A spreadsheet is an excellent accommodation system right up until it isn't. For a single building under about 120 beds with one person owning the file, it is genuinely hard to beat: it is fast, flexible, and everyone can read it.
The breaking point is rarely bed count alone. It is the number of people writing to the record. Once two sites, three shifts, and a maintenance contractor all need to update the same room, versions diverge and the sheet quietly stops describing reality.
Signs you have crossed the line: occupancy figures that need reconciling before a board meeting, deposit disputes where nobody can find the check-in photos, and compliance evidence assembled by searching an email inbox.
If you recognise those, the answer is not necessarily a large platform migration. Start with the single record everyone disagrees about — usually room status — and put that in one place first.
