Do you need a PMS? An availability calendar vs property management software

What a PMS does

A PMS is software for running rentals end to end. Features vary by product and plan, but most combine several tools that a host would otherwise use separately.

• A channel manager that keeps availability in step across booking sites.
• A unified calendar and inbox for all your bookings and guest messages.
• A website builder with direct bookings and online payments.
• Automation such as scheduled messages, cleaning tasks and check-in instructions.
• Reports, and on some plans owner statements for managed properties.

What an availability calendar does

An availability calendar combines the calendar links from your booking platforms and shows guests one view of your free and booked nights. You can put it on your website or share it as a link, and guests book on your listing as usual.

It does not keep your booking sites in sync, take bookings or process payments. Your bookings stay on Airbnb, Vrbo or Booking.com, which keep handling payments, messages and reviews.

A PMS and an availability calendar compared

They solve different problems, so compare them by the job you need done rather than by the length of the feature list.

What a PMS costs

Two popular options for small hosts, as listed on their pricing pages for one property when this guide was checked. Prices change, so confirm them before choosing.

• Lodgify: from $14 a month billed yearly for Basic, which has no website builder, or $26 a month billed yearly for Starter with the website builder.
• Smoobu: from €29 a month plus a 0.9% booking fee, or €35 a month without a booking fee, with the website builder on every plan.
• Costs usually rise with each extra property, and online payments can carry transaction fees.

When a PMS makes sense

A PMS earns its cost when you need the jobs it bundles together.

• You want guests to book and pay on your own website, not only on Airbnb, Vrbo or Booking.com.
• You list on several channels and need faster, more reliable updates between them than calendar links provide.
• You manage several rentals with co-hosts, cleaners or owners and want tasks and messages automated.
• You manage properties for owners and need statements and reports.
• You sell several identical units under one listing, which calendar links cannot coordinate.

When an availability calendar is enough

Many independent hosts never need the full system.

• You have one to a few rentals and guests book through Airbnb, Vrbo or Booking.com.
• You mostly want guests on your website, social pages or messages to see when you are free.
• You are happy managing bookings and messages in each platform's own app.
• You want to keep costs low while you find out what your business needs.

A middle path for small hosts

If you list on more than one platform, you can block dates between them without a PMS by connecting each platform's calendar link to the others. Then add an availability calendar so guests can see your free nights in one place.

Calendar links update on a schedule, not instantly, so there is a short window where a new booking has not reached the other platforms. If that risk grows with your bookings, that is the point to look at a channel manager or PMS.

1. 1

   Sync your platforms

   Connect each platform's calendar link to the others so a booking on one blocks the dates on the rest.

2. 2

   Show guests one calendar

   Add your links to an availability calendar and share it or put it on your website.

3. 3

   Review as you grow

   If you add rentals, channels or staff, revisit whether a PMS now saves you more than it costs.