5 hotel tasks you can automate with a PMS

Running a hospitality business takes energy, focus, and flawless organization. The daily to-do list is long and often repetitive: updating calendars, replying to messages, handling check-ins, sending communications, preparing reports... and it could go on forever.

Thankfully, there are now digital tools that can simplify and streamline many of these tasks. In particular, a modern, well-designed PMS (Property Management System) — like Ciaobooking — can make a real difference.

Here are 5 tasks you can stop doing manually starting today, thanks to automation.

1. Automating pre- and post-stay guest messages

How many times have you had to rush to write a welcome email, explain (yet again) how to access the property, or remember at the last minute to ask for a review after the guest checks out? Communicating with guests is a crucial part of the job — but it’s also one of the most repetitive and time-consuming.

With a PMS like Ciaobooking, you can finally free yourself from this routine without compromising on the quality of your communication. Set up pre-stay messages that are sent automatically at just the right moment, with all the useful details: how to get there, where to park, how to check in, plus tailored tips on local experiences and how to contact you if needed.

And once the guest leaves? No more copying and pasting thank-you emails — the system can automatically send a personalized message to thank your guest, ask for a review, or even offer a small discount for a future stay. You only need to write each message once — then forget about it (well, not entirely — it’s always smart to monitor how your emails perform and tweak them occasionally 😉).

You can also customize messages by booking channel: a guest who booked via Booking.com might need different information than someone who booked directly on your site. That way, your tone stays consistent with your brand, and every guest gets a more personal touch — without extra effort.

The result? Fewer slip-ups, more time for yourself and your business, and a smoother, more thoughtful guest experience. And if you want to go further, automation can also handle feedback surveys, upsell offers, or simple, heartfelt thank-yous that leave a lasting impression.

2. Syncing availability and prices across all OTAs

If you list your rooms or apartments on multiple platforms like Booking.com, Airbnb, or Expedia, you already know the struggle of managing calendars. One hour you update availability, the next you find a double booking. Panic sets in.

But avoiding this chaos is actually very simple: just use a channel manager integrated into your PMS. That means every time you receive a booking on one platform, the system automatically updates the availability on all the others. You don’t have to do a thing — it all happens in real time, without juggling browser tabs or constant checks.

And it’s not just about avoiding overbookings. From one single dashboard, you can manage rates, restrictions, minimum stay rules, and channel-specific conditions. A few clicks, and your prices are up to date everywhere.

Want to charge more on weekends? Raise prices when occupancy goes up? Offer early bird discounts? With Ciaobooking, it’s all easy — you set it once, and the system takes care of the rest.

In short: less manual work, less risk, and more control. So you can finally focus on smarter strategies (or just sleep better at night).

3. Digital check-in and automatic guest data reporting

If you operate a hospitality business, you know that handling bookings is only half the job — there’s also the bureaucracy. Every guest has to be registered, and their information sent authorities.

Doing it manually? A nightmare. Collecting documents, filling out forms, logging into government portals… it’s repetitive, time-consuming, and distracting.

But with a modern PMS, you can leave all that behind.

Before arrival, send guests a link for online check-in. They’ll fill in all the required details themselves and upload their ID. All you have to do is review and approve. The best part? Once collected, the data is automatically sent according to the standards set in your region.

So you stay fully compliant — with zero stress or wasted time. But it’s not just about convenience for you: digital check-in improves the guest experience too. No lines, no forms, no delays. Just a smooth, hassle-free process. And for properties with self-check-in (like many vacation rentals), it’s a must-have.

Bottom line: automating check-in saves you time every day, and makes your service more modern and efficient. Because even bureaucracy can be smart.

4. Daily, weekly, and monthly reports ready to analyze

How many times have you found yourself digging through endless spreadsheets, filters, and complicated tables just to figure out how many check-ins you have today or how much revenue you made this month?

Keeping track of your numbers is essential. But doing it manually, day after day, is exhausting—and let’s be honest, often frustrating. Every hour spent in Excel is time taken away from your guests or your business strategy.

That’s where a well-designed PMS comes in.

With a dashboard and automatic reports, everything you need is already there—no math, no copy-pasting. Every time you log in, you get real-time updates on:

• Arrivals and departures
• Room occupancy
• Daily, weekly, and monthly revenue
• Pick-up and booking trends

It’s like having a personal assistant working in the background, surfacing exactly the right data when you need it. The best part? You can filter by time period, booking channel, or room type with just a few clicks. It’s clear and intuitive—even if you’re not a numbers person.

Having this kind of visibility means making faster, better-informed decisions. Whether you’re adjusting prices for the August holidays or planning an offer to fill empty weekends, having a live overview lets you act instead of just react.

In short: with a PMS, your numbers finally speak for themselves—and guide your business forward.

5. Integration with accounting and electronic payments

If there’s one part of running a hospitality business that causes panic, it’s the admin side. During high season, the risk of errors and oversights goes through the roof.

An advanced PMS like Ciaobooking can take a huge weight off your shoulders by automating much of this process and finally making accounting more manageable.

You can, for example, automatically send invoices and electronic receipts directly from the platform—no need to create them by hand. If you use a payment system like Stripe, it gets even easier: deposits and balances are collected automatically, securely, and with full tracking.

And if you work with an accountant or use external accounting software, no problem. You can export all your financial data in a ready-to-use format that’s compatible with major accounting tools. No more copying and pasting, no more late-night payment hunts.

The result? Full control over income, deadlines, and documentation—even during peak season.

Bottom line: automating your accounting isn’t just about efficiency. It’s a way to ensure precision, security, and peace of mind every single day.

More tasks you can automate with a PMS

Automation doesn’t stop with the most obvious day-to-day operations. A modern PMS like Ciaobooking can also make your life easier by streamlining other tasks that may be less visible, but still impact your daily operations in a big way.

In addition to the 5 activities we’ve already covered, a modern PMS can help you:

• Automatically manage minimum stays based on season or room type
• Intelligently block dates in the calendar to encourage longer stays
• Generate personalized discount codes and promotional campaigns
• Automate review management with built-in tools for monitoring your online reputation

Bottom line? Automation doesn’t just save you time — it helps you work more strategically, more efficiently, and with a clear focus on growth.

Why choose a PMS like Ciaobooking

Not all property management software is created equal — and more importantly, not all speak your language. Choosing a PMS like Ciaobooking means choosing a system designed specifically for the needs of hospitality businesses.

Ciaobooking is made for hosts. And that comes with some real benefits:

• Customer support that speaks your language — a team that understands your context and your day-to-day challenges
• Native integrations to meet legal requirements, like automatic reporting
• Electronic invoicing that’s compliant with tax laws, no need for third-party software
• A simple, intuitive interface that works even if you’re not tech-savvy — no overwhelming menus, no confusing tutorials, just the tools you need, when you need them

Plus, Ciaobooking is backed by a development team that listens to hoteliers and hosts, and is ready to turn feedback into real solutions.

So, automation isn’t just about saving time — it’s about freeing up energy, reducing mistakes, and focusing on the guest experience. With a PMS like Ciaobooking, automation becomes accessible, practical, and tailored to the needs of hospitality professionals.

Every feature is designed to simplify and optimize your workflow. You don’t need to adapt to a generic system, this is a system that adapts to you.

Request a free demo and see how Ciaobooking can transform the way you run your business.