At a glance
| Cloud PMS | On-premise PMS | |
|---|---|---|
| Where it runs | Vendor-hosted, in a web browser | Server at the property |
| Upfront cost | Low: activation or setup fee | Higher: licence, server, installation |
| Ongoing cost | Monthly subscription | Maintenance contract, hardware replacement, IT staff |
| Updates | Delivered by the vendor | Installed by you or a technician |
| Backups | Handled by the vendor | Your responsibility |
| Remote access | From anywhere with a browser | Usually requires VPN or remote desktop |
| Multi-property | One login across properties | Often one installation per property |
| Internet outage | Browser access stops | Keeps working on the local network |
| Data location | Vendor's hosting | On your premises |
When cloud is the better fit
Most independent hotels, hostels, guest houses and small groups do not want to run servers. Cloud removes hardware, backups and upgrades from the property's job list, lets owners check the day's figures from anywhere and lets a group run several properties under one account.
When on-premise still makes sense
If the property's internet connection is genuinely unreliable and cannot be backed up, or policy requires data to stay on site, on-premise keeps the front desk running during an outage. The cost is owning the server, the backups and the upgrades.
Reducing the internet risk of a cloud PMS
- Use a backup connection, such as a mobile data router, for the front desk.
- Keep arrivals lists available from the most recent report.
- Choose staff apps that can queue work offline.
How bedsKey fits
bedsKey is cloud-only: nothing to install, it works in any modern browser, and it runs on managed PostgreSQL with automated backups. Each hotel group's data is isolated at the database level with row-level security. The web system needs an internet connection; the iOS and Android staff apps queue actions on the device when the signal drops and replay them safely without duplicates, so housekeeping and restaurant work is not lost.