How to prepare for go-live day when switching to Mews PMS

Onboarding with Mews

The go-live tasks for properties are the steps you need to take to ensure a smooth transition to the Mews PMS. Mews strongly suggests consulting the go-live day procedures with your accounting and front office departments to ensure the day is planned effectively and reflects your specific financial and operational procedures. The process of changing a PMS includes transferring all stayover guest reservations and future reservations from the old PMS to Mews. This process typically takes place on your property’s go-live date.

 

Note: This article is for informative purposes only and your process may differ. You may handle actions in dissimilar orders, depending on your structure and business needs. You can also set up everything in advance and enable it on the go-live date. Mews strongly suggest that you consult the go-live day procedures with your accounting and front office departments.

 

In this article you can learn about the following steps for go-live day:

 

Step 1: Set up the cashier 

  1. In Mews Operations, go to the main menu  > Finance > Cashier.
  2. Enter your starting balance to allow your reception team to take cash payments in Mews.
  3. Click Close shift. 
  4. Enter the starting balance for each currency you accept. This closes the shift and the system registers your starting balance. 

A new shift is now open and your starting balance displays under your cashier. You can learn more about creating and deleting a cashier here or opening and closing a cashier shift here.  

 

Step 2: Set up Out of order spaces 

  1. In Mews Operations, click the Timeline icon on the Dashboard.
  2. Click the space you want to mark as Out of order.
  3. Click Out of order. 

Note: A supervisor should review this decision. 

 

You can learn more about out of order spaces here.  

 

Step 3: Review room statuses 

  1. In Mews Operations, click .
  2. In the Space status report, ensure room statuses are up to date, for example, clean, dirty, out of service, etc. Consult with your housekeeping team for accuracy. 

You can learn more about the Space status report here.  

 

Step 4: Create availability blocks 

Before the go-live day, create all your availability blocks so the system reflects your availability accurately. Mews does not transfer availability blocks during the reservation import.

 

You can learn more about creating availability blocks here.

 

Step 5: Import future reservations 

Once you have created all future reservations manually, you can also import these reservations into Mews by using the Mews import file. To do so:

  1. Import future reservations. You can learn more about how to import future reservations here.   
  2. Find and resolve any overbookings. You can learn more about overbookings here. 

Overbookings may occur even though you did not have any previously. Mews recommends you check all reservations for the next 5-10 days to avoid overbookings.  

 

Step 6: Import stayover reservations 

You may need to import stayover reservations which start before you switch to Mews PMS and end after. For example, if the go-live date is August 20th and a guest has a reservation from the 18th  to the 22nd.

You can learn more about importing stayover reservations here.  

 

Note:  

  • You need to assign all stayover reservations to the same room number as in your previous PMS. This can be done a day in advance, if all guests are checked in.
  • Mews provides stayover guests with two sets of invoices – one from the previous PMS and one from Mews. Mews advises to notify all your guests in advance. 
  • Once you import and assign all stayover reservations, you need to complete their check in. 

 

Step 7: Manage prepayments and balance transfers  

You need to manually post all the open balances from the old PMS into Mews using a unique payment type called External payment Cross settlement. Once the two systems are balanced, you can check out any in-house guests that are staying over from the old PMS.  Note: You can also use the Reservation import to transfer open balances as deposits or prepayments.

 

You can learn more about how to transfer payments to Mews here.  

 

Step 8: Set up printers and key cutters 

  1. Connect your printer. You can learn more about connecting printers here.
  2. Connect your key cutter integrations. You can learn more about key cutters here. 
  3. Test your printer and key cutter set up before starting check ins. 
  4. Check for error messages under Main menu > Queues > Device commands. 

 

Step 9: Review bills and invoices 

  1. Confirm that your bills and invoices have the correct format and number. After you close the first bill and invoice, check if the numbering is correct. You can find your closed bills in the Bills and invoices report. Note: If the numbering is incorrect, examine your counters.
  2. Print a bill and check the bill header, bill footer, and bill number. 

You can learn more about configuring your bills and invoices here.  

 

Step 10: Review integrations 

  1. In Mews Operations, go to the main menu  > Marketplace > My subscriptions.
  2. Ensure each integration is enabled. 

You can learn more about connecting and disconnecting integrations here.  

 

Step 11: Review channel manager 

  1. In Mews Operations, go to the main menu  > Marketplace > My subscriptions.
  2. Ensure the channel manager is enabled. 
  3. Monitor the channel manager extranet and Mews for the correct processing of new bookings.  

You can learn more about connecting channel managers here.  

 

This completes all the necessary steps before your go-live day. Contact your onboarding manager if you have any further questions.  

 

You can learn more about how new properties prepare for go-live day here.  

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