There may come a time when a hotel will decide to change their PMS (Property Management System) from what they are currently using to a new one. If this happens there is a procedure which will need to be followed for this to happen. During this procedure, the hotel needs to confirm reservation deletion and all reservations need to be removed from our database before a new connection can be made.
***Please remember the hotel can always go live with the new PMS at anytime, the mobile keys will not be live until Openkey makes the connection.***
Communication
- Notify OpenKey of the new PMS and make sure this is a PMS that integrates with OpenKey, a list of our integrated Property Management Systems can be found here Active PMS
- Once OpenKey has the request for the switching of the new PMS, we will set up a zoom call with the hotel and walk thru the steps needed (see Integration steps below).
- OpenKey will then send an email with specific information on the connection and the hotel will need to approve this request in writing. It is as simple as reply back to the email with Yes I approve the deletion of the current reservations.
- Once the old PMS integration has been deactivated, reservations are deleted, the new integration has been connected, OpenKey will then advise the hotel that the new PMS Mobile Key integration can be tested.
Integration Steps
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OpenKey will need to know the date you are looking to connect the new PMS and start the mobile key integration. This process could take up to 2 weeks depending on the PMS.
- The PMS needs to be disconnected either by the hotel or the PMS company
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OpenKey will need your permission in writing to permit us to delete all reservations currently in our database for the old PMS.
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Once OpenKey has the approval in writing, we will contact our Engineer team to remove the reservations on a specific date
- These reservations will need to be deleted as this may cause issues with future mobile keys sessions
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Once OpenKey has the approval in writing, we will contact our Engineer team to remove the reservations on a specific date
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Once the current reservations have been deleted, OpenKey can then connect the new PMS .
- The new PMS connection will need to be completed by OpenKey or hotel depending on the PMS
- All reservations from the new PMS will need to be added into OpenKey, some PMS's can do an initial push of all reservations, however please be prepared to push the reservations thru manually. This can be done by opening each reservation in your PMS and making a small change to it, this will then push the reservation into OpenKey HOST
- Any new reservations after the connection has been created will flow thru with no issues, it is just the current reservations in the new PMS that must be manually pushed into HOST
- Once the connection is completed, then OpenKey will need to test a reservation with the hotel to make sure the reservation is flowing into the Communication Tab in HOST, the session is being created and the keys are downloading.