Check tour operator rooming lists against the PMS automatically
Every list sent to the agent inbox is checked against the PMS; the front desk only gets the differences.
- Trigger
- Email to the agent inbox
- Guide value
- ≈ 12 minutes per property and day (estimate)
- Systems
- PMS
- Team channels
Today
Compare rooming lists from Excel or PDF line by line with the group reservations in the PMS.
Afterwards
Every list sent to the agent inbox is checked against the PMS; the front desk only gets the differences.
How to set it up
- 01
Describe the task
In plain language, the way you would explain it to a new colleague. The description below is a starting point.
- 02
Review the first run
Discontinue shows you the result before anything runs on a schedule.
- 03
From then on it runs
On a schedule or when something happens. You can change it in chat at any time.
When a tour operator or agency sends a rooming list to your inbox (our partners’ domains are the allowed senders): read the list from the attachment, Excel, CSV or PDF. Find the group in the PMS and compare names, arrival and departure and room type for each room. Send the front desk only the differences: missing or extra names, other dates, other room types, and more or fewer rooms than in the allotment. If you can’t find the group, send the list to the front desk saying so. Don’t change any reservation. Reply to the sender only with a short confirmation of receipt.
Step by step in the documentation: Create an agent in chat.
What the result looks like
The agent works from your description and reports what it did and what is open.
What stays with you
The front desk decides what changes on the reservations. Discontinue changes no reservation.
- Matches
- 20 rooms
- Allotment
- list 22 rooms, PMS 24
- Room type
- 1 · single on the list, double in the PMS
Sample data. Your output uses your property’s data.
Systems and permissions
| Software, any one of them | Access | What for |
|---|---|---|
| PMS | read | Read group reservations with names, dates and room types |
| Team channels | write | Deliver the result to the team inbox or channel |
Apaleo
Oracle OPERA Cloud
Cloudbeds
Beds24
Hospitable
Slack
TelegramWhich data and actions are available depends on each system’s interface. When you connect a system you decide what is granted; every run is logged.
Frequently asked questions
Does the tour operator get the differences?
No. They get a short confirmation of receipt in the same thread. The differences go to the front desk; you decide whether and how to follow up.
Which permissions does “Check rooming lists” need?
PMS (Apaleo, Oracle OPERA Cloud, Cloudbeds, Beds24, or Hospitable): read, Read group reservations with names, dates and room types; Team channels (Slack, Microsoft 365, Google, or Telegram): write, Deliver the result to the team inbox or channel. When you connect a system you decide which areas and actions are granted. Everything else stays off-limits.
What happens when a rule does not apply?
Agents only work with the systems and actions you granted. Where a rule does not apply, a person decides, and every step is logged.