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With this method, Hotel Linkage connects to your PMS’s read interface and reads your in-house guest list on a schedule. RecepAI only reads. It never writes to your PMS. How it works, in one sentence: you and your PMS vendor provide access and the information on this page; Hotel Linkage assesses the interface against the conditions below and, once every condition is met, builds and operates the connection on the RecepAI side. Your PMS vendor’s part is access, documentation, and any support or change needed on the PMS side. This page is the list of what we need and the conditions the interface must meet. Send it to your PMS vendor as it stands.

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1. Access

The service account must be dedicated to RecepAI. A staff member’s own login stops working the day that person leaves, and the connection stops with it.
If your PMS restricts access by network address, tell us before the first connection attempt. A PMS with that restriction refuses the connection before it looks at the credentials. When the PMS response identifies a network allow-list refusal, RecepAI reports it separately from a credential problem; otherwise Hotel Linkage asks the PMS vendor to confirm the cause. Either way the addresses have to be allowed on the PMS side before anything else can be tested. Hotel Linkage provides the addresses.
If your hotel has more than one property in the same PMS, we need the identifier of each property we should read.

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2. The guest list

We read the list of guests currently in the hotel. The list must return one row per person, not one row per room, and each row must carry the following.
Children. For a guest under 18 at arrival, RecepAI keeps the surname and the age and does not keep the first name, the date of birth, the phone number or the e-mail address, even when the PMS returns them.
Contact details. A phone number or e-mail address read from the PMS is treated as the hotel’s record, never as proof that the guest holds it. Guests still confirm their own number before any personal information is shown to them, and no marketing message is sent on the strength of a PMS record. See Guest data protection.

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3. Reservation status and changes

Reading the in-house list on its own is not enough, and this is the condition most often missed. Every item below is required.
Why the in-house list alone fails. Many PMS products handle a room move as cancel the check-in, change the room, check in again. Between those two steps the guest is physically in the hotel and absent from the in-house list altogether — there is no row to read a status from. A source that still returns that reservation, now in an expected-arrival state, and a change mechanism that reports the cancellation, are what make the guest visible for the length of the gap. That is why these are conditions rather than preferences.

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4. What we do not keep

The following are not imported, not used and not stored by RecepAI:
  • Passport numbers and national identity numbers
  • Card and payment details
  • Folio and account movements
If your PMS can leave these fields out of the service account’s view, please do so. If the interface returns them anyway, they are discarded when the guest record is built and never reach the roster or a guest profile.

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5. Questions we will ask your hotel

These are answered by your operations team, not by the PMS vendor.
  • How does reception perform a room change in the PMS? (See the note in section 3.)
  • What is your standard checkout time?
  • What is the hotel’s time zone?
  • Does the read interface limit how often it may be called? RecepAI reads the list every 15 minutes.

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6. How the connection goes live

1

Assessment

Hotel Linkage reviews the interface documentation against sections 1–3 and tells you whether every condition is met, and what would be needed on the PMS side if one is not.
2

Access is confirmed

Hotel Linkage connects with the service account and reads the list once. A refused connection is reported to you with its cause.
3

Observation period

For a few days RecepAI reads the list without acting on it, so that the data can be checked for consistency: rows that appear and disappear, rooms that change, counts that agree with the front desk.
4

Go-live, together

On a day agreed with you, RecepAI starts serving the guests on the list. Guests already in the hotel at that moment are not messaged. A guest who arrives after it is eligible for the welcome message when the welcome message is switched on for your hotel, the guest is an adult, and a usable phone number is held for them. RecepAI checks eligible arrivals on its next scheduled welcome run. Being eligible is not the same as being messaged: a phone number shared by several guests is greeted once, a switched-off channel is skipped, and a messaging provider may refuse a send.
5

From then on

The list is read every 15 minutes. Arrivals appear on Active Guests; departures leave it.

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Who to contact

Send this page to your PMS vendor and give Hotel Linkage a technical contact on their side. We can speak with their team directly. Questions about the connection itself go to Getting help.