01
Start with the work you want to improve
Write down the problems your teams face in a normal hotel day. Use these as the starting point for a demonstration, rather than choosing by the longest feature list.
- How many properties, rooms and room types need to be managed?
- Which handovers cause delays between reservations, front desk, housekeeping and accounts?
- Which reports does the owner need each day, and who prepares them?
- Which countries’ tax settings and document formats does each property need?
02
Walk through one complete guest stay
Ask the demonstrator to work through a realistic reservation from arrival to departure. Let each team explain what it needs to see and do at its part of the process.
- Can the team find the reservation, assign a room and make the required changes?
- How does a room-status change reach front desk and housekeeping?
- How are charges, payments, folios and the end-of-day handover reviewed?
03
Check the experience of each role
A demonstration should include the people who will use the system. Check their usual devices and the information each role should be able to access.
- Which tasks should owners, front desk, housekeeping and cashiers be able to perform?
- Does the proposed setup work on the team’s computers, tablets and phones?
- How will new staff learn the workflow and find help when they need it?
04
Separate essential features from optional connections
List the systems the hotel needs to work with, then confirm each connection and module individually. A screenshot or product name is a useful starting point for a conversation; the agreed scope should describe what will actually be delivered.
- Which booking, payment, POS or accounting connections are essential at launch?
- What data is exchanged, in which direction, and how often?
- Which modules are included, optional or planned for a later stage?
05
Plan for interruptions and data access
Discuss how the hotel will continue its work if internet access or a service is interrupted. Be specific about the tasks that remain available and how the team resumes normal operation.
- Which information can be viewed during an interruption, and which transactions require a connection?
- How are backups, recovery responsibilities and support contacts arranged?
- How can the hotel export the records and reports it needs?
06
Agree on a practical launch plan
Before committing to a rollout, confirm the setup, migration, training and acceptance steps. Ask for a clear breakdown of the agreed services and ongoing costs.
- Who prepares room types, rates, existing reservations and opening balances?
- Which teams need training, and what must pass before the hotel goes live?
- What are the setup, recurring, optional-module and support costs?
- Which document templates and PDF or Excel reports should be reviewed before launch?
Bring these to your PMS demonstration
A short brief helps focus the demonstration on your hotel’s priorities.
- Property and room counts, room types and outlets
- Your three most important operational problems
- Current systems and the connections you need
- The roles attending the demo and their usual devices
- A sample reservation and the reports you want to review