PMS/CRM connectivity
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      2. PMS/CRM connectivity

      Clock x Backyou

      Contents :



       

      Introduction


      Connectivity between Backyou and Clock PMS+ will enable you to check availability and prices for your products, and send group reservations and cancellations.

      Reservations concern rooms, meeting rooms and other services (meals, equipment rental, parking, etc.).

      The system recovers 24 months of PMS data from the date of the data request.

      Synchronization from Backyou to Clock only. Updates made to the PMS will not be synchronized to Backyou.

      PMS and Backyou settings



      To ensure optimal operation of the connection between the two platforms, parameterization is essential. This documentation presents the various configuration steps to be followed, accompanied by screenshots. 

      Transmission of login data

      At this stage, please tell us if you are attached to a multi-property account on your PMS.

      During the test phase, when setting up connectivity, we will need your Clock login information.

      API user
      API key
      Base Api Url (example: https://sky-eu1.clock-software.com/base_api/XXXXX/XXXXX) Pms Api Url (example: https://sky-eu1.clock-software.com/pms_api/XXXXX/XXXXX)


      PMS setup


      Configuring rooms


      For rooms, you'll need to define a room type, a billing model and a rate plan in PMS Clock.


      Define a rate plan:

      1. From the menu, select All Settings > Rate Plans :

      2. Add a new rate plan for rooms, and complete the form with the following information:

      In the next step (Rates), select the room type (created in the previous step), and enter a name in the Name**.** field.

      Select Base Rate ** for the rate type and enter a price:

      In the Packages section, select the billing template created earlier:

      Click Save to save.

      Then, in the menu at the bottom of the page, click on “Days” and enter a price for a period defined via the calendar:

      Configure meeting rooms



      Define a charge template:

      1. From the menu, select All Settings > Charge Template :

      2.     Créez un modèle de facturation pour les salles de réunion, et renseignez MeetingRoom au niveau du champ Text (champ obligatoire) :

      Configuring catering and other products


      A Charge Template must be defined for each product:

      1. From the menu, select All Settings > Charge Template :

      2. Create a billing template for each product by entering the product name in the Text field (mandatory), as well as the currency and VAT rate:

      Backyou settings


      From the Backyou main menu, go to “Venues > Products > Connectivity settings” - settings are specific to each hotel.


      Rate consultation (mandatory)



      Select from the list the PMS rates that can be used when transferring files, as well as in the availability calendar.

      Rates derived from Clock are also transferred to Backyou!

      This selection is mandatory in order to send a file to the PMS.

      You also have the option of selecting the default rate you wish to use for the consultation. 

      Transferring due dates

      Ability to send a payment to the PMS, once a payment has been confirmed from the Backyou schedule.

      Automatic cancellation

      You can choose whether or not to automatically cancel the file in the PMS when the customer declines the offer. 

      Product matches


      Configure the selection of correspondences between Backyou and Clock products for rooms, meeting rooms, catering products, other products and overall reduction. 

      For each product type, an indicator shows the configuration status: not configured, configured or partially configured.

      • For rooms -> product selection and default rate.
      • For meeting rooms -> selection of room and billing model.


      • For all other products -> PMS product selection.


      If you'd like to transfer your global discounts from your Backyou quotes, remember to create a “Discount” template load on Clock.

      To save time, you can apply a selection to all items in the list, using the “Apply to all” button. 


      Pre-configured mapping filters:

      Possibility to globally deactivate the sending of products to Clock. Thus, when a reservation is sent to the PMS, these products will be deactivated by default and therefore not sent to Clock.

      Features

      Check availability and rates from Backyou

      1. Open a file and click on the “Availabilities” button 
      The calendar is only available on folders containing hosting.

       

       

       

       

       

       

      2.     The calendar displays availability on the dates of the request, according to the tariff(s) selected in the connectivity settings:


      Synchronize folders with PMS


      Send a folder from Backyou


      1. From the list of folders in Backyou, click on the “Send to PMS” filter:

      2. Open the folder to be transferred to Clock, the “Send to Clock” button appears in the right-hand pane:     


      You can check the status of the transfer to the PMS using the “Transfer status” button at the bottom of the blue banner.

