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I bring decades of hands-on experience in hotel management and tech to this review. Rest assured, you'll get all the information you need to judge whether RoomKey PMS is the right hotel management software for your needs.

RoomKey PMS review screenshot showing mobile accessibility
This is a screenshot of RoomKey PMS showing mobile accessibility features.

RoomKey PMS Product Overview

RoomKey PMS is a cloud-based property management system software that manages reservations, guest services, and property assets. It targets small to medium-sized hotels, independent hotels, motels, and other hospitality entities.

Furthermore, the tool simplifies complex operations, helping you focus on guest satisfaction. So, among its strengths, are ease of use, mobile accessibility, and an array of integrations.

Pros

  • Ease of Use: The intuitive interface ensures that staff can adapt quickly, reducing training time.
  • Mobile Accessibility: The mobile capabilities mean you can manage your property from anywhere.
  • Array of Integrations: RoomKey PMS connects with multiple third-party applications, streamlining various business processes.

Cons

  • Limited Customization: The software lacks flexibility, constraining hotels that need unique solutions.
  • Reporting Hurdles: The reporting functions are less robust, making data analysis laborious.
  • High Learning Curve: For more complex features, the learning curve can be steep, demanding more from your staff.

Expert Opinion

When I compare RoomKey PMS to other hotel management systems in the market, it holds its ground in terms of basic functionality and mobile accessibility. However, on the downside, it lags in customization options and advanced reporting features. In terms of pricing, it tends to fall in the mid-range, but could offer more for what it charges.

In functionality, the software fares reasonably well but leaves room for improvement, especially when considering available integrations. Support team services are satisfactory but not groundbreaking and they do need upgrades. Onboarding is smooth enough, although the steep learning curve for some features might set you back initially.

My assessment suggests that RoomKey PMS is most suited for small to medium-sized establishments looking for a mobile solution with a reasonable set of features.

RoomKey PMS: The Bottom Line

As a matter of fact, what sets RoomKey PMS apart is its particular strength in mobile accessibility. Therefore, for establishments that require on-the-go management capabilities, this is an appealing feature. It also boasts a wide range of third-party integrations, which can be quite beneficial for hotels looking to streamline their operations without adopting a new suite of software.

Overall, its most noteworthy features lie in its user-friendly interface and mobile capabilities.

RoomKey PMS gives customers the ability to find, check-in and check-out in hotels.

RoomKey PMS Deep Dive

Product Specifications

  1. Reservation Management - Yes
  2. Guest Profiles - Yes
  3. Inventory Management - Yes
  4. Billing and Invoicing - Yes
  5. Check-In and Check-Out - Yes
  6. Housekeeping Management - Yes
  7. Reporting and Analytics - Yes
  8. Channel Management - Yes
  9. Event Management - No
  10. Loyalty Program - No
  11. Point of Sale (POS) - Yes
  12. Employee Management - Yes
  13. Guest Communication - Yes
  14. Maintenance Management - No
  15. Multi-Property Support - Yes
  16. Rate Management - Yes
  17. Third-Party Integrations - Yes
  18. Payment Processing - Yes
  19. Mobile App - Yes
  20. Key Card System Integration - No
  21. Food and Beverage Management - Yes
  22. Marketing Tools - No
  23. Spa and Activity Bookings - No
  24. CRM Functions - No
  25. Group Bookings - Yes

Features Overview

  1. Reservation Management: This is a core feature that offers an efficient way to book and manage rooms, making it indispensable for any hotel.
  2. Guest Profiles: The software lets you maintain detailed guest profiles, which can help in personalizing their stay.
  3. Inventory Management: Accurate real-time inventory management means less chance for overbooking or under-utilizing rooms.
  4. Billing and Invoicing: Makes financial processes efficient and ensures that there are fewer errors in billing.
  5. Check-In and Check-Out: Simplifies these critical guest touchpoints, reducing wait times and improving guest satisfaction.
  6. Housekeeping Management: Allows for easy tracking and updating of housekeeping duties, a pivotal part of room turnover.
  7. Reporting and Analytics: Though less robust than some competitors, it offers basic insights into various performance metrics.
  8. Channel Management: Provides a way to manage multiple online booking channels from one place.
  9. Point of Sale (POS): Can handle on-property sales transactions, which is a step above some competitors in the market.
  10. Employee Management: Gives you the ability to manage and schedule staff duties, aiding in efficient hotel operation and easier work for front desk employees.

Standout Functionality

  1. Mobile App: Unlike many competitors, RoomKey PMS has a mobile application, enabling management on the go.
  2. Guest Communication: It offers features for directly communicating with guests through the system, which is not always a given in this space.
  3. Third-Party Integrations: The range of third-party integrations is notably large, enabling you to connect various software platforms easily.

