Why Centralized Training and Onboarding Are Essential for Maximizing PMS Technology

How all-in-one property-management systems are streamlining operations and boosting employee retention

Hotels, often an oasis of comfort and reliable service in any market, are currently under pressure to meet guest expectations even as labor shortages persist. For independent operators, the best way to stay competitive is to invest in the right technology and ensure teams are trained to use it effectively. By centralizing hotel operations under an all-in-one PMS, hoteliers can simplify workflows, enhance service quality, and make onboarding more intuitive.

Hotels cannot afford to ignore the value of a properly trained workforce. Many properties remain understaffed today, with a 2024 report from law firm Schmidt & Clark finding nearly 3 million workers chose to leave their hospitality positions between January and April of last year. This places hospitality roughly 204 percent higher than the national average regarding turnover. Uncertainty is at an all-time high, and not meeting guest expectations risks negative reviews and losing future business.

Finding the right talent remains critical. While prior experience and tech familiarity are assets, the most important qualities for a new hire are a service mindset and a willingness to learn. Once identified, they need the right tools and training to succeed, starting with mastering the hotel PMS — the operational heart of the property.

So, the question becomes: How can training and onboarding be delivered naturally to workers through the hotel PMS?

Addressing Skill Gaps

Independent hotel owners must embrace short- and long-term training to bridge skill gaps and to give their workforce the comfort and flexibility to elevate guest interactions and improve problem solving. While technology does a lot of heavy lifting today for guest management, human oversight remains critical and errors are costly when staff aren’t fully trained. If a team member has the right mindset and a willingness to adapt, everything else can be trained for, with the right manager assessing them.

Frontline workers and their managers can mutually use the hotel PMS to deliver training insights, track worker progress, and offer refresher training. An all-in-one PMS is designed to collect the majority of work operations under one application, centrally. Operators can use the app to manage guest stays, oversee guestroom availability, communicate with other departments, and more. Hotels can avoid breakdowns in communication between departments and boost confidence, particularly for new workers through training and giving them a safe environment to practice for these events.

Learning Your Way

Everyone learns differently. Flexibility in training is critical. It’s not just about hitting brand standards; it’s about empowering workers to truly understand and engage with technology. Some employees thrive with hands-on practice; others prefer independent study. Offering a mix of training options, including e-learning modules, live coaching, and peer support, helps close skill gaps faster.

All hoteliers need to take training seriously in 2025 and beyond. Workers’ comprehension of their PMS’ capabilities dictates how well hotels maintain profitability and control for user errors. If your hotel has a star employee who requires extra assistance, providing them with live one-on-one training could help establish a long-term worker who will be an ongoing asset for your property. This includes transition assistance for onboarding new tech and refreshing past lessons.

Finally, consistency is key. Avoid overwhelming employees with frequent updates or last-minute changes. Plan training thoughtfully, communicate clearly, and give workers time to adapt. The goal is not just operational proficiency, it’s building a confident, capable team ready to deliver exceptional guest experiences no matter what challenges arise.

About the Author

Audrey MacRae is the Vice President of Maestro, the preferred cloud and on-premises PMS solution for independent hotels, luxury resorts, conference centers, vacation rentals, and multi-property groups. Maestro was first to market with a fully integrated Windows PMS and Sales & Catering solution and is continuing that trend with leading edge web and mobile based solutions encompassing all aspects of the operation. Platform and deployment independence present Maestro as an investment that will continue to grow and adapt as innovative technologies emerge.