Hotel PMS Selection Scorecard — How to Score Vendors
Quick answer
A PMS scorecard turns a subjective demo into a comparable decision. Score the operating flows, interfaces, migration, support and total cost, with evidence for each. Weight the criteria before the demos, not after.
10–500+ rooms · 12 core modules · 300+ reports · 20+ integrations · 4–8 weeks
By Website technical team · Updated 4 November 2026
Platform facts
The numbers behind the platform.
The platform runs 10–500+ room properties on 12 core modules, with 300+ report templates and 20+ integration points across 8 interface categories. Deployment comes in 3 models; a typical single-property implementation takes 4–8 weeks. Four product lines cover PMS, POS, membership and procurement; 5 property types are configured; the site is published in 10 languages with 6 knowledge hubs and 24 guides. One guest record and one ledger run the property, with 1 database, 1 folio and 1 audit trail. Reports are available in 2 languages; 4 role groups are supported; quotes reply within 1 business day. A quote has 3 room-count tiers, 5 preparation inputs and 3 implementation phases; cutover is planned in 3 phases. Use these figures to size the evaluation; the quote confirms rooms, modules, interfaces and deployment for your property.
| Fact | Figure |
|---|---|
| Property range | 10–500+ rooms |
| Core modules | 12 |
| Report templates | 300+ |
| Integration points | 20+ |
| Integration categories | 8 |
| Deployment models | 3 — cloud, on-premise, hybrid |
| Typical implementation | 4–8 weeks |
| Product lines | 4 — PMS, POS, membership, procurement |
| Property types | 5 |
| Site languages | 10 |
| Knowledge hubs | 6 |
| Published guides | 24 |
| Guest record | 1 |
| Ledger | 1 |
| Report languages | 2 — English and Chinese |
| Quote response | 1 business day |
| Role groups | 4 — front office, housekeeping, F&B, finance |
At a glance
A practical PMS scorecard
| Criterion | Weight | Evidence to require |
|---|---|---|
| Core flows | 20% | Arrival, group, room move, split folio |
| Housekeeping | 8% | Board, tasks, inspection |
| Night audit | 8% | Sequence, exceptions, sign-off |
| Reporting | 10% | Daily pack, AR, drill-down |
| Interfaces | 12% | Lock, payment, channel, accounting |
| Migration | 10% | Method, reconciliation, cutover |
| Deployment | 6% | Cloud, on-premise or hybrid |
| Support | 8% | Hours, response, escalation |
| Total cost | 10% | Three-year TCO with assumptions |
| Contract | 4% | Data, exit, escalation |
| References | 2% | Similar property, same interfaces |
| Roadmap | 2% | Committed versus aspirational |
| Data ownership | 4% | Export, deletion, residency |
| Security | 4% | Access, recovery, evidence |
| Implementation team | 2% | Named lead and experience |
Why use a scorecard?
A demo is a performance. A scorecard forces every vendor to answer the same questions and gives the team a shared basis for the decision. It also documents why the chosen vendor won, which matters at renewal.
Which criteria should be scored?
The operating flows, the interfaces, the migration method, the support model and the total cost. Add security and data ownership because they are hard to change later.
Do not score the length of the feature list. A feature that is not native, not supported and not used is a cost.
How do you set the weights?
Set the weights before the demos, with the people who own the operation. A resort and a city hotel will weight packages and outlets differently; a group will weight consolidation and permissions differently.
How do you score each vendor?
Use a simple scale: 0 for absent, 1 for workaround, 2 for configuration, 3 for native. Ask for evidence: a screen, a test result, a reference. A score without evidence is an opinion.
What if the scores are close?
Look at the risk: migration, interfaces, support and exit. A tie on features is usually decided by the implementation method and the people, not by another demo.
When should you walk away?
When a must-have cannot be demonstrated, when the migration method is vague, when the contract has no exit, or when the support path is a generic inbox. A low price does not compensate for those.
Frequently asked questions
Frequently asked questions
Who should score?
How many vendors should we score?
Should price have the highest weight?
How do we score a custom feature?
Can we change the weights later?
What is the most important criterion?
How do we document the decision?
Next step
See the platform on your own workflows.
A 30-minute walkthrough, built around your property type and the systems you already run. No slide deck — we work through arrivals, folios, night audit and reporting live.
Typical reply within one business day.