PMS Integrations Guide

🌱Growth5 minutes

PMS Integrations Guide

Tier: 🌱 Growth Plan ($29/mo) and above
Time to read: 10 minutes

What are PMS Integrations?

PMS (Property Management System) integrations automatically sync your bookings, guests, and property data from platforms like Lodgify, Hostaway, and Booking.com into GuestLoop.

Benefits:

  • No manual data entry
  • Bookings sync automatically
  • Guest information captured
  • Access codes generated
  • Guidebook links sent automatically

Supported Integrations

Currently Available

Platform Status Sync Type
Lodgify ✅ Active Full sync
Hostaway ✅ Active Full sync
Booking.com ✅ Active OAuth
Guesty 🔄 Coming Soon Full sync

Integration Capabilities

Feature Lodgify Hostaway Booking.com
Booking sync ✅ ✅ ✅
Guest data ✅ ✅ ✅
Property sync ✅ ✅ ✅
Revenue data ✅ ✅ ✅
Auto-SMS ✅ ✅ ✅

Setting Up Integrations

Accessing Integration Settings

  1. Go to Dashboard → Settings
  2. Click "Integrations" tab
  3. You'll see available integrations

Connection Methods

Different platforms use different connection methods:

Method Platforms How It Works
API Key Lodgify, Hostaway You generate a key in PMS, paste in GuestLoop
OAuth Booking.com Click Connect, authorize in PMS
Webhook Some platforms PMS sends data to GuestLoop URL

Lodgify Integration

Prerequisites

  • Active Lodgify account
  • Lodgify API access (included in most plans)
  • At least one property in Lodgify

Step-by-Step Setup

Step 1: Get Your API Key

  1. Log in to Lodgify
  2. Go to Settings → API
  3. Click "Generate New API Key"
  4. Copy the key (save it securely)

Step 2: Connect in GuestLoop

  1. Go to Settings → Integrations
  2. Find Lodgify and click "Connect"
  3. Paste your API key
  4. Click "Verify Connection"

Step 3: Map Properties

  1. GuestLoop will fetch your Lodgify properties
  2. Match each Lodgify property to a GuestLoop property
  3. Or create new GuestLoop properties from Lodgify data

Step 4: Configure Sync Settings

☑️ Sync bookings automatically (every 15 minutes)
☑️ Import guest contact information
☑️ Import booking revenue data
☐ Auto-send guidebook SMS (configure separately)

What Syncs from Lodgify

Data Synced Fields
Bookings Dates, status, source, total price
Guests Name, email, phone, address
Properties Name, address, type
Revenue Total price, currency

Hostaway Integration

Prerequisites

  • Active Hostaway account
  • API credentials from Hostaway
  • At least one property in Hostaway

Step-by-Step Setup

Step 1: Get API Credentials

  1. Log in to Hostaway
  2. Go to Settings → API
  3. Note your Account ID and API Key

Step 2: Connect in GuestLoop

  1. Go to Settings → Integrations
  2. Find Hostaway and click "Connect"
  3. Enter Account ID and API Key
  4. Click "Verify Connection"

Step 3: Map Properties

Same process as Lodgify - match or create properties.

What Syncs from Hostaway

Data Synced Fields
Bookings All reservation details
Guests Full contact information
Properties Complete property data
Payments Revenue and fees

Booking.com Integration

Prerequisites

  • Booking.com Extranet access
  • Property listed on Booking.com
  • GuestLoop Business plan (recommended)

OAuth Connection

Unlike API-key integrations, Booking.com uses OAuth:

Step 1: Initiate Connection

  1. Go to Settings → Integrations
  2. Find Booking.com and click "Connect"
  3. You'll be redirected to Booking.com

Step 2: Authorize Access

  1. Log in to Booking.com if prompted
  2. Review permissions GuestLoop is requesting
  3. Click "Authorize"

Step 3: Return to GuestLoop

  1. You're redirected back automatically
  2. Connection status shows "✅ Connected"
  3. Initial sync begins

What Syncs from Booking.com

Data Synced Fields
Reservations Booking details, dates
Guest Info Name, email (when shared)
Property Listing information
Revenue Payout amounts

Important Notes

  • Some guest data may be masked by Booking.com
  • Commission rates (15%) are auto-detected
  • Sync frequency depends on Booking.com API limits

Sync Orchestrator

How Syncing Works

GuestLoop's Sync Orchestrator coordinates all integrations:

┌─────────────────────────────────────────┐
│           SYNC ORCHESTRATOR             │
├─────────────────────────────────────────┤
│                                         │
│  Lodgify ──┐                           │
│            │    ┌──────────────┐       │
│  Hostaway ─┼───▶│  GuestLoop   │       │
│            │    │   Database   │       │
│  Booking ──┘    └──────────────┘       │
│                                         │
│  Sync every: 15 minutes                │
│  Conflict resolution: Latest wins      │
│                                         │
└─────────────────────────────────────────┘

