Planning your setup · By the Revio team
A practical checklist for moving hotel software
Prepare your room mappings, reservations and team before switching the daily work to a new system.
Agree what is moving
List the systems you use, the records each owns and what you want the new setup to handle. Separate active reservations from historical reports, guest records, room photos and accounting documents. An export containing bookings is not necessarily a complete history of the hotel. Agree what can be imported and what must remain available in the old system before setting a switch date.
Map what you sell to what you operate
Write down every room type, physical room or unit, rate plan and channel listing. Include occupancy limits, meal plans and restrictions. A channel may represent the same accommodation differently from your PMS. Check those relationships deliberately: a successful connection does not prove that the right rate reached the right room. Overlapping whole-property and individual-room listings need particular attention.
Reconcile future reservations
Compare arrival and departure dates, room types, guest counts, booking sources and commercial status. Keep booking references from the previous system so the team can trace a discrepancy. Review deposits and balances separately; importing a reservation does not automatically reconcile the hotel’s accounts or transfer a payment token. Ask which changes and cancellations must still be handled in the old workflow during the transition.
Rehearse with your team
Walk through a booking, a date change, a cancellation, a room move and a check-out. Ask housekeeping to update a room from the device they will use. Ask reception to find the result. Agree who can change rates, who can manage staff access and who will handle an unmapped booking or a failed channel update. A short rehearsal exposes questions that a feature checklist misses.
Make go-live a checked handover
Agree the owner of the switch, the cutover time and the checks for every connected channel. Keep a recovery plan and access to required historical records. In Revio, adding another Revio product later uses the existing shared records; moving from an external provider still requires this preparation. Bring an example export and the names of your current systems to a setup discussion.
Discuss your setup →