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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. 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 child, 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. How RecepAI treats contact details read from the PMS is described in 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.

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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, RecepAI does not keep them.

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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?
  • 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 sent the welcome message. A guest who arrives after it can receive the welcome message when it is switched on for your hotel.
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.