Sync Frequency

Integration Frequency Can Customize
Lodgify 15 min ❌
Hostaway 15 min ❌
Booking.com 15 min ❌

Manual Sync

Force an immediate sync:

  1. Go to Settings → Integrations
  2. Find your integration
  3. Click "Sync Now"

Access Codes & Integrations

Automatic Code Generation

When bookings sync from PMS:

  1. GuestLoop detects new booking
  2. Generates unique 6-character access code
  3. Attaches code to booking record
  4. Code is available for SMS/email

Using Codes in Communications

Your pre-arrival SMS can include:

Hi {guest_name}! Your guidebook for 
{property_name} is ready: {guidebook_link}

Access Code: {access_code}

Revenue Tracking

Automatic Revenue Import

Integrations capture booking values:

Source What's Captured
Lodgify TotalPrice field
Hostaway Total revenue
Booking.com Payout amount

Commission Detection

GuestLoop auto-detects OTA commissions:

Platform Default Rate
Airbnb 15%
Booking.com 15%
VRBO 10%
Direct 0%

Revenue Analytics

See your revenue data in:

  • Dashboard → Analytics → Revenue
  • Property → Revenue tab
  • Reports → Revenue Report

Troubleshooting

Connection Issues

"Connection Failed" Error:

  1. Verify API credentials are correct
  2. Check PMS account is active
  3. Ensure API access is enabled in PMS
  4. Try disconnecting and reconnecting

"Invalid API Key":

  1. Generate a new key in PMS
  2. Delete and re-enter in GuestLoop
  3. Check for extra spaces when pasting

"Rate Limit Exceeded":

  1. Wait 15 minutes before syncing
  2. This is temporary
  3. Automatic sync will resume

Sync Issues

Bookings not appearing:

  1. Check property mapping is correct
  2. Verify booking exists in PMS
  3. Check booking status (cancelled bookings may not sync)
  4. Try manual sync

Guest data missing:

  1. Some PMS mask guest data
  2. Check PMS privacy settings
  3. Guest may not have provided info

Duplicate bookings:

  1. Check if booking was manually entered
  2. Merge duplicate guest records
  3. Contact support if persistent

OAuth Issues (Booking.com)

"Authorization Failed":

  1. Clear browser cookies
  2. Try incognito/private browsing
  3. Ensure you have property manager access

"Token Expired":

  1. Go to Integrations
  2. Click "Reconnect"
  3. Re-authorize in Booking.com

Managing Integrations

Viewing Status

Integration dashboard shows:

Status Meaning
🟢 Connected Active and syncing
🟡 Syncing Currently updating
🔴 Error Problem needs attention
⚪ Disconnected Not connected

Sync Logs

View sync history:

  1. Go to Settings → Integrations
  2. Click on integration
  3. View "Sync Logs" tab

Logs show:

  • Sync timestamp
  • Records synced
  • Errors encountered

Disconnecting

To disconnect an integration:

  1. Click "Disconnect" button
  2. Confirm the action

What happens:

  • Sync stops immediately
  • Existing data is preserved
  • Can reconnect later

Best Practices

Initial Setup

  1. Start with one integration - Get it working before adding more
  2. Map properties carefully - Mistakes cause duplicate data
  3. Test with a few bookings - Verify data syncs correctly
  4. Configure auto-SMS after testing - Avoid sending to wrong guests

Ongoing Management

  1. Check sync status weekly - Catch errors early
  2. Review sync logs - Understand what's syncing
  3. Update API keys if prompted - Some expire periodically
  4. Keep PMS account active - Integration requires active subscription

Data Quality

  1. Use PMS as source of truth - Update booking data there
  2. Don't manually duplicate - Let sync handle it
  3. Merge duplicates promptly - Keep guest database clean
  4. Monitor revenue accuracy - Verify imported values

FAQ

Can I use multiple PMS integrations?

Yes, you can connect multiple platforms. GuestLoop will sync from all of them.

What if I have the same property on multiple OTAs?

All bookings sync to the same GuestLoop property. Use property mapping to consolidate.

Do cancelled bookings sync?

It depends on the PMS. Most sync cancellations, and GuestLoop updates the status.

How do I handle manual bookings?

Enter them directly in GuestLoop. They won't conflict with PMS bookings.

What if my PMS isn't supported?

You can import bookings via CSV. Contact us to request new integrations.

Is there a sync delay?

Maximum 15-minute delay from PMS to GuestLoop. Manual sync is instant.

Can I sync historical bookings?

Yes, initial sync imports past bookings (typically last 12 months).

Requesting New Integrations

Planned Integrations

  • Guesty (coming Q1 2025)
  • OwnerRez (evaluating)
  • Hospitable (evaluating)

Request a Platform

  1. Go to Settings → Integrations
  2. Click "Request Integration"
  3. Enter the platform name
  4. We'll notify you when available

Related Guides

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PMS Integrations Guide | GuestLoop Help Center