      3.     Click on the “Send to Clock” button, and a reservation summary table appears:

      In this section, you will have access to several items of information:

      • The list of products to be transferred to the PMS,
      • For each product and by date:
        • Total price sent (excluding discounts -> applied at time of shipment),
        • Quantity,
        • PMS availability,

      For rooms, an unavailability alert badge is displayed, with details of rooms already reserved hovered over:

        • Correspondence on Clock: product / tariff or billing model (this information will be pre-filled if pre-configuration has been carried out), 
          • Select the Clock product corresponding to the Backyou product.
          • Select the rate you wish to apply to this product for rooms only. For meeting rooms, select the Charge Template.
        • Check box to send (or not send) the product to the PMS,
        • Transfer status (Not sent, Sent, Error, To be updated) - additional information such as transfer date and time is displayed on hover.
      • Possibility of updating availabilities via the “Update availabilities” button.

      Send files as an option ⇒ only rooms or meeting rooms are sent via the creation of a block for rooms. When the file is confirmed ⇒ the block is cancelled, the room reservations are created (Bookings) and the additional products integrated as charges. In the transfer pane, check the “To be sent” box for each additional product to be sent. Meeting rooms are confirmed in Clock's Activity section.

      Important: prices sent to Clock will always be the same as those on the Backyou quote, regardless of the rate selected here.

      You can subdivide your products into overbookings from the quote, at the level of each product

      5.     Click on “Send to Clock”. 

      6.     At the end of the process, the reservation appears in the transfer pane, as well as in the request header, to the right of the Clock picto:

      The group name is defined as :

      BY-Firstname_Lastname-FILE_NUMBER

      Or

      BY-Company_Name-FILE_NUMBER

      A file that has already been synchronized can be sent back to the PMS after each modification to the quote.

      When a file is declined by the customer in Backyou, the reservation is set to “Cancelled” status on Clock if the option is active in the connectivity settings.

      When a folder is downgraded in Backyou, the group is cancelled on Clock.

      Updating a folder from Backyou

      Once a folder has been sent to the PMS, it is possible to send changes after an update in Backyou.

      List of possible updates:

      • File status change (option ⇒ confirmed)
      • Quantity and price modification
      • Change check-in date
      • Addition/deletion of nights

      Once the check-in date has been reached, it will no longer be possible to send updates to the PMS. 

      Sending global discounts


      If you wish to transfer global discounts from your Backyou quotes, remember to create a specific charge template on Clock.


      View a reservation on Clock

       

      1. Log on to the Clock back-office.
      2. From Events, search for the reservation you have sent in the search engine using the various filters, or in the global search engine using the Backyou ref (BY-ClientName-file_number) :

      3. Open the reservation using the OPEN button:


      4. Consult the various information concerning the file:
      • Example of a folder sent as an option with rooms and a meeting room:
        • Creation of an “Active” block (decreases availability),
        • Meeting rooms are added, with optional status.

      • Example of a confirmed file with rooms and a meeting room:
        • The block is cancelled,
        • The meeting room is confirmed,
        • Bookings are created,
        • The billing lines include all the elements of the Backyou quote.



      Send payments


      Each payment is attached to the customer.


      Payments are sent from the Backyou payment schedule.

      Several payment types can be selected: credit card, bank transfer, check, cash, voucher.

      If you use BackyouPay, the payment will automatically be sent to the PMS. The default type of payment sent will be “transfer” in this case.

      A payment cannot be cancelled from Backyou.

      Limitations

      Data recovery


      The system retrieves 24 months of data from the PMS from the current date. The API therefore limits data retrieval (availability and prices), and it is impossible to send reservations after this period.

      F.A.Q.

      The button to send/modify a reservation to the PMS is not displayed.

      CAUSE  SOLUTION
      The file has not been modified (quantity / price / status change).   Make a modification to the file and check that the button appears, or use the “Transfer status” button.

      The check-in date has been reached or exceeded.        		  You cannot send any more files once the check-in date has been reached.

       

      My reservation has been automatically cancelled

      CAUSE

      SOLUTION
      The file was under option until the day of cancellation.   To prevent option bookings from being automatically cancelled when the option expires, you need to deactivate automatic option cancellation in the hotel file settings (Venues > Venue file > Other settings) - see screenshot 1 below.
      The customer has declined the offer.      To prevent reservations from being automatically cancelled, uncheck “Automatically cancel the file in the PMS if the customer declines the offer” in the connectivity settings. - see screenshot 2 below

      Screenshot 1

      Screenshot 2

      Sending duplicate folders to PMS


      Synchronization of requests from Backyou to Clock only: a folder created in Clock will not be updated in Backyou. Thus, if this same folder is later synchronized from Backyou, it will create a duplicate in Clock.

      Some additional products are not synchronized

      If you notice that certain additional products have not been synchronized in the PMS, check that your folder is not optional.

      Some rates don't show up in Backyou

      Check your Clock settings.