a more seamless experience, and help you scale with confidence in a competitive market.

At RMS, we help hoteliers embrace the future with intuitive, cloud-based hotel management software that delivers on every front. Whether you're running a boutique inn or a large resort, we’ve built a solution to fit your needs, and grow with you.