Introduction 


Third-party PMS (Property Management System) integrations connect to ResDiary through a secure API. To establish this connection, the PMS provider requires API access to your diary. These integrations rely on ResDiary’s online availability, meaning any rules or restrictions applied to online bookings will also affect PMS availability searches and bookings. This includes: 

  • Covers per timeslot
  • Advanced booking restrictions
  • Closeouts
  • Channel restrictions
  • Custom rules

Understanding these dependencies is essential for ensuring smooth integration and accurate availability for hotel guests.

How PMS Integrations Work  


PMS integrations are designed to streamline the booking process for hotels. They allow hotel reception staff to reserve tables for guests directly from the PMS system, without needing to log in to ResDiary. Here’s what happens behind the scenes:


  1. API Connection
    The PMS communicates with ResDiary via API to check availability and create bookings.

  2. Unique Channel
    Each PMS integration uses a dedicated channel in ResDiary (e.g., “PMS” or the provider’s name). ResDiary Support sets this up during integration.

  3. Availability Search
    When reception staff search for tables in the PMS, the system queries ResDiary using the same rules as online bookings.

  4. Booking Creation
    Confirmed bookings are automatically pushed into ResDiary and tagged with the PMS channel for easy tracking.

  5. Promotions
    If promotions should be available via PMS, they must be linked to the PMS channel in ResDiary:

    • Promotions > Edit > Channels > Select PMS channel


This integration ensures a seamless experience for hotel staff and guests while maintaining consistency with your diary’s rules and restrictions.


For a full list of supported PMS integrations, visit: Integrations: POS/EPOS, PMS & More


FAQs

1. Which PMS systems can integrate with ResDiary?

For a full list of supported PMS integrations, visit: Integrations: POS/EPOS, PMS & More


2. Will I be able to control availability shown on PMS vs non-resident channels?

Yes. You can manage availability using Manage Bookings By Channel and Promotions. For advanced configuration, reach out to ResDiary Support.


3. Can promotions be booked via PMS?

Yes. Just ensure the PMS channel is selected in the promotion settings:
Promotions > Edit > Channels > Select PMS channel


4. Can I request a deposit for PMS reservations?

No. PMS channels are set to ignore payments.


5. Can we edit or cancel bookings via PMS?
Yes. Edits and cancellations can be made directly through the PMS system. Please note that the 'Stop allowing Edit/Cancel Bookings x mins in advance of booking' setting found in Settings > Online Settings applies


6. Can I prevent notification emails sending to hotel guests?

We can suppress confirmation emails, but it is not possible to prevent reminder, cancellation, or post-dining emails from being sent automatically by ResDiary. 


6.  Is it possible to connect multiple diaries to one PMS account

Yes. All PMS integrations support connecting multiple diaries to a single PMS account, except for Rezcontrol, which only allows one diary per account.

Troubleshooting PMS Integrations with ResDiary


1. PMS Shows No Availability 


Possible Causes:

  • Diary is not online
  • Closeouts applied to the diary.
  • Advanced booking restrictions preventing bookings within certain timeframes.
  • Covers per timeslot limits reached.

Fix:

  • Switch the diary online via Settings > Online > Settings
  • Remove closeout blocking availability.  If you want to keep certain times exclusive for PMS reservations (without showing availability to non-resident channels), please contact ResDiary Support for assistance.
  • Review Advanced Booking Restrictions under Settings > Services > Online Booking Restriction.
  • Review covers allowed per timeslot via Settings > Services > Edit Service > Yield Management


2. Availability in ResDiary differs from PMS


Possible Causes:

  • Because PMS integrations rely on online availability, there is likely a setting or rule in your diary restricting availability for the PMS channel.

Fix:

  • Review your diary configuration. Common culprits include:
    • Closeouts
    • Advanced booking restrictions
    • Channel restrictions
    • Covers per timeslot
Quick Tip: Diagnose PMS Availability Issues

Create an online booking widget in Promote > Widget Configurator, and set the widget to use the PMS channel.

Check availability on the widget:

- If the widget does not show expected availability, the issue is with your diary configuration. Review settings such as closeouts, rules, and channel restrictions.
- If the widget shows expected availability but PMS does not, the issue is likely with the integration. Contact your PMS provider’s support team for assistance.


3. PMS Bookings Not Appearing in ResDiary

 Possible Causes:

  • An unexpected error has occurred

Fix:

  • Reach out to PMS provider support

4. Promotions Not Appearing in PMS


Possible Causes:

  • Promotion not linked to PMS channel.
  • Promotion date/time restrictions.

Fix:

  • Go to Promotions > Edit > Channels and select the PMS channel.
  • Confirm promotion validity dates and times.

5. Editing or Cancelling a booking via PMs is not reflected in ResDiary


Possible Causes:

  • Diary does not allow 'online' changes to reservations
  • Unexpected error

Fix:

  • Review 'Stop allowing Edit/Cancel Bookings x mins in advance of booking' in Settings > Online Settings
  • Reach out to PMS provider support


 Support contact


  • For assistance with diary configuration:
    Email support@resdiary.com or raise a ticket via the Help button in your ResDiary account.

  • For all other issues related to the PMS integration:
    Please contact your PMS provider’s support team.