For Atwell Suites hotels, how often must the PMS hardware and software be replaced at a minimum?
Atwell_Suites Franchise · 2025 FDDAnswer from 2025 FDD Document
Hotels will operate a computerized property management system (PMS) that has been certified by SCH and must maintain the PMS in conformance with the Standards of SCH. The PMS must have a database schema and shell which is approved by SCH, in order for the interface from the PMS to the Reservation System to work correctly. Hotels will be responsible for establishing and maintaining proper application access control to align with Payment Card Industry Data Security Standards (PCI-DSS). Operating systems, database, and other programs must be maintained with current approved security patches that are fully supported by the software vendors. The PMS must be periodically updated and maintained to conform to SCH approved software versions, technology advancements and security requirements. This may require certain hardware and/or software components to be replaced or upgraded. At a minimum, the PMS hardware and software must be replaced at least every 48 months. PMS hardware includes server(s), workstations, printers, monitors, ups, back-up device, and associated network components.
Source: Item 8 — Restrictions on Sources of Products and Services (FDD pages 65–73)
What This Means (2025 FDD)
According to Atwell Suites' 2025 Franchise Disclosure Document, the PMS (Property Management System) hardware and software must be replaced at least every 48 months. This requirement ensures that the Atwell Suites hotels maintain a current and secure system for managing property operations. The PMS hardware includes servers, workstations, printers, monitors, UPS (uninterruptible power supply), back-up devices, and associated network components.
Maintaining an up-to-date PMS is critical for several reasons. It ensures compatibility with the Atwell Suites reservation system and adherence to Payment Card Industry Data Security Standards (PCI-DSS). These standards are essential for protecting sensitive guest data and preventing security breaches. Regular updates and replacements help to incorporate technology advancements and address emerging security threats.
For a prospective Atwell Suites franchisee, this requirement means budgeting for periodic replacements of the PMS hardware and software. While the FDD does not specify the exact cost of these replacements, franchisees should factor in these expenses when projecting their operating costs. It is also important to stay informed about approved software versions and security patches to ensure ongoing compliance with Atwell Suites standards. Franchisees should also be aware that they must enter into a Joinder Agreement with Hewlett-Packard Inc. ("HP") to obtain the PMS system hardware, software, and deployment services.