HotelTechConsultant
Free checklist

Hotel Technology Checklist

Use this checklist to review each part of your hotel's technology, mark it Good, Needs Review or Missing, and pick the three problems to fix first. You do not need to finish it in one sitting.

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How it works

How to Use This Checklist

Mark each item Good, Needs Review or Missing. The goal is not a perfect score. It is to see where attention is needed.

Good Needs Review Missing
For each area, ask 01Do we have it?02Does it work?03Does the team use it?04Does it connect to our other systems?05Is it worth what we pay?
The checklist

Review Your Hotel Technology

Tap a status for each item as you go. Your answers stay on this page.

1

PMS and Front Desk

  • The PMS is reliable during busy periods
  • Staff can check guests in without extra manual steps
  • The PMS connects to booking, payment and guest systems
  • Reports meet management's needs
  • Staff do not rely on spreadsheets or workarounds
  • Self-service check-in has been considered where it fits
Partners that can help:MewsKiotel
2

Bookings, Direct Booking and Revenue

  • The booking engine is easy to use on a phone
  • Rates and availability sync correctly with the PMS
  • You can see where booking visitors drop off
  • Rates are reviewed using current demand and competitor data
  • Manual pricing tasks have been reduced where possible
Partners that can help:HotelzifyRezyListRamsi
3

Guest Experience and Room Access

  • Guests can reach the hotel on the channels they prefer
  • Guests can request services without calling the desk
  • Digital keys or mobile check-in have been considered
  • Room locks are reliable and room moves are easy to handle
  • In-room technology is actually used by guests
4

Housekeeping, Maintenance and Inspections

  • Room status updates reach housekeeping quickly
  • Maintenance requests are logged, assigned and tracked
  • Inspections are recorded digitally with photos
  • Corrective actions have owners and deadlines
  • The hotel is ready for brand inspections at any time
Partners that can help:hotelkitOditly
5

Staff Communication and Phones

  • Departments can share updates without chasing each other
  • Shift handovers are consistent
  • The phone system is reliable and connected to the PMS
  • Routine guest calls are not tying up staff
Partners that can help:Avalorahotelkit
6

Data, Reporting and Guest Data

  • Managers can see key numbers without building spreadsheets
  • Financial, operational and labor data are connected
  • Owners can compare properties if needed
  • Guest profiles are accurate and not duplicated
  • Guest data is protected and access is controlled
Partners that can help:Innrlydailypoint
7

Marketing, Reviews and AI Search

  • You know which channels bring bookings
  • Reviews are answered and recurring complaints are tracked
  • Review insights reach the right departments
  • Hotel and room information is accurate and consistent online
  • Your hotel can be found when travelers ask AI assistants
Partners that can help:CaletaRoomza
8

Safety and Security

  • Staff have a fast way to call for help
  • Emergency plans, contacts and shutoff locations are easy to find
  • Incidents are documented
  • In-room smoking, vaping or carbon monoxide can be detected
  • Staff are trained on the safety tools you have
9

Payments and Extra Revenue

  • Payments are reliable and reconcile without duplicate entry
  • Guests can easily buy extras such as parking, retail or upgrades
  • Ancillary revenue is tracked accurately
  • Opportunities such as EV charging or 24/7 retail have been reviewed
Partners that can help:Digit7Stay-N-ChargeOcra
10

AI and Automation

  • Each AI tool has one clear task and a measurable result
  • Staff can review or override what it does
  • It connects to your existing systems
  • You know how it handles guest and hotel data
11

Integrations, Vendors and Staff Adoption

  • Information is not entered more than once
  • Manual exports between systems are kept to a minimum
  • Renewal dates, prices and unused features are tracked
  • You can export your data if you change providers
  • Staff are trained, including new hires
  • You know why staff avoid any system they do not use
Prioritize

Decide What to Fix First

  • High priority

    Issues affecting guests, revenue, security, staff safety or critical operations.

  • Medium priority

    Improvements that cut manual work or improve reporting and communication.

  • Low priority

    Useful upgrades that are not causing a real problem today.

Worksheet

Hotel Technology Review Worksheet

Use this table to turn your findings into next steps.

AreaCurrent systemMain problemPriorityNext step
PMS and front desk
Bookings and revenue
Guest experience and access
Housekeeping, maintenance, inspections
Communication and phones
Data and guest data
Marketing, reviews, AI search
Safety and security
Payments and extra revenue
AI and automation
Integrations and vendors
The most important question

Which three technology problems cost your hotel the most time, money or guest satisfaction?

Start there. You may only need to fix one integration, replace one system or automate one manual task.

FAQs

Frequently Asked Questions

A structured way to review the systems a hotel uses across operations, guest experience, revenue, data and security.

PMS, bookings and revenue, guest tech, housekeeping and maintenance, communication, data, marketing, safety, payments and integrations.

At least once a year, and before budgeting, contract renewals, renovations or major system changes.

Watch for manual workarounds, poor integrations, slow support, weak reporting and systems staff avoid.

Rarely. Fix the biggest problems first, based on their impact on guests, revenue and staff time.