Hotel reservation system

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A hotel reservation system, also known as a central reservation system (CRS) is a computerized system that stores and distributes information of a hotel, resort, or other lodging facilities.

A central reservation system is a tool to reach the global distribution system as well as internet distribution systems from one single system. A CRS assists hotel managers in managing their online marketing and sales, allowing them to upload their rates and availabilities to be seen by sales channels that are using the CRS. Sales channels may include conventional travel agencies as well as online travel agencies.

Modules in a CRS include:

  • Reservations
  • Profiles
  • Groups and blocks
  • Rate and inventory control
  • Administration
  • Reporting
  • Global distribution interface
  • PMS interface

Information commonly stored in a CRS includes

  • Room types
  • Rate plans architecture
  • Room rates and conditions (guarantee, deposit, customized cancellation rules, minimum length of stay, maximum length of stay, closed to arrival, arrival not allowed, departure not allowed...)
  • Room inventories
  • Generic hotel information (address, phone number, fax number)
  • Distribution content (descriptions, amenities, pictures, videos, local attractions...) are stored in the CRS or in a content management system
  • Reservation information
  • Geocode information
  • Nearby IATA cities and airports


  • Individual, group, shared, and Multi-rate reservations
  • Add, change, and cancel bookings including multiple legs
  • Standard, package, negotiated, and group rates (via on screen button)
  • Multi-Currency rate displays
  • Sell messages dynamically linked to CRO office, property, rate or allotment code
  • Geographical and regional single or multi-property search
  • Property details including pictures, raster maps, rate and room type lists, nearby attractions, and point of interest information
  • Links to external context databases to provide in-depth property, rate, and room details


  • Individual guest, groups, corporate, source, travel agency, and wholesales profiles.
  • Multiple address and phone number capability for each profile
  • Membership or club numbers and tracking
  • Comparison and merging of profiles
  • Notation for special commissions for client, agent, or source
  • Relationship linking
  • Unlimited credit card numbers
  • Outstanding history statistics for past and future stays
  • Profile protection
  • Profile privacy
  • Secure privacy
  • Nightly process to identify duplicate profiles and merge them automatically

Groups and Blocks[edit]

  • Groups room control
  • Room inventory allotments with cutoff date or days
  • Elastic room limits to be sold out of general inventory beyond block
  • Tour series (recurring group stays)
  • Super Group Blocks -single group staying at multiple properties
  • Multiple rate assignments for shoulder dates
  • Blocks fully integrated with selling screen
  • Rooming list

Rate and inventory control[edit]

  • Single and Multi-Property availability display
  • Unlimited room classes and room types
  • Multi-level inventory control by room class and room type
  • Strategic overbooking levels
  • Unlimited number of rate plans
  • Detailed rate availability display
  • Rates in multiple currencies
  • Rates confirmed in multiple currencies
  • Flexible package price calculations
  • Negotiated Rates
  • Versatile tax calculations
  • Chain cross sell capability with schedule
  • Supports generic room types
  • Room and rate management and restrictions
  • Ability to open/close room types by rate code, property, room class, etc.
  • Central interface to yield systems and ability to update the properties with yield information via the Two-Way Interface (where supported)
  • Best available rates
  • Rates based on rates
  • Rate seasons
  • Unlimited number of guarantee, deposit, and cancellation policies, by property,


  • Transaction activity by agent and CRO
  • User definable Global Messaging display
  • On-line, written, or faxed confirmations
  • Multiple Chain (brand) definition
  • Brochure requests and on-line customer surveys
  • Extensive revenue and forecasting reporting
  • Security controls
  • Multiple time zone support
  • User definable Closing Script
  • Configurable Profile, Booking, and Display Information Screen layout
  • Multi-tiered source of business tracking
  • Multiple configurations to support regrets and denials
  • manage cancelation process


The CRS reporting system provides a number of standard reports. Additional reports can be created using the integrated report generator by your IT Specialist. System reports may be generated automatically and may be run daily, weekly, monthly, yearly or manually upon request. Reports include:

  • Expected Arrivals
  • Reservation
  • Property Forecast
  • Total Booking Activity
  • Stay Activity
  • Monthly Booking Activity Summary
  • Daily Booking Activity Summary
  • Property Detail
  • Property Detail - Room and Rate Information
  • Agent Activity
  • Automatic Allotment Release
  • Delivery Queue Purge

Global Distribution Interface[edit]

The CRS offers a GDS (Global Distribution System) interface that allows travel agencies and consortia to confirm bookings and send the information to their CRO. For example the Pegasus Switch gives access to travel industry users of these major applications:

Web-based PMS Interface[edit]

A CRS offer a two-way interface that allows the CRS to communicate with and exchange information between the CRS central database and the front office PMS (Property Management System) at each property. The two-way interface includes features that allows the CRS and PMS to work with the same information despite differing data structures and values.

See also[edit]