We live in a world where operational efficiency and customer experience are at the heart of every business activity. In this context, technology has shifted from being a mere support tool to becoming the core of strategic operations. A clear example of this evolution is the Property Management System (PMS). But what exactly is a PMS? What is it for? And how can it transform the way hotels, hostels, or any kind of accommodation are managed?

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Originally designed for the hotel industry, a PMS aims to simplify the day-to-day management of properties. Its usefulness and versatility have led to its expansion into other sectors, including vacation rentals, rural lodgings, student residences or coliving spaces.

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In this guide, we’ll explain what a PMS is, how it works, and why it has become an essential tool for property owners and managers across the board.

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Key features of a PMS

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A PMS offers multiple features that unify and automate management tasks from a single platform:

• ‍Reservation automation: it centralizes booking management, allowing you to receive, confirm, or decline reservations automatically and activate auto-booking options. This streamlines operations and prevents calendar mishaps.‍
• Payment and invoicing management: securely handle rent collection, integrate with payment gateways, generate invoices, and track outstanding payments. Many PMS platforms also include financial reports to monitor profitability.‍
• Calendar and availability control: a unified calendar displays real-time availability, preventing double bookings. Integrated with booking platforms, it automatically blocks dates once reserved, keeping all listings in sync.‍
• Document management: digitally generate and sign rental contracts, and store important documents such as IDs, inventories, and receipts in the cloud for easy access anytime.‍
• Tenant/guest communication: built-in messaging tools or automated templates allow you to send scheduled instructions and reminders. Keeping all conversations in one place enhances client support and satisfaction.

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Benefits over manual management

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Managing accommodations manually can be overwhelming for property owners. A PMS simplifies and automates key processes, offering significant advantages over traditional methods:

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• Time savings and increased efficiency: by automating tasks like check-ins, emails, and invoicing, a PMS frees up time for strategic priorities and boosts productivity.‍
• Fewer errors and no overbookings: automation minimizes human errors in bookings and payments. Real-time calendar sync prevents double bookings and keeps your data accurate.‍
• Centralized control and visibility: all relevant information is stored in one place and accessible from any device, allowing for informed decision-making—even across multiple properties or locations.‍
• Improved tenant/guest experience: automated communication and fewer operational errors lead to a smoother experience for renters, who benefit from a professional and organized process.‍
• Business scalability and growth: a PMS makes it easy to manage a growing number of properties without increasing headcount. You can scale operations, boost occupancy, and maximize revenue effortlessly.

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Who is a PMS designed for?

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1. Property owners or investors managing multiple units: if you manage a small portfolio, a PMS helps you stay organized, avoid overbookings, and offer a consistent experience to tenants.

2. Real estate agencies and professional property managers: firms managing dozens or hundreds of rental units need a scalable, user-friendly system. A PMS is ideal for short-term rentals, urban buildings, or third-party property management, keeping prices, availability, and communications in sync.

3. Vacation rental businesses, coliving operators, student housing, etc.: businesses with high tenant turnover require flexible, easy-to-use tools. A PMS helps coordinate check-ins/check-outs, manage monthly contracts, and streamline shared services, making it essential for emerging rental models that blend short- and long-term needs.

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Arrento: Lodgerin’s PMS

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In this context, Arrento, Lodgerin’s proprietary PMS, offers an all-in-one platform to manage and market medium-term rentals anywhere in the world.

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Through a fully digitalized experience, Arrento centralizes property marketing, rental management, and tenant communication in one single platform, eliminating the need for multiple tools. It reduces operational costs, improves efficiency, and enhances the overall user experience. It also boosts occupancy rates by supporting both individual and group bookings, especially via Arribo, Lodgerin’s app designed for relocating students.

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With its motto We Do Care, a core differentiator for Lodgerin, the platform supports any international mobility process, delivering a personalized solution that goes far beyond basic functionality.

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