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PMS Integration

LodgeBeam integrates with Property Management Systems to ingest occupancy data, reducing manual data entry and keeping housekeeping aligned with front-desk operations.

How It Works

The PMS bridge is file-based. Your PMS exports occupancy data as files, and LodgeBeam imports them:

PMS Export → File Upload → Data Decoding → Occupancy Update → Task Generation

Supported Format: ASSD

The ASSD (Automatic Stay Status Data) format is currently supported. This is a structured file format used by some PMS systems to communicate:

  • Departures for the day
  • Housekeeping status updates
  • Room occupancy changes

Import Process

Step 1: Upload

A manager or admin uploads the PMS export file through the LodgeBeam interface.

Step 2: Decode and Verify

LodgeBeam processes the file:

  • Each row is decoded and validated
  • Room codes are matched to your property's spaces
  • Any unmapped rooms are flagged for resolution
  • The system records every row for audit purposes

Step 3: Apply Changes

After verification, the import is applied:

  • New stays are created
  • Check-outs are processed
  • Occupancy data is updated
  • Housekeeping tasks are generated based on changes

Step 4: Audit

Each import run is recorded with:

  • File contents (every row)
  • Success/failure status per row
  • What actions were taken
  • Timestamp of import

Room Mapping

Before PMS integration works, your PMS room codes must be mapped to LodgeBeam spaces:

PMS Room Mappings

Each mapping connects:

  • PMS Room Code — The code your PMS uses (e.g., "101", "DORM-A-05")
  • LodgeBeam Space — The corresponding space in your property setup

Managing Mappings

  1. Go to PMS Room Mappings in configuration
  2. For each PMS code, select the matching LodgeBeam space
  3. Save — mappings take effect immediately
  4. Review and update mappings when property changes occur

Handling Unmapped Rooms

When an import contains room codes not yet mapped:

  • The system flags these as conflicts
  • You can resolve them by creating new mappings
  • Unresolved rows are logged but not applied

Import Runs

Each upload creates an Import Run with full details:

  • File name and upload time
  • Total rows processed
  • Successful rows
  • Failed rows with errors
  • Conflicts requiring resolution
  • Actions taken (stays created, check-outs processed)

Review import runs regularly to catch issues early.

Best Practices

  • Run PMS imports at consistent times (e.g., after the night audit)
  • Review import runs for errors after each upload
  • Keep PMS room mappings up to date — especially after property changes
  • Check for unmapped rooms after the first few imports to complete your mapping set
  • Use the audit trail to verify that imports are working correctly