Start with the records, not the new screens
Changing a property management system affects upcoming reservations, in-house guests, deposits, room assignments and unfinished POS checks. Before discussing features, decide which record is authoritative and who will verify the imported result.
Bring front-desk, accounting, housekeeping and channel managers into the same preparation meeting.
1. Map room types and physical rooms
List room categories, capacity, individual room numbers, rates and restricted dates separately. Include rooms under maintenance and the cleaning statuses your team uses. Keep availability distinct from housekeeping readiness.
- Room categories and physical room numbers
- Future restrictions and unavailable rooms
- Rate plans and currencies
- Guests staying in each current room
2. Reconcile upcoming and in-house bookings
Export booking codes, arrival and departure dates, room types, assigned rooms and the necessary guest information. Before applying any upload, identify duplicates, missing values and date conflicts.
Rezervem PMS has preview, apply and conditional rollback flows for Excel/CSV reservation imports. Historical ledger entries and carried-forward deposits are a separate accounting decision and should not be assumed to migrate with a booking spreadsheet.
3. Validate every channel independently
For each website, OTA or channel manager, confirm property mapping, room types, price rules and the exact workflow for new, modified and cancelled reservations. Test both outgoing availability and incoming bookings; they are separate operations.
Booking.com and HotelRunner support is based on provider adapters and configuration. Shadow/test behavior and live approval must not be mixed.
4. Assign front-desk, identity and housekeeping responsibilities
Decide who can check in, check out, change dates, move rooms, update cleanliness and remove inventory from sale. Test a concurrent room change and an unsettled folio to understand what the PMS blocks.
Guest identity collection is not the same as reporting an arrival to the relevant authority. In Türkiye, a manually tracked KBS reporting workflow has been developed in Rezervem PMS; official submissions remain the property's responsibility, and the tracking feature must be enabled and verified before use.
5. Reconcile folios, external POS checks and reports
Write down how deposits, payments, refunds and outstanding balances will be carried forward. If restaurants post checks to the room, confirm the source POS's closing and tax responsibilities so that the same sale is not recorded twice.
Compare arrivals, departures, room states, open balances, day-end totals and monthly tax summaries for an agreed sample day. Rezervem PMS brings these records together in an auditable stay workflow; request a setup conversation to confirm which connections are appropriate.
