A Beginner's Guide to Choosing Hospitality Software in the UK

Jamie Norman
11 Jan 2022
5 min read

If you're a newcomer to the hospitality industry, choosing the right software to manage your business can feel like traversing an intricate maze. With numerous choices, each touting unique features and benefits, it's not uncommon to feel a tad overwhelmed. This guide aims to provide clarity and support as you navigate the labyrinth of hospitality software options available in the UK.

Step 1: Identify Your Needs

To kick things off, it's essential to grasp the specific needs of your own business. Are you managing a quaint bed and breakfast, a bustling restaurant, or a sprawling hotel chain? Perhaps your endeavour is a catering service or a cosy pub. The size, scale, and type of your hospitality enterprise will significantly influence the kind of software you require. So, start by clearly outlining what your business entails and what you wish to achieve from the software solution.

Step 2: Understand the Basics

Broadly speaking, hospitality software falls into several categories. Here are the most common ones you'll come across:

  1. Property Management Systems (PMS): These comprehensive platforms handle daily tasks like booking, billing, and scheduling. They're typically used by hotels, B&Bs, and similar establishments.
  2. Point of Sale (POS) systems: A POS system is a must-have for any business that sells goods or services. It manages all transactions, from taking orders to final billing.
  3. Customer Relationship Management (CRM) systems: These systems manage all interactions and relationships with customers. They can help you improve customer service, retain customers, and drive sales growth.
  4. Reservation or Booking Systems: These platforms manage bookings and are a must for any hospitality business, allowing customers to reserve rooms, tables, or services online.

Get familiar with the basics of these systems and determine which ones are integral for your business.

Step 3: Explore Hopsy, Your All-In-One Solution

At this point, you're clear on your needs, have understood the basic types of software, and are ready to explore a comprehensive solution. That's where Hopsy comes into the picture. Born from real hospitality industry experience, safety compliance, and a user-centric technological approach, Hopsy offers an all-in-one platform that integrates all your hospitality management needs into one easy-to-use dashboard.

  1. Ease of Use: One of the distinguishing features of Hopsy is its straightforward, intuitive interface. The platform is designed for the end user's experience, aiming to simplify day-to-day operations and compliance management. Say goodbye to juggling multiple apps with multiple costs and multiple logins to manage. Hopsy provides everything you need in one place.
  2. Task Management: Hopsy's task management system is highly efficient. Create, assign, and schedule tasks to be carried out by any employee, then easily view any concerns raised during the process. This system allows for seamless communication and efficient task handling, ultimately leading to smoother operations.
  3. Labour Management: The platform takes a comprehensive approach to labour management, incorporating staff rota planning, clock in/out, leave requests, and even the ability to set pay rates if necessary. This holistic approach reduces the potential for miscommunication and increases staff efficiency.
  4. Document Management: Ever lost track of vital documents and certificates? Hopsy provides a solution for that too. You can store all of your important documentation in one place, with the added ability to add reminders for due dates or renewals.
  5. Food Safety: Keeping up with HACCP controls and necessary kitchen checks can be daunting, especially when you have a business to run. With Hopsy, you have a tool that ensures all your food safety measures are in place and up-to-date, including allergen control, satisfying even the most stringent Environmental Health Officer (EHO).
  6. Audits: Hopsy allows you to create and conduct scored audits across your business. You can capture photo evidence at the source and effortlessly create and share action plans to manage concerns through to resolution.
  7. Safety Management: Hopsy makes safety management more manageable than ever. You can complete your daily checks, create and share your risk assessments, and communicate staff policies for all employees to read and sign.

We bring you not just a software solution, but peace of mind. Once Hopsy is in place, you can relax knowing your business is running the way you want it to. And with real-time reports on exactly how your business is performing through dashboards and scores, you have a clear picture of your operation at all times.

Step 4: Check Software Features

Some vital aspects to consider include:

  • Usability: How easy is the software to use? Will your team be able to adapt to it quickly, or is there a steep learning curve?
  • Integration: Does the software integrate well with any existing systems you have in place? Compatibility with your current operations will save you a lot of time and hassle.
  • Customisation: Can the software be customised to meet your specific needs? Flexible systems are often more beneficial in the long run.
  • Support: What type of customer service and technical support does the provider offer?
  • Pricing: Last but not least, pricing. Is the software within your budget? Remember, cheaper isn't always better. Consider the value that the software brings and whether it is worth the investment.

Step 5: Read Reviews and Get References

Once you've examined the features, it's time to see what other businesses think. Reading reviews from other hospitality industry professionals can offer invaluable insights. Be sure to read a variety of reviews to get a balanced view.

Also, don't be afraid to ask providers for references. Speaking to existing customers can give you a clear picture of what it's like to work with the software provider.

Step 6: Test the Software

Many software providers offer free trials. Make the most of these. Testing the software gives you first-hand experience of its strengths and weaknesses and how it could fit into your operations.

Step 7: Make Your Decision

After all the research, testing, and reviewing, you should be well-equipped to make an informed decision. Remember, no software will be perfect, but the goal is to find a solution that best fits your needs and can grow with your business.

Choosing the right hospitality software for your UK business is no small task, but with careful consideration and thorough research, you can find a solution that streamlines your operations, enhances the guest experience, and drives your business forward. Happy hunting!

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