Introduction to room selling trends on OTA channels
In the digital era, having a presence on online booking platforms (OTA - Online Travel Agent) like Booking.com and Agoda is a must for any accommodation establishment, from small homestays to 5-star hotels. However, manually managing multiple platforms at the same time often leads to unnecessary mistakes. This is exactly when the OTA synchronization solution through a property management system (PMS) becomes more important than ever.
Why is it necessary to synchronize Booking.com and Agoda using a PMS?
Managing each sales channel separately exposes hotel owners to many risks. Below are the reasons why you should implement OTA synchronization immediately:
1. Completely eliminate Overbooking
Overbooking occurs when a room has been sold on Agoda but the system on Booking.com still shows it as available. When a double booking occurs, the hotel will have to compensate or relocate the guest, seriously affecting its reputation. With a PMS, when there is an order from one channel, the number of available rooms on all other channels will automatically decrease in an instant.
2. Save time and resources
Instead of having to log into each extranet of Booking.com or Agoda to update prices and close/open rooms, you only need to perform a single operation on the PMS software. This helps save up to 80% of daily administration time.
3. Revenue Optimization (Revenue Management)
The PMS system integrates a Channel Manager, allowing you to flexibly adjust prices based on seasonality or market demand across all channels simultaneously, helping to maximize profit.
How OTA synchronization via PMS works
The OTA synchronization process takes place through an Application Programming Interface (API). When a hotel connects its PMS with platforms like Booking.com or Agoda, the data flow will be transferred two-way:
- Outbound: PMS pushes information about room availability (Inventory), room rates (Rates) and booking conditions to OTA channels.
- Inbound: When there is a new booking from an OTA, customer information, check-in/check-out dates and revenue will be pushed back to the PMS to be recorded in the general management system.
Comparison table: Manual management vs. PMS synchronization
| Criteria | Manual management | PMS synchronization |
|---|---|---|
| Update speed | Slow (5-15 minutes) | Instantaneous (Under 2 seconds) |
| Overbooking risk | Very high | Almost zero |
| Operational staff | Requires many staff on duty | Only 1 manager needed |
| Data accuracy | Prone to human error | Absolute accuracy |
Steps to implement OTA synchronization for hotels
To start a professional OTA synchronization process, you need to follow these steps:
Step 1: Choose the right PMS software
Choose PMS software that has a built-in Channel Manager feature and is an official partner of Booking.com and Agoda (Preferred Partner). This ensures a stable connection and the fastest data transmission speed.
Step 2: Connect API with platforms
You need to provide your hotel's Hotel ID on Booking/Agoda to the PMS provider so they can initiate the connection request. After that, log in to the OTA's extranet to confirm management rights for the PMS.
Step 3: Mapping rooms and rates
This is the most important step. You must ensure that the room type on the PMS matches the room type on the OTA perfectly. For example: The "Deluxe Double" room on the PMS must be correctly mapped to "Deluxe Double" on Agoda.
Step 4: Testing and operation
After connecting, try changing the price or number of rooms on the PMS and check if the changes are reflected accordingly on the OTAs before officially going live.
Important notes when synchronizing OTAs
Although OTA synchronization brings many benefits, hotel owners need to note:
- Check the connection regularly: Sometimes network errors or system updates from the OTA side can disrupt the connection.
- Manage cancellation policies: Ensure policies on PMS and OTAs are consistent to avoid disputes with customers.
- Take advantage of reports: Use data from the PMS to analyze which channel (Booking or Agoda) is more effective to have an appropriate marketing strategy.
FAQ - Frequently Asked Questions about OTA synchronization
1. Is there a fee for OTA synchronization?
Typically, PMS providers will charge a monthly fee or a fee based on the number of rooms. However, this cost is very small compared to the money you save from minimizing errors and optimizing staff.
2. If the internet connection is lost, will the synchronization stop?
Most current PMS systems run on a Cloud platform. Synchronization takes place between the PMS server and the OTA server, so even if the computer at the hotel loses internet connection, the synchronization still occurs normally.
3. How many OTA channels can I synchronize at the same time?
Unlimited. You can simultaneously synchronize Booking.com, Agoda, Expedia, Traveloka, Airbnb... on a single PMS interface.
Conclusion
OTA synchronization using a PMS is no longer an option but has become a mandatory requirement to compete in the modern hospitality industry. It helps you professionalize operational processes, eliminate risks, and focus on improving the customer experience. If you are still managing manually, consider switching to a PMS system today to boost your revenue.
