What is a hotel reservation system and why is it important?

When travelers make a hotel reservation, they expect a seamless experience, or they may decide to stay elsewhere. For hotels, meeting this expectation means moving away from manual processes and investing in booking software that allows travelers to book a room when they want on the channel of their choice.

Whether online or offline, behind every effortless booking experience is a fast, reliable, and fully integrated hospitality management system. Here we explain how hotel reservation systems work, the key benefits of an integrated platform, and what to look for when selecting reservation software. 

We’ll also show you how to harness this powerful technology to capture more reservations, streamline booking processes, save time and costs, and increase guest satisfaction.

How do hotel reservation systems work?

First, the hotel’s revenue manager loads the hotel’s rate codes, inventory, and restrictions into the system. The information is then populated into the PMS and distributed to the hotel’s booking channels with the help of channel management software. These channels may include the hotel’s website booking engine, online travel agencies (OTAs), the global distribution system (GDS), wholesalers, and metasearch sites.

When a traveler books a hotel room on one of these channels, the information is passed back to the reservation system and the PMS, where it is stored for retrieval when they check-in. At the same time, availability is updated on all distribution channels.

Of course, this process is contingent on two-way connectivity between the reservation system and the other components. If the components aren’t integrated, the revenue manager must perform these tasks manually, a time-consuming and error-prone process.

Hotel reservation system vs. booking engine

The terms “hotel reservation system” and “hotel booking engine” are often used interchangeably in the hospitality industry, but they actually refer to different things. A hotel reservation system is a central hub where reservation information is stored from all booking channels, whether by phone, OTA, GDS, sales department, or online booking engine. A website booking engine, also called an internet booking engine (IBE), is software that allows guests to make a reservation directly on the hotel’s website.

9 benefits of using hotel reservation software

While most sophisticated hotels have moved to a digital booking system, it’s still important to understand the importance of using a hotel reservation system whether you’re a large or small hotel. 

1. Meet traveler expectations

Travelers want to book a room without having to email the hotel or wait on hold. With a website booking engine, guests can make online reservations at any time, from anywhere – generating reservations while you sleep.

2. Increase efficiency

By automating tasks like rate shopping, inventory management, guest communication, and email confirmations, an integrated hotel reservation system reduces labor costs, prevents costly errors, and frees staff to handle more complex tasks.

3. Save on travel agent commissions

When guests book directly on your website, you don’t pay a hefty commission to an intermediary. That’s why direct bookings are typically a property’s most profitable booking channel.

4. Offer multiple booking options

You can advertise multiple room types, promotions, and packages on your website or social media channels, targeting a broad range of traveler budgets and tastes. Many third-party sites don’t offer this flexibility.

5. Generate more revenue

When travelers book on your website, you can upsell them to premium rooms and cross-sell onsite services and add-ons like breakfast, dining, spa, and recreation.

6. Build guest relationships before arrival

Most OTAs don’t share guest contact details when forwarding a booking. When guests reserve through your website, you collect this information directly. Using guest messaging tools, you can invite them to start planning their stay, upgrade their room, or order an amenity.

7. Reassure travelers and protect your bottom line

When travelers book through your website, they can make changes or cancel directly with your property, giving them peace of mind. As a lodging operator, you can implement deposit and cancellation policies as a safeguard in case of no-shows.  

8. Manage rates and availability in real-time

With a channel manager integrated with your reservation system, you can simultaneously update pricing and availability on all booking channels. This will help you increase occupancy, maintain rate parity, and prevent pricing errors, overbookings, and lost sales.

9. Automate your credit card payment processing

With a payment gateway connected to your booking engine, credit cards are automatically validated, and deposits are processed quickly, reducing input errors, delayed payments, and chargebacks.

Features to look for in a reservation management system

There are lots of options when it comes to choosing a hotel reservation system. To find the best software solution for your hotel operations, look for the following key features:

• An open, cloud-based platform that is easy to implement and maintain, is accessible from any device with an internet connection, and can scale with your business.
• Integration with your hotel’s property management software to provide automatic updates to guest information rather than manually transferring data from one platform to another.
• Two-way connectivity with channel manager and revenue management software to optimize distribution, and pricing, and avoid double bookings.
• A customizable, user-friendly, and commission-free booking engine to drive bookings across your website and social media channels.
• A built-in rate comparison widget to keep visitors on your website and give them the confidence they’re getting the best deal. 
• Built-in reporting and analytics with powerful data insights to help you understand purchase behavior and preferences.
• Language and currency functionality to help international guests complete reservations in their preferred language and currency.
• A secure system that adheres to privacy regulations and ensures guest information and payment details are safely stored.
• Customer support staff specializing in hospitality to help you address challenges and optimize your processes.

6 best hotel booking systems in 2025

Discover the top hotel software systems that receive high ratings from hoteliers.

1. Cloudbeds

Cloudbeds provides a cloud-based, fully integrated hospitality management platform with all the tools you need to ensure a seamless reservation process.

2. Amadeus

Amadeus offers comprehensive distribution and management solutions that centralize booking operations and enhance revenue management. 

3. Instant World Booking (IWB)

Gain more reservations with the IWB Booking Engine, an affordable yet customizable reservation system designed for hotels, hostels, or B&Bs. 

4. Mirai 

Mirai is designed to optimize the booking process for hotels with a seamless, branded booking experience that supports real-time availability and pricing.

5. SHR

SHR’s Windsurfer CRS is popular with hotel groups, offering revenue management software, a customer relationship management (CRM) system, and call center services.

6. SiteMinder

SiteMinder is a market-leading platform that comes with market intelligence and a top solution for optimizing pricing, rate plans, inventory, and channels.

Why choose Cloudbeds’ hotel booking system

Cloudbeds offers a fully integrated, cloud-based hotel reservation system designed specifically for independent properties. With Cloudbeds, you have all the core components needed to run your property and can also leverage a robust marketplace of integration partners to build your ideal tech stack. 

Everything from the PMS to the booking engine and channel manager is integrated, meaning bookings, rates, and availability are always in sync. There’s no need to switch between multiple software tools or deal with multiple vendors. 

With Cloudbeds, you can dynamically adjust rates across channels to maximize revenue and reach travelers wherever they may be online.