BLOG • On-prem PMS

Moving your on-prem PMS to a hosted solution

11 MIN


Property management systems are a necessary requirement in any hotel business. The Hospitality industry has come a long way from the wooden card slots for arrivals and the large keys hanging on a board behind reception.   

In today’s connected age, software manages the most significant part of what used to be manual processes.   

As software has progressed and the information captured has grown, the requirements to keep that data safe and secure have also increased with the implementation in Europe of GPDR and the PCI standards we all follow in keeping guest and credit card data safe.  

That is the crux: keeping everything safe.   

Whether it be the connected tourism infrastructure or the individual connections in your hotel between your Property Management System, your point of sale, or your telephone system.  

The number of systems has grown and become more complicated. Its care and maintenance take a more significant proportion not only of time but of understanding to maintain and keep secure.  

Valuable time that should be spent running the hotel, looking after your clients, and your staff, all in the never-ending pursuit of revenue.   

In the past, the self-hosting of the Property Management System was a mandatory requirement, meaning the hotel required an onsite location to hold the servers keep them secure and comfortable, the same way that you treat your guests.   

As the complexity of systems grows, so do the needs of these systems. This takes time, money, and effort, valuable commodities in today's lifecycle.   

Fortunately, there are several options available to a Hotelier now, those of a cloud PMS such as Protel Cloud PMS, where 100% of the information is stored securely in the cloud, simplifying the hotel infrastructure.  

However, cloud products are less mature than the on-premises solutions, and the need to change brings additional challenges such as training, migration of data and operational impact.   

Could you remove the need to have servers onsite but keep all the information and functionality that you and your team are used to?  

It is now possible for your existing system to be hosted and maintained for you. It looks from a user's point of view that the application is running on the desktop, just like a locally installed application.   

What is the difference between a Property Management System on site to a hosted solution? 

An onsite hosted solution means: 

1. 100% of the Property Management system is installed within the property. 

2. Hardware and operating systems need to be maintained by either a qualified IT specialist or outsourced to an external company. 

3. Multiple physical servers required with potential additional servers for the growth in connected systems. 

4. A requirement to monitor OS patches, software versions, drive space, back up processes.  

5. Updates of firewalls to keep your network and information secure from the latest security breaches. 

6. Responsibility, time, and effort which should be spent looking after your guests. 

A hosted solution means:  

1. No requirement for Servers dedicated to the Property Management system in the hotel. 

2. No requirement to keep them secure, cooled and updated. 

3. No requirement to keep up to date with the numerous operating system patches. 

4. No hardware lifecycle replacement requirements every 3 – 5 years resulting in additional capex expenditure! 

5. A team of qualified security specialists that continually monitor the environment to make sure everything is fully protected and maintained. 

6. No need to worry about whether the storage space is low or that the backups have not been run. 

7. A peace of mind allowing you to use the software you are experienced in, without the need to take care of the hardware.  

The benefits of such an approach cannot be discounted, especially if you are not ready for a Cloud PMS or if the Cloud PMS is not ready for you.   

The benefits of moving from on-prem to a hosted PMS   

1. Securely hosted location maintained by a qualified security team, keeping your data secure with regular updates to the computers and operating system protected by industry-leading firewalls and network controls security standards.  

2. 100% of all information in your onsite PMS is kept available in the new location. No need to have to dedupe or clean existing data for a data migration.  

3. A central team manages regular application updates, always keeping the application on the latest version, allowing you to benefit from new features, functionality, and challenges.   

4. No requirement to retrain your team on a new PMS. They can continue to operate as they have always done, meaning no client impact whilst your team learns a new system.  

5. There is no expensive hardware to purchase or update as it ages and warranties expire.  

6. Data centre-managed backup and security routines mean your night staff no longer need to manage or store the data archive devices.   

7. Ability to expand the hardware requirements as your database and storage requirements grow without purchasing new hardware.  

8. Hardware that can auto-scale depending on the demand of your hotel, no need to put up with the system slowing down during busy periods, with no ability to increase CPU cores or storage type, everything happens in the background automatically.  

9. A single point of contact for both Application and Hardware support, so no need to contact a different partner to deal with hardware issues.   

10. Reduction in energy costs, no longer multiple servers on-site, and keeping them cool.   

11. Access your PMS remotely from outside your property. The system is now (Via a Secure VPN) accessible by your sales team when they are at client sites, providing them the information they need as they need it.   

12. Take your customisations with you. 

13. There is no need to look after and care for onsite hardware or manage the hardware replacement cycle.   


In the evolving landscape of the hospitality industry, adopting hosted solutions is less of a choice and more of a necessity. Drawing from two decades of experience, it is evident that transitioning to hosted solutions isn't merely a matter of enhancing efficiency; it's about reshaping how we manage data in the sector, fostering a more adaptable and reliable business model. 

A hosted solution works tirelessly in the background, ensuring smooth operations without disrupting the workflow of your team. This shift is not just about saving time and cutting costs, but about creating an environment where your team can excel without being burdened by manual tasks. 

Now, the focus shifts to embracing the practical advantages that hosted solutions bring to the table. The improved security measures, the ease of remote access, and the elimination of cumbersome hardware setups beckon hoteliers to step into a more streamlined operational sphere. Here, technology complements the intricate aspects of hospitality management, paving the way for a business that meets modern demands with grace and efficiency. 

Opting for a hosted PMS isn't just keeping up with current trends; it positions your establishment at the forefront of the hospitality tech revolution. As we anticipate a future with seamless integration between technology and hospitality, migrating to a hosted solution stands as a smart investment, fostering a business environment characterized by agility and resilience. 

In conclusion, based on a rich history of witnessing technological advancements in the hospitality sector, I firmly believe that moving to a hosted solution is a significant step towards a future of security, efficiency, and exceptional service. It's time to embrace this change, setting new standards of excellence and innovation in our industry. The future is here, and it is hosted. 

So, if you want to keep your existing Protel On Premise PMS, but the challenges in maintaining it in-house are too cumbersome and expensive, look to a Hosted but still On-Premises solution.   



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