Integrations

  • Native Integrations: RoomKey PMS integrates with several third-party booking engines and POS systems.
  • API: Yes, RoomKey PMS offers an API, allowing for custom integrations.
  • Add-Ons: There are add-ons available that extend the capabilities in areas like advanced analytics and guest services.
RoomKey PMS review screenshot showing ability to make notes
RoomKey PMS allows the front desk employees to make notes about guests.

Pricing

  • Pricing upon request

Ease of Use

Navigating through RoomKey PMS is generally straightforward, with an interface that most will find intuitive. Onboarding isn't overly complicated, but certain features like advanced reporting do have a steeper learning curve.

Customer Support

Customer support is a bit of a mixed bag. Response times are decent, and a variety of channels are available, including live chat and webinars. However, the documentation could be more comprehensive, and some users report frustrations with receiving timely, effective support.

RoomKey PMS Use Case

Who would be a good fit for RoomKey PMS?

In fact, ff you operate a small business, from medium-sized to small hotels or motels and value the ability to manage your property remotely, RoomKey PMS fits like a glove. Additionally, most of its avid users appreciate the mobile app, which allows them to stay connected and make necessary changes on the fly.

The software also excels when it comes to third-party integrations, making it an ideal choice for establishments that rely on multiple software solutions but want to manage them from a single dashboard. Furthermore, regarding team size, this software handles the operational needs of a moderately-sized staff well.

Who would be a bad fit for RoomKey PMS?

For large-scale hotels or resorts with complex needs, particularly around customized reporting or event management, RoomKey PMS might disappoint. I find that the tool lacks in terms of robust analytics and reporting capabilities, so hotels that require in-depth analysis may find it lacking.

It's also not the best choice for properties that rely heavily on in-house events as a revenue stream, given its absence of dedicated event management features. Organizations with larger teams may also find the employee management features a bit limited for their scope.

RoomKey PMS FAQs

Does RoomKey PMS offer a mobile app?

Yes, RoomKey PMS offers a mobile app that allows you to manage your property from anywhere.

Is custom reporting available in RoomKey PMS?

RoomKey PMS does offer reporting, but it is less robust compared to some other hotel management software.

What types of properties is RoomKey PMS best suited for?

RoomKey PMS is ideal for small to medium-sized hotels, motels, and other hospitality entities.

Does RoomKey PMS offer third-party integrations?

Yes, RoomKey PMS offers a range of third-party integrations, from booking engines to POS systems.

Is there an API available for custom integrations?

Yes, an API is available for those who need custom integrations beyond what is natively supported.

Does the software include employee management features?

Yes, Roomkey PMS includes features to manage and schedule staff duties.

What are the limitations in terms of event management?

RoomKey PMS lacks dedicated features for event management, making it less suitable for properties that rely on in-house events.

Can I manage multiple properties with RoomKey PMS?

Yes, RoomKey PMS does offer multi-property support, although it's more geared towards small to medium-sized establishments.

RoomKey PMS Alternatives

  • Oracle Hospitality: This tool shines in enterprise settings where robust customization and advanced reporting are essential.
  • Cloudbeds: Best suited for small to medium-sized hotels, Cloudbeds stands out for its user-friendly interface and robust channel management. Know more about the tool in this Cloudbeds review.
  • MSI CloudPM: Known for its flexible pricing plans, this is a reliable option for hotels or resorts that have variable occupancy rates and need financial flexibility.

RoomKey PMS Company Overview & History


All in all, RoomKey PMS specializes in developing hotel management software, catering mainly to the needs of small to medium-sized hotels, motels, and boutique resorts. In fact, the company operates as a private tech firm laser-focused on the hospitality sector. Its headquarters is strategically located in Vancouver, Canada, serving a global clientele.

Although RoomKey PMS maintains a relatively low profile, its technical team brings substantial experience and expertise to the table in the realm of hotel management software. The company’s mission statement emphasizes its dedication to "providing intuitive and reliable hotel management solutions that empower hoteliers to deliver a seamless guest experience."

Founded in 2000, RoomKey PMS has made significant strides in the industry. Notably, it introduced mobile management features in 2015 and expanded its API capabilities in 2019 to accommodate more third-party integrations, strengthening its position as a competent choice for small to medium-sized properties.

Summary

In my comprehensive review, it’s evident that RoomKey PMS serves a particular niche within the hospitality industry—small to medium-sized properties. It provides a solid range of features including third-party integrations and mobile management capabilities. However, for larger establishments requiring in-depth analytics or robust event management, this might not be the best choice.

For those who find it a good fit, it's a reliable, albeit somewhat limited, tool that can meet your property management needs efficiently. Feel free to comment and share your experiences with RoomKey PMS, including your overall rating as I am always interested in user reviews.

By Cory Masters

Cory Masters is a dynamic professional with 10+ years of experience working across hotel and hospitality management, accounting, financial management, office management, and operations. She's passionate about elevating other professionals in the community, using her 4 years as an Assistant Hotel Manager at Four Seasons to share the lessons she's learned about managing guest interactions, reservations, hotel staff, hotel services, hotel management systems, and more.