Making the decision to change your property management system (PMS) is a significant step for any short-term rental business. While migrating your entire operation to a new system might seem daunting, a well-structured migration process can make the transition smooth and efficient.
All it takes is proper planning and support; switching to a new PMS can enhance your business operations and set you up for future growth that wasn’t possible before.
So, let’s dive into it. Here’s a comprehensive guide to understanding the migration process and what you can expect.
1. Creating your onboarding roadmap
Every short-term rental business has unique needs and operational requirements. Developing a tailored onboarding roadmap is the first step in any successful PMS migration.
During this phase, the onboarding team at Guesty will take time to understand your business model, current processes, and specific requirements. This information forms the foundation of your migration project plan, giving you clear visibility into what lies ahead.
While individual setup steps typically take about an hour each, the complete migration process usually spans approximately 30 days. This allows for thorough implementation and testing at each stage, ensuring you receive the best service possible.
2. Basic setup: Building your foundation
The foundation of your new system begins with basic setup procedures. During this crucial phase, the onboarding team facilitates the transfer of your entire data infrastructure.
This includes setting up your new account with proper configurations, importing existing reservations, and establishing initial automation systems. Think of this step as laying the groundwork for your new digital ecosystem – everything that follows will be built upon these initial steps so that you can get the most from using Guesty.
3. Financial integration
Money matters require particular attention during any system migration. This phase focuses on connecting your payment processor to the new PMS account, especially for handling direct reservations.
The team will also configure your rate management features, including setting up specific taxes and fees for individual channels. This ensures that your revenue streams continue to flow smoothly and that all financial aspects of your business remain correctly managed throughout the transition.
4. Guest experience configuration
Maintaining seamless guest communications during and after the migration is paramount and that’s why we make sure the transition is flawless. During this step, all your existing messaging templates and saved replies are transferred to the new system.
Our team will also implement workflow automations and configure guest experience features, such as pre-stay tools. In order to make sure that your guests continue to receive the same high level of service, they’re accustomed to without any noticeable disruption during the transition.
5. Operations setup
The daily operations of your properties need to continue running like clockwork. That’s why, at this stage, we focus on establishing your task management system and other critical business operations within the new PMS.
The goal is to make sure that every operational aspect of your business – from cleaning schedules to maintenance tasks – are properly configured and optimized in the new system and continue to run smoothly during this transition.
6. Reporting and analytics implementation
Data drives decision-making in the modern hospitality industry. During this step, your reporting and analytics capabilities are configured based on your specific needs.
Maintaining visibility into your business performance and having easy access to the metrics that matter most to your operation.
Whether you’re tracking occupancy rates, revenue performance, or guest satisfaction metrics, your new system will be set up to provide the insights you need.
7. System integration: Flipping the switch
This is the moment when your migration becomes a reality. After thorough preparation and configuration, your listings are connected to Guesty across all booking channels.
Additionally, your third-party integrations are linked to the new system, creating a unified platform for managing your entire operation. While this might sound like a major undertaking, the actual “switch” typically only takes about 30 minutes, minimizing any potential disruption to your business.
8. Post-migration support
The journey doesn’t end once your new system is live. To ensure a smooth transition, the Guesty onboarding team provides ongoing support post-launch. This includes access to training resources, troubleshooting assistance, and regular check-ins to ensure your team is comfortable with the new system.
Frequently Asked Questions
Q: Will my distribution or positioning on the OTAs change?
A: If you’re switching to a PMS with preferred partner status with OTAs, you can expect your distribution and positioning to improve, potentially leading to better occupancy rates.
Q: Will I be without a PMS at any point? What is the downtime?
A: The only downtime occurs during the final connection switch, which takes approximately 30 minutes. Since all reservations and configurations are migrated ahead of time, this brief transition period is the only interruption you’ll experience.
Q: What will happen to my PMS data, including future reservations?
A: All your data, including future reservations, will be migrated to the new PMS before the switch. Nothing will be lost during the transition.
Q: What will happen to my integrations? Will my website be maintained?
A: Whether your integrations carry over largely depends on what systems you’re using and what PMS you move to. Proprietary integrations that are native to your current PMS won’t be carried over. If you move to a PMS that enables third-party integrations and Open API, you’ll be able to keep the integrations that aren’t linked to a specific PMS. This is perhaps the biggest reason to make sure your PMS will support you in the long term and to choose a PMS with a large marketplace of integrations.
Q: Who will train my staff?
A: Staff training largely depends on which PMS you move to. At Guesty, we work with a primary contact person or champion at each short-term rental business, who is then able to disseminate information to the rest of the staff. However, we provide extensive onboarding and ongoing support for users, including a dedicated customer success manager.
Making the switch to a new PMS is a significant step forward for your business. While the process might seem complex, a structured approach and an experienced support team can make the transition smooth and manageable.
The key is choosing a PMS that meets your current needs and can support your business’s growth and evolution in the years to come.
