How to Avoid Overbookings with OTA-PMS Integration
Nothing ruins a guest's stay and your reputation faster than an overbooking. The worst is that, if a tired traveler comes to your place after a long journey, arriving at your hotel only to find their room doesn't exist. This scenario isn't just a minor inconvenience. It's a potential disaster for your business. This might mean that this will not only happen once but may happen from time to time, but you still don’t solve it. If you have a PMS to help you manage your business, you can prevent these scenarios from happening.
Overbookings usually cause very embarrassing results. They lead to immediate refunds, negative online reviews that can scare future guests, and even penalties from OTA platforms. But no worries, through this guide, you will learn how PMS synchronization keeps your inventory accurate and your guests happy, ensuring a smooth and professional operation.
Why Overbookings Happen
Understanding the root causes of overbookings is the first step in preventing them. Here are some common reasons to know about:
Manual Updates
Manually updating room availability across multiple platforms will often cause errors. A simple typo or missed update can lead to a false booking record in your system.
Sync Delays
If there’s a lag in system integration, the PMS might not immediately reflect real-time OTA bookings, leaving room for accidental overbookings.
OTA Glitches
Some technical issues on major OTAs may also cause discrepancies between their systems and yours. These mistakes can lead to unexpected overbookings.
Last-Minute Bookings
The rise of instant bookings means rooms can be reserved at any time. If your systems aren’t perfectly synchronized, you might not catch these bookings in time.
How OTA-PMS Integration Prevents Overbookings
A good connection between your system and OTA channels is the easiest way to prevent double bookings. Here's why it works so well:
Real-Time Two-Way Sync
This is what makes the system work well. When someone books or cancels a room on sites like Booking.com, your PMS system will receive the info immediately - and the other way around, too. This instant back-and-forth means you'll never lose track of which rooms are available.
Centralized Inventory Control
A good PMS gives you one simple control center for all your bookings. Instead of jumping between different OTA platforms, you can update your room availability and prices from one central hub, making mistakes much less likely to happen.
Automated Alerts
A good PMS will warn you when you're running low on rooms or if something doesn't add up so you can fix problems before they happen
Key Features to Look for in a PMS
When choosing a PMS, pay attention to these key features. They are usually the must haves:
Real-Time Channel Manager
This feature updates all your connected OTAs within seconds. Look for a system that has rapid and reliable synchronization.
API-Based Integrations
API integrations are far more reliable than manual uploads or your Excel sheets. APIs allow systems to communicate directly and instantly, minimizing the risk of errors and delays.
Overbooking Protection Tools
A good PMS software will stop selling rooms on OTAs when you're running low, so you never accidentally overbook. There are often certain features in the PMS to prevent that from happening.
Audit Logs
These logs track every update between your system and booking channels, making it easy to find and correct any sync problems.
Step-by-Step: Setting Up Your PMS to Prevent Overbookings
Here's a practical guide to setting up your PMS to prevent overbooking from happening:
Choose a PMS with Reliable OTA Integrations
Look for a PMS that is certified or has a connection to top OTA channels. This indicates a strong and reliable integration.
Connect All Your Distribution Channels
Make sure all your booking sites (like Booking.com, Expedia, Agoda and Trip.com) are properly linked to your PMS. This full connection keeps all your room availability updated automatically across every platform.
a on some OTAs when only 1 room's left.
Test the Sync
After setting up your integrations, audit the availability on a special date to ensure the real-time updates are functioning correctly.
Monitor Regularly
Regularly check your PMS logs for any missed synchronizations. Usually, the overbookings are recorded in the PMS system. Regular checks can help you catch and resolve issues before they become problems.
Common Mistakes That Cause Overbookings
Avoid these common mistakes to keep your inventory accurate:
Using Multiple Systems
Running two separate systems leads to mix-ups. One complete system works better.
Ignoring OTA Updates
OTAs frequently update their API requirements. Staying informed and updating your PMS accordingly is crucial.
Overriding Auto-Closures
Don't manually reopen sold-out dates in your system - it could create double bookings.
Staff Training
Ensure your staff understands how the PMS and OTA integrations work. Proper training is essential for smooth operations.
Best Practices for Ongoing Prevention
Implement these best practices for continuous overbooking prevention:
Audit Your OTA Listings Monthly
Check your OTA listings regularly to make sure they show the right room availability. It can be every day, every month or even every hour.
Use a PMS with Built-In Alerts
Choose a PMS that provides alerts for synchronization failures. Usually, it’s a must-have feature in the PMS system.
Train Staff on handling the overbookings
Teach your staff how to fix booking mix-ups when they happen.
Avoid Last-Minute Manual Overrides
Rely on your PMS's synchronization systems rather than manual overrides.
Regularly Update Your PMS Software
Keep your PMS software up to date to ensure you have the latest features and security patches. If you are using cloud-based PMS, no need to update it manually – your provider handles upgrades automatically, so you always get the safest, newest version.
When to Upgrade Your PMS
If you are facing the following scenarios, it might be time to upgrade your PMS:
You're Still Using Manual Spreadsheets
Manual recording using spreadsheets is quite traditional and inefficient. They often lead to errors and you don’t even know about them.
Sync Errors Happen from time to time
Frequent synchronization errors indicate a problem with your current system. If that happens, you may need to consider upgrading your PMS or getting another one.
You're Expanding to New OTAs
Your current PMS might not support integrations with new OTAs. Usually, more connections to channels mean more bookings.
Your Current PMS Lacks Real-Time Updates
Delays in updates can lead to overbookings. Make sure the bookings between the PMS system and OTA channels are synchronized in real time.
Conclusion & Next Steps
Overbookings might be a nightmare if you are still operating manually. But it doesn’t mean that it’s unavoidable. It’s preventable if you use a PMS system, and it should be the right OTA-PMS Integration after careful selection. By understanding the causes and through careful selection with the knowledge of PMS system, you can effectively prevent the overbookings from happening.
So, follow the guidelines in this article and evaluate your current system’s synchronization capabilities if you have one. Or select a PMS system on the market to replace your manual operations. Also, try out a PMS with a free trial to experience the real-time synchronization before you officially select the final PMS you want to use.