PMS/CRM connectivity
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      1. Documentation
      2. PMS/CRM connectivity

      Lean x Backyou

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

      Contents :

      Introduction

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

      💡 Backyou retrieves 24 months of data from the PMS from the date on which the data request is made. The API therefore limits the amount of data (availability and prices) that can be retrieved, and it is impossible to send bookings after this period.

      💡 The data flow from Backyou to Lean is one-way. Updates made on the PMS will not be synchronised on Backyou. We strongly advise you not to act on Lean until the file has been closed on Backyou.

      Backyou settings

      To ensure that the connection between the two platforms works optimally, it is essential to set the parameters. This documentation sets out the various configuration steps to be followed, accompanied by screenshots.

      Transmission of identifiers

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

      Before we can start setting up connectivity, we need the following 4 pieces of information to activate your account (open a ticket with Lean to obtain this information) :

      💡 Please allow around 2 weeks for your account to be activated, before you can begin the first connectivity tests. We will let you know as soon as your account has been created.

      From the PMS

      No specific settings in the PMS.

      From Backyou

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

      Price list consultation

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

      Capture Lean x Backyou Feb 19

      Automatic cancellation

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

      Capture Lean

      Product correspondence

      Configure the selection of correspondences between Backyou and Lean products for rooms.
      For each type of product, an indicator shows the configuration status: not configured, configured or partially configured:

      Capture Nov 02 Lean x Backyou

      For each product, select the default product and the default price. To save time, you can apply a selection to all the items in the list, using the "Apply to all" button.

      Pre-configuration of mapping filters :

      Ability to globally deactivate the sending of products to Lean. This means that when a reservation is sent to Lean, these products will be deactivated by default and therefore not sent to the PMS.

      Capture Lean Backyou Feb 21

      Features

      Check availability and rates from Backyou

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

      Capture Lean Backyou Feb 19

      💡Important : the calendar is only available for folders containing hosting.

      1. The calendar displays availability for the dates of the request:

        Capture décran Feb 19 from Lean x Backyou

      Synchronising files with the PMS

      Send a file from Backyou

      💡 Important : files that can be transferred to the PMS are files under option or reserved, for which the registration date has not been reached.

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

        Capture d

      2. Open the folder to be transferred to Lean, and the "Send to Lean" button ** will appear in the right-hand pane:

        Capture Lean x Backyou Feb 21

      3. Click on the "Send to Lean" button to display the reservation summary table:

        Capture Lean Backyou Feb 21 (1)

        This section gives you access to a range of information:

        • The list of products to be transferred to the PMS,
        • For each product and date :
          • Total price sent (excluding discounts -> applied at time of dispatch),
            quantity,
          • Availability on the PMS,
          • Correspondence on Lean: product / price (this information will be pre-filled if pre-configuration has been carried out beforehand),
          • Tick box to send (or not send) the product to the PMS,
          • Transfer status (Not sent, Sent, Error, To be updated) - additional information such as the date and time of the transfer is displayed on hovering over.
        • Availability can be updated using the "Update availability" button.

      2. In the drop-down lists in the "Correspondence to Lean" column :

         Select the Lean product corresponding to the Backyou product.

        Select the rate you wish to apply to this product for rooms only.

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

        ⚠️ It is not possible to send overbooked rooms from the Lean API. To avoid this blockage, you can subdivide your overbooking products directly from the quote, at the level of each product.

      3. Click on "Send reservation". You can follow the status of the transfer of your products to the PMS via the Status column on the right of the table.

        At the end of the process, the booking reference appears at the top of the pane:

        Capture décran Feb 21 Lean x Backyou

        As well as in the request header, to the right of the Lean pictogram:

        Capture Lean x Backyou Feb 21 (1)

      The group name is defined as :

      <Client Name><Checkin>-<File number>

      or if the Customer is associated with a Company

      <Company Name><Checkin>-<File number>

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

      💡 When a hotelier declines a booking in Backyou, the group is cancelled on Lean.

      💡 When a file is declined by the customer in Backyou, the reservation changes status to "Cancelled" on Lean if the option is active in the connectivity settings.

      Send a file without accommodation

      Possibility of sending a file without a room, with creation of a ‘without reservations’ group in Lean. The products will be transferred as a charge on the Lean invoice.

      • It will not be possible to remove all the accommodations from a file that has already been synchronized and keep only the charges. However, it will be possible to add accommodation.
      • When cancelling a file without accommodation from Backyou, the charges will be removed in Lean (invoice = €0), but the status of the group will not be changed (Lean limitation).

      Updating a folder from Backyou

      Once the file has been sent to the PMS, you can send the changes after an update in Backyou.

      List of possible updates :

      • Change of file status
      • Change quantity and price
      • Change check-in date
      • Add/delete nights

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

      After clicking on the update button on Lean, the transfer pane opens, and the list of products is displayed with a status of "To be updated", indicating that a modification has been made to one or more products and that it is possible to update them in the PMS.

      Capture Lean x Backyou Feb 21 (2)

      💡 You can check the transfer status of a file in Backyou at any time using the "Transfer Status" button.

      Capture Lean x Backyou Feb 21 (3)

      View a reservation on Lean

      1. Log on to the Lean back office and go to Bookings > Group bookings :

        Capture Lean x Backyou Feb 21 (4)

      2. Search for the reservation sent in the search engine using the various filters or in the global search engine using the Backyou reference **And select Created from the API in the Origin filter:Capture décran Feb 21 Lean x Backyou (1)

      💡 For groups sent as an OPTION, the status on Lean = Provisional. When they are confirmed from Backyou, the status is set to Lean = Confirmed.

      Sending payments

      The payment is sent from the Backyou payment schedule. When you click on the "Confirm payment" button, a pop-up window appears with the option of whether or not to send the payment to the PMS:

      Capture décran Feb 21 from Lean x Backyou

      Only one type of payment will be sent to the PMS ⇒ "Transfer".
      If you use BackyouPay, the payment will automatically be sent to the PMS. The default type of payment sent will be "Transfer".

      ⚠️ Attention : 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 bookings after this period.

      Overbooking

      Overbooking is not authorised via the API. We will therefore not send overbooked rooms from Backyou. You can use the "Subdivide" function in the quote/product.

      No company set-up

      No creation / association with a company when creating the contact (limitation of the API, which prevents us from checking the existence of the company).

      Only one type of payment available

      When sending a payment in the PMS, only one type is available via the API ⇒ transfer.