How it works
The Automated Data Export functionality is used to synchronize data (Reservations and Stays) of your Customers from your PMS with your Triparound account. Information about Reservations, Check-ins, Check-outs, and Customer records are transferred as a CSV file on a set frequency (hourly, semi-daily, daily) depending on how your IT team has set the export functionality.
Customer Records in Triparound
Creation of new Customer Record
Triparound Customer records are created and updated using the Guest ID property of the PMS as a unique identifier.
More specifically, if the Automated Export from your PMS includes a Guest ID that has not been previously registered in your Triparound account, then a new Customer is created in Triparound using the following details from the PMS export:
First Name
Last Name
Email
Phone Number
Nationality / Country of Origin
Guest ID (not displayed on the Triparound Dashboard)
Special case:
When no email has been registered in the PMS export for the Customer, a new Customer record is created in Triparound with a dummy email, for example: d1cc6607a1a569aad9928fbbcd97f6f6@triparound.com
Updates of Customer records
Updates to properties of your Triparound Customer records can occur by a new PMS export, a new Booking, changes from the Guest profile. For the scope of this article, we will focus updates related to PMS functionality. Within this scope, Triparound Customer records are updated using the Guest ID property of the PMS as a unique identifier.
The following rules apply for updates to properties of your Customer records in Triparound:
If an existing Customer record is registered in your Triparound account, and a Booking has previously been made for this Customer, either directly from the widget or from the Triparound Dashboard by your team, then the email property of that Customer is locked and cannot be changed during the Booking process. In such cases, you can change the Customer email from the Guest Profile, within the Customers section.
When a new Reservation is created for an existing Customer then this is registered as a new Stay in Triparound. For more information about Stays, please refer to section “2. Stay Records in Triparound”
When the PMS export includes a new Customer record with a unique Guest ID value that has not been registered in your Triparound account, but with an email that has already been registered in your Triparound account then our system automatically creates a new Customer record with a dummy email in the form of 1000.00001234.queries@domain.com, where:
[1000] is your hotel code as registered in Triparound systems.
[00001234] is the Guest ID code as stated in the PMS Export
[queries@domain.com] is the email that has already been associated with a different contact in your Triparound account.
Example: Most room bookings coming from OTAs usually include a generic email in the form of: something@OTAdomain.com. This would cause issues with the Triparound system, where the email of a Customer is a unique identifier for his ancillary services Bookings. Thus, we overcome this issue with the practice described above.
4. When new records regarding the Room Numbers of an existing Reservation of an existing Customer are received, our system adds these Room Numbers to the specific reservation.
Example: If John Doe (Guest ID: 1) has a registered Reservation, with ID: 100, and Room, with Number 200, and our system receives an update that the Reservation with ID 100 for John Doe (Guest ID: 1) has a different registered room, then that room is added along with Room Number 200 to John Doe’s Stay.
Stay Records in Triparound
For every Reservation included in a PMS Export a new Stay is associated with the Triparound Customer or an existing Stay is updated. For this functionality, the Reservation Number of the record in the PMS export is used as a unique identifier. A Stay can include one or more rooms, and includes information about the following:
Reservation Number
Room associations – one or more rooms associated with the Reservation:
Room Number
Number of Adults
Number of Children
Best Practices to Keep the Integration Functional
Make sure that the information about Guest IDs, Reservations, Emails, and Room Numbers are registered correctly in your PMS.
Train your team to make sure that they replace generic OTAs emails when they encounter them. For example, on the 3rd step of the “Book Now” process in the Triparound Dashboard. A good practice is to make sure to update generic PMS records during the check-in of your Guests.
For more detailed information please refer to: