Preparing for a PMS transition

Switching your Property Management System (PMS) is a big move for any business. In this guide, our Head of Customer Success EMEA at RMS, Linda Gijsbertsen, shares the key steps to help you prepare and what to expect, so your transition is as smooth and stress-free as possible.

Get your tech stack in shape 

One of the biggest challenges when switching PMS vendors? Technology system compatibility (aka your tech stack). This can be anything from your front end, back end, and operational tech tools used within your business. Many businesses expect a simple plug-and-play swap, assuming everything they’re currently using will slot right into the new property management system. 

Spoiler alert: that's not always the case. 

Sometimes, the tech you’re using today won’t line up perfectly with the new PMS. That’s why it’s crucial to dig into your systems early, work out what needs tweaking, and plan ahead. Trust us, a little prep now can save a lot of drama later. 

Start by listing all the third-party tools and integrations you rely on, such as: 

• Payment gateways 
• Channel managers 
• Housekeeping apps 
• Point-of-sale systems 
• CRM platforms 

Then, check with your new PMS provider to see what's compatible and what might need a workaround. It’s far better to find out early than to scramble at the last minute. 

And don’t forget to think about future needs too. Planning ahead could save you from switching systems again in a few years' time. 

Rally the troops early 

Switching property management systems impacts way more than just your front desk. Finance, housekeeping, IT – they all play a crucial role. 

Make sure every department that touches the PMS is part of the conversation from day one. Getting the right people involved early helps with buy-in and catches potential roadblocks before they turn into major headaches. 

Talk to your teams about their current pain points. Ask questions like: 

• What works well with your current system? 
• What tasks feel harder than they should? 
• What features would make your day-to-day easier? 

These insights can help shape the setup of your new PMS to better fit your operations. 

This isn't just an IT project. It's a whole-business move, and everyone needs a seat at the table. 

Communication is your superpower 

When it comes to implementing a hospitality PMS solution, poor communication can derail the transition faster than anything else. Often, the decision-makers understand why the switch is happening. But the people who live and breathe the system every day? Not always. 

And when teams don’t feel informed, that’s when resistance kicks in. 

Keep everyone in the loop with regular updates and encourage feedback. Make sure to explain the reasons behind the change, not just the change itself. Celebrate milestones, and above all, make the transition feel like a journey the whole team is on together. Being transparent makes the transition smoother and keeps your team motivated. 

Support doesn’t stop at ‘Go-Live’ 

The go-live date might feel like the finish line, but really, it’s just the start of the next chapter. Once your new property management system is live, the real work begins... refining processes, exploring new features, and supporting your team through the early days of change. 

Just like any other service provider should, our Customer Success team stays on board well beyond go-live. We’re here to guide you through those first few weeks, help with any questions, and make sure your system is set up to support your long-term goals. 

Think of us as your modern PMS co-pilot. Whether it's a quick refresher session, advice on new modules, or a check-in to make sure your team’s feeling confident. We've got you 24/7. 

Setting yourself up for a smooth transition 

Switching to a new  Cloud-based PMS isn’t just a system upgrade, it’s a chance to improve how your business runs and support your teams better. 

Here’s what your game plan should look like: 

• Review your tech stack carefully 
• Involve all key departments early 
• Communicate clearly and often 
• Pick the right onboarding package for your needs 
• Stay flexible and open during the transition 

If you prepare properly and stay connected with your teams, the experience can be much more "high five" than "headache." 

The road to a successful switch might have a few bumps, but with the right mindset and support, you’ll come out the other side stronger, smarter, and ready for the future. 

By Linda Gijsbertsen
Head of Customer Success- EMEA 

5 min read