How it works
The PMS Automated Data Export Process enables customer information stored in the PMS to be imported into Triparound.
To enable this import, there are specific tasks that need to be completed by the Business within their PMS environment. These involve generating and configuring three types of data reports:
New Reservations
Checked-in Reservations
Canceled Reservations
Each of these reports:
Must be in CSV or TXT format, following a predefined column structure provided by Triparound.
Should reflect any updates to previously shared data.
Must be sent to Triparound via a designated email address at regular intervals. The Business is responsible for defining and communicating this frequency to Triparound in advance.
Initial import
An initial import can also be carried out at the start of the integration. This is a one-time upload that includes all upcoming reservations (i.e., reservations with future check-in dates).
Important notes:
The Business is responsible for preparing and providing this file.
The file must include all upcoming reservations at the time of import (i.e., those with future check-in dates).
This is intended as an initial import to kick off the integration.
It should be shared with Triparound at the beginning of the integration process, just before the integration is activated.
The file should follow the same format and structure as the recurring reports.
How to set it up
Step 1: Create the Reports
The Business is responsible for creating the required reports within their PMS. These reports should be based on the reservation status, such as:
New / Upcoming Reservations
Checked-in Reservations
Cancelled Reservations
Regardless of the number or type of reports created, all reports must strictly follow the column and field structure provided by Triparound. This ensures consistency and compatibility with our system for successful data import.
Field Name | Description | Values |
Hotel code | A unique code as configured in your PMS | string |
Reservation’s creation date | Creation date of the booking or the update | string |
Reservation’s code | A code associated with the reservation that is also known to the customer | string |
Guest ID | Guest’s ID | string |
Guest’s first name | Guest’s first name | string |
Guest’s last name | Guest’s last name | string |
Guest’s email | Guest’s email | string |
Guest’s phone number | Guest’s mobile number | string |
Country ISO | Guest's nationality | =GR, GB,etc., string |
Check in date | Check in date of the reservation | = e.g. 29-APR-24, datetime |
Check out date | Check out date of the reservation | = e.g. 30-APR-24, datetime |
Room number | Guest’s room number | string |
Number of adults | Number of adults | = 1,2,3, etc, string |
Number of children | Number of children | = 1,2,3, etc, string |
Reservation status | Configured by your PMS | = e.g. Checked-in, Active, Inactive, string |
Check in time | Guest's check in time | =10:00, timestamp |
Check out time | Guest's check out time | =22:00, timestamp |
Important notes:
To ensure proper data processing, please keep the following in mind:
When a field is empty, Triparound should receive an empty cell, not a colon ( : ).
The delimiter must be a pipe ( | ), not a space or tab.
About the reservation code:
Triparound requires a reservation ID that the guest is aware of- regardless of whether the reservation was made through a travel agent or directly with the hotel.
It is essential that the reservation ID provided to Triparound exactly matches the one given to the guest. This ID may be used during the guest validation process and discrepancies could prevent successful validation.
Please ensure that the reservation ID:
Is not empty.
Does not contain periods or other invalid characters.
About reservation updates:
To maintain an accurate and up-to-date view of each guest’s stay, any updates to the reservations must be reflected in the existing reports. This includes, but is not limited to:
Room changes
Extensions of stay
Early departures
Ensuring that all modifications are included helps provide a seamless experience for both the guest and business users when managing or booking experiences and services through the Triparound platform.
Please refer to this article for instructions on creating the basic reports.
Step 2: Set up the Scheduler
The Business is responsible for setting up the scheduler within their PMS to automate the export of the required reports.
Please note that each PMS has its own scheduling and export configuration process. The relevant setup instructions should be provided by the PMS vendor.
It is important that Triparound receives these updates regularly so that trip details and customer records remain accurate and up to date. This includes updates such as reservation status changes, room changes, or modifications to guest contact information.
We recommend the following report delivery frequency:
New Reservations: Once per day
Checked-in Reservations: Every hour
Canceled Reservations: Once per day
Step 3: Inform Triparound
To initiate the process, proceed as follows:
Send an email to tech.support@triparound.com stating the email address, the email subject(s) and the frequency of the automated data export report(s).
Here’s an example of how your message could look:
Subject: PMS Integration – Report Delivery Details
Dear Support Team,
Following the completion of the required actions to generate the reports and configure the scheduler within our PMS, we are providing the necessary information to initiate the automated data export process.
The email address that will be used to send the report(s) is: [the email address]
The subject line(s) of the email(s) will be: [list of subject lines]
The frequency of the report(s) will be: [e.g., New Reservations – Daily, Checked-in – Hourly, etc.]
Please let us know if any further actions are required on our end.
Thank you
Important:
The email address used to send the report(s) will act as your account identifier in our system. If this address changes in the future, please notify Triparound immediately.
Once your email is received, Triparound will complete the necessary setup on our end and confirm when you may activate the Scheduler.
From that point forward, automated reports should be sent to integrations@triparound.com to trigger the import process in Triparound.