Overview
The PMS Automated Data Export Process allows reservation and guest information stored in your Property Management System (PMS) to be automatically transferred to Triparound on a recurring basis.
Once enabled, the export runs automatically and keeps your data in Triparound up to date without requiring manual updates.
To enable this process, the Business must configure three reservation-based reports within their PMS:
New Reservations
Checked-in Reservations
Canceled Reservations
These reports:
Must follow Triparound’s predefined column and field structure in CSV or TXT format.
Must include any updates to previously shared data.
Must be sent to Triparound via a designated email address at agreed-upon intervals.
Initial import
At the start of the integration, the Business must provide a one-time file containing all upcoming reservations (i.e., reservations with future check-in dates).
Key requirements:
The file is prepared and submitted by the Business before the integration is activated.
It must follow the same structure as the recurring reports.
It should include all future reservations at the time of submission.
Setup Instructions
Step 1: Create the Reports
The Business must generate the required PMS reports based on reservation status, such as:
New/Upcoming
Checked-in
Cancelled
Important:
All reports must follow Triparound’s exact field structure as outlined below to ensure they can be successfully imported into our system.
PMS Integration fields
These fields define the data elements that can be automatically populated in Triparound through the PMS integration.
Field Name | Description | Data Type / Format |
Hotel code | Unique hotel code as configured in the PMS | string |
Reservation’s creation date | Date when the booking or update was created | datetime (string format) - e.g., 29-APR-26 |
Reservation’s code | Reservation ID also known to the customer | string (must not contain invalid characters) |
Guest ID | Unique guest ID | string |
Guest’s first name | Guest’s first name | string |
Guest’s last name | Guest’s last name | string |
Guest’s email | Guest’s email | string |
Guest’s phone number | Guest’s mobile number | string |
Country ISO | Guest’s nationality (ISO format) | string - e.g., GR, GB |
Check in date | Reservation check-in date | datetime (string format) - e.g., 29-APR-26 |
Check out date | Reservation check-out date | datetime (string format) - e.g., 30-APR-26 |
Room number | Guest’s room number | string |
Number of adults | Number of adults | integer (sent as string) - e.g., 1, 2, 3 |
Number of children | Number of children | integer (sent as string) - e.g., 1, 2, 3 |
Reservation status | Status as configured in PMS | string - e.g., Checked-in, Active, Inactive |
Check in time | Guest's check-in time | time (string format) - e.g., 10:00 |
Check out time | Guest's check-out time | time (string format) - e.g., 22:00 |
More information on generating these reports can be found here.
Formatting rules:
To ensure proper data processing:
Empty fields must be sent as empty cells - not colons ( : ).
The file must use a pipe ( | ) as the delimiter - not spaces or tabs.
Reservation code requirements:
Triparound requires the exact reservation ID provided to the guest, regardless of booking channel (OTA, direct hotel booking, etc.).
This ID is used for guest validation. To prevent validation failures, the reservation code must:
Not be empty
Not include periods or other invalid characters
Updating reservations:
Any reservation changes - such as room moves, extended stays, early departures or other modifications - must be included in subsequent reports. This ensures Triparound always reflects the most up-to-date reservation status.
Maintaining accurate, current data supports a seamless experience for both guests and business users when managing or booking experiences and services through the Triparound platform.
Step 2: Set up the Scheduler
The Business must configure the PMS scheduler to automatically export the reports.
Scheduling steps vary by PMS vendor- each PMS has its own scheduling and export configuration process. The relevant setup instructions should be provided by the PMS vendor.
It is important that Triparound receives these updates regularly so that trip details and customer records remain accurate and up to date in the platform. This includes updates such as reservation status changes, room changes, or modifications to guest contact information.
To maintain accurate guest data, Triparound recommends:
New Reservations: once per day
Checked-in Reservations: hourly
Canceled Reservations: once per day
Step 3: Notify Triparound
To activate the integration process, proceed as follows:
Send an email to [email protected] containing:
The email address that will send the automated reports
The exact subject lines of the automated report emails
The delivery frequency of each report
This information allows Triparound to correctly identify and process incoming PMS data.
Example Email
Subject: PMS Integration – Report Delivery Details
Email Body:
Dear Tech Support Team,
Following the completion of the required actions to generate the reports and configure the scheduler within our PMS, we are providing the information needed to initiate the automated data export process.
The email address that will be used to send the report(s) is: [insert sending email address]
The subject line(s) of the email(s) will be: [insert exact subject lines]
The frequency of the report(s) will be: [e.g., New Reservations – Daily, Checked-in – Hourly, Canceled Reservations – Daily]
Please let us know if any further actions are required on our end.
Thank you
Important notes:
The sending email address acts as your system identifier.
If this email address changes at any time, you must notify Triparound so we can update the configuration and avoid processing failures.
Subject lines must match the agreed wording exactly.
Any deviation-extra spaces, missing characters, different capitalization-may prevent the reports from being recognized and processed correctly.
Triparound will then complete the internal setup and confirm when the Scheduler can be activated. Once activation is confirmed, the automated reports should be sent to [email protected] to trigger the import process.