Hotsoft x Backyou

Connectivity between Backyou and the HotSoft PMS will enable you to check the availability and prices of your products, and send group bookings and cancellations.

Contents :

• Setting up the PMS and Backyou
  • Transmission of identifiers
  • Setting up the PMS
    • Configuring rates
    • Meeting room configuration
    • Restaurant configuration
  • Backyou settings
    • Marketing configuration
    • Consulting rates
    • Transfer of due dates
    • Automatic cancellation
    • Product matching
• Features
  • Check availability and rates from Backyou
  • Synchronise files with the PMS
    • Send a file from Backyou
    • Creating Contact/Company
    • Update a file from Backyou
    • View a booking on HotSoft
    • Send payments
• Limitations
  • Data recovery
  • It is not possible to send a file without accommodation
  • It is not possible to send an additional product outside the room/meeting room reservation range
  • Sending a free product => Check PMS configuration
  • Impossible to send global discounts

Reservations include booking rooms, meeting spaces, dining options (breakfast, lunch, dinner, etc.), and other products.

Sending payments to the PMS will also be possible.

💡 The system retrieves 24 months of data from the PMS starting from the date the data request is made. The API restricts the retrieval of data (availabilities and prices), and it is not possible to send reservations after this timeframe.

❗To create more than 3 meeting rooms (Function Rooms) and send food and other products (arrangements), you will need to subscribe to the Full Conference Hotsoft module.

💡 Syncing from Backyou to HotSoft only. Updates made on the PMS will not be synchronized back to Backyou.

PMS and Backyou Settings

To ensure the optimal functioning of the connection between the two platforms, proper configuration is crucial. This guide presents the various configuration steps to follow, complete with screenshots.

Transmission of identifiers

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

When setting up connectivity during the testing phase, we will need your HotSoft login information (to be requested from your HotSoft contact):

• The PMS is hosted in the Cloud:

  • Endpoint

    Exemple : https://hsapi.hoistcloud.com/{hotel}/HotSoftOpenAPI.svc

  • Username

  • Password

  • HotelCode

   

• The PMS is hosted locally:

  • Endpoint

    Exemple : https://IPADDRESS:8600HotSoftOpenAPI.svc

  • HotelCode (FR00XXXX)

  • Prerequisite for HotSoft: installation of the Open API module and adherence to the technical requirements.

Contacts PMS

Installation / Activation Request:

• If the hotel has not yet established connectivity with Planet's system: please contact Planet's sales representative for assistance.
• If the hotel has already subscribed to connectivity on the Planet side: projects.pms.fr@weareplanet.com

Request technical support/assistance for an already activated hotel:

hospitality.pms@hoistgroup.com

PMS Configuration

Rates Configuration

1. To create or manage rates on HotSoft, navigate to the Maintenance section and select Overview, then click on Price rate Maintenance > Overview > Price rate :

   

2. Next, click on Show > Show: All at the top left of the window:

   

3. To create a new rate, simply click on the "New" button and select "Flexible Rate" from the options provided:

   

4. A form is displayed, with several fields to fill out:

5. Click on the "Access" tab *(this tab allows you to make the rate available or not to partners) and check the following information:

• If the Access tab is empty, then the rate will be available for all partners, including Backyou.
• If the tab already contains a protocol, this means that the rate is only available for this one, so you will need to add the "GroupCorner" protocol to retrieve the rate for Backyou.

6. After creating the rate, you must set the period for which this rate will be available by clicking on "New" in the "Period" section:

7. Final step // configure the prices for each type of room:

Meeting Room Configuration

1. To create/manage meeting rooms on HotSoft, you need to go to the Maintenance > Configuration > Conferences > Function Rooms section:

   

2. Click on "New" to add a new meeting room :

3. And complete the information related to your meeting room:

4. And select at least one "Layout" per meeting room:

6. Click on "Save" to save the new meeting room.

Configuration restauration

You can set up the catering products by going to the "Configuration" > "Accounts" section and clicking on "Products":

F&B products are created as "Product Groups" and are identified by "FNB" codes.

1. Create a product group:

   A product group will be composed of "Products".

   Click on "New" and create the FNB  product group for example:

   

2. Create a product:

   Then create as many products as you need (breakfast, lunch, dinner, etc.) in the group created earlier.

⚠️ There must be at least one product associated with the product group.

Backyou Settings

⚠️  As part of NF525 (if it is activated in HotSoft), you will need to make the phone number mandatory for creating the client card (Settings > Customization > Forms > Default form > Settings).

From the main Backyou menu, go to "Venue > Products > Connectivity Settings" - the settings are specific to each hotel.

Marketing Configuration

Associate each Marketing entity with the corresponding entities in the PMS, and click on "Save":

 ⚠️ The fields "Project", "Segment" and "Method" are mandatory for sending the file.

Rates consultation

Allows you to select the rates that will be available in the availability calendar and/or the rate selected by default when displaying the calendar.

Transfer of due dates

Possibility to send a payment to the PMS, when a payment has been confirmed from the Backyou schedule.

You will necessarily have to choose the corresponding payment on HotSoft (with the possibility of defining a default type of payment):

Automatic cancellation

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

Product Correspondences

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

For each type of product, an indicator mentions the status of the configuration: not configured, configured or partially configured:

• For products of the "Rooms" type, you will need to select the product and the rate.

• For products of type "Meeting Rooms", you will need to select the room and the layout.
• For products of type "Catering" and "Other products", you will need to select the product.

To save time, there is the possibility to apply a selection to all items in the list, via the button "Apply to all".

Pre-configuration of mapping filters:

Possibility to globally disable the sending of products in the PMS. When sending a reservation to HotSoft, these products will be disabled by default and therefore not sent to the PMS. 

Features

Check availability and rates from Backyou

1. Open a folder and click on the "Availability" button:

 

2. The calendar displays availability on the dates of the request:

Sync the folders with the PMS

Send a folder from Backyou

💡 The files that can be transferred to the PMS are files under option or reserved, whose check-in has not yet been reached.

 ⚠️ It is not possible to send a file with only F&B (additional products). Only the files with accommodation or meeting room can be sent.

 ⚠️ It is not possible to send an additional product outside the set period for booking or the meeting room.

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

   

2. Open the folder that needs to be transferred to the PMS, the "Send to HotSoft" button appears in the right pane:

   

    

💡 Possibility to check the state of the transfer to the PMS using the "Transfer status" button at the bottom of the blue banner.

3. Click on this "Send to HotSoft" button, and a summary table of the reservation appears:

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

• The list of products to transfer to the PMS,
• For each product and by date:
  • Total price sent (excluding reduction —> applied when sending),
  • Quantity,
  • Availability on the PMS,
  • Correspondence on HotSoft: product / rate (this information will be pre-filled if the pre-configuration was done in advance). For meeting rooms, you will need to select the product and the layout.
  • Checkbox to send (or not send the product) to the PMS,
  • Transfer status (Not sent, Sent, Error, To be updated) - hover over to display additional information such as the date and time of transfer.
  • Additional information: the Project, Segment and Method fields are mandatory in order to send the file.
• Ability to update availabilities via the “Update availabilities” button.

4. In the drop-down lists in the "Match on HotSoft" column:

4.1. Select the HotSoft product that matches the Backyou product.

4.2. Select the rate you want to apply to this product for rooms and meeting rooms.

💡 Important : the prices sent on HotSoft will always be the prices present on the Backyou quote, regardless of the rate selected here.

 ⚠️ Overbooking rooms is impossible on the PMS. To avoid this block, you have the option to subdivide your products into overbooking directly from the quote, at the level of each product.

5. Click on "Send the reservation".

6. At the end of the process, the HotSoft reference appears at the top of the transfer panel

Also find this reference in the header of the file:

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

💡 When a file is declined in Backyou, the group is deleted on HotSoft if you have activated the option in the connectivity settings.

💡 When a file is declined by the client in Backyou, the reservation goes to the "Cancelled" status on HotSoft if the option is active at the connectivity settings level.

Creating contact / company

If the client is not associated with a company in Backyou, when sending the file in HotSoft:

• Creation of the Client in HotSoft if it does not exist (verification by email)
• The Resa Type of the reservation created with this contact ⇒ Individual.

If the client is associated with a company in Backyou, when sending the file in HotSoft:

• Creation of the Client in HotSoft if it does not exist (verification by email)
• Creation of a Business Contact profile (if it doesn't exist in HotSoft)

• Association with the client profile.
• The Resa Type of the reservation created with this company ⇒ Business.

💡If the client already exists in the PMS, we do not modify the association with the existing company.

Update a file from Backyou

Once the file is sent to the PMS, it is possible to send the modifications after an update in Backyou.

List of possible updates:

• Change in file status
• Modification of quantity and price
• Modification of check-in date
• Addition/deletion of overnight stays

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

Check a reservation on HotSoft

1. Log in to the HotSoft software.

2. Search for the reservation sent in the search engine using the Backyou ref or in the "Conferences" section:

   

   

For groups sent as an OPTION, the status on HotSoft = Provisional. When they are confirmed from Backyou, the status on HotSoft = Confirmed.

Reservation details:

• The rooms - Guest Rooms

• Produits F&B et autres produits - Arrangements :

• The Meeting Rooms - Function Rooms :

Calendar View : 

Send payments

Each payment will be attached to the customer.

The payment is sent from the Backyou payment schedule.

Several payment types can be selected.

⚠️ Don't forget to map payment types in the connectivity settings.

❗If you use BackyouPay, the payment will automatically be sent to the PMS. The default type of payment sent will be the one defined in the connectivity settings.

⚠️ A payment cannot be cancelled from Backyou.

Limitations

Data recovery

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

File cannot be sent without accommodation

The connectivity between Backyou and HotSoft does not allow a file to be sent without accommodation or a meeting room.

Additional products cannot be sent outside the room/meeting room reservation range

The connectivity between Backyou and HotSoft does not allow additional products to be sent outside the reservation range for a room or meeting room.

Sending a free product ⇒ check PMS configuration

To send a product with a value of 0, the product created in the PMS must have a default price of 0. Otherwise, the price entered in HotSoft will be used.
The connectivity between Backyou and HotSoft does not allow additional products to be sent outside the reservation range for a room or meeting room.

Global discounts cannot be sent

Global discounts cannot be sent to Asterio via the API.