apaleo onboarding (availabilities)

apaleo property code

To retrieve data for a specific property from apaleo, the property code is required.

Property code

identify the property code in apaleo's settings

Hotel room availabilities

To display the availabilities from apaleo in Eventmachine, the unit groups from apaleo have to be mapped to the options in Eventmachine. Also, apaleo's time slice name for overnight stays is needed.

Unit groups & time slice & options & rate plan

identify the relevant unit groups in apaleo
identify the time slice's name for overnight stays in apaleo
(if you have not applied any changes, "NIGHT" will be used)
determine the hotel room options set up in Eventmachine
confirm a rate plan is set up for the given time slice and unit group

Availabilities for meeting rooms & event spaces

Live availability of meeting rooms and event spaces are handled and displayed in Eventmachine if the resources from apaleo have been mapped to the options in Eventmachine.

Categories & options & rate plan

identify the relevant units groups for seminar rooms and event spaces in apaleo
determine the options for meeting rooms and event spaces set up in Eventmachine
confirm a rate plan is set up for each given time slice and unit group

Identify relevant apaleo categories for hotel rooms, meeting rooms and event spaces

Create mapping table

The apaleo unit groups have to be mapped to the Eventmachine options. We are happy to send you a pre-filled mapping table for further processing.

Please return your fully completed mapping table to support@eventmachine.xyz.

Mapping table (example)

1	apaleo code [hotel]	apaleo name [overnight time slice]
2	ROA	NIGHT

3	apaleo code [unit group]	apaleo name [unit group]	EVENTMACHINE option
4	SGL	Single	Single Room
5	DBL	Double	Double Room
6	SUI	Suite	Suite (for 1 guest)
7	SUI	Suite	Suite (for 2 guests)
8	SUI_SEA	Suite (sea view)	Suite (for 1 guest)
9	SUI_SEA	Suite (sea view)	Suite (for 2 guests)

10	apaleo code [unit group]	apaleo name [unit group]	EVENTMACHINE option
11	MEE_NOBEL	Meeting Room Nobel	Nobel
12	MEE_MUNICH	Meeting Room Munich	Munich
13	MEE_NEWY1	Event Space New York 1	New York I
14	MEE_NEWY2	Event Space New York 2	New York II
15	MEE_NEWY3	Event Space New York 3	New York III
16	MEE_NEWY12	Event Space New York 1+2	New York I + II
17	MEE_NEWY23	Event Space New York 2+3	New York II + III
18	MEE_NEWYOR	Event Space New York	New York

Time slices in apaleo

Define the required time slices in apaleo, analogous to the time slots used in Eventmachine. The start and end times should match as well.

This ensures that in apaleo a room or an event space is not considered "unavailable" for the entire day, although the resource should only be blocked half-day or only in the evening.

Correct apaleo time slices are also needed in case rooms are sold as hotel rooms overnight and as event space during the day.

Important note: In apaleo, double check that all event spaces and rooms are shown as available as expected for all time slices (navigation item "Availability"). If necessary, set up the required rate plans. The availabilities can only be forwarded correctly to Eventmachine's API if they are displayed correctly in apaleo.

Useful additional features for event specific use cases

Super Resources

The feature for resources that depend on each other.
What for?
Correct availabilities for event spaces that can be partitioned into smaller spaces, or whose availability otherwise depends on each other.

Resource Pools

The feature to link the availability of a single option in Eventmachine to multiple apaleo unit groups.
What for?
Correct availability of hotel rooms when one hotel room option in Eventmachine uses the availabilities of a pool of multiple hotel room unit groups in apaleo.

Multiple Assignment

The feature to link the availability of multiple Eventmachine options to a single apaleo unit group.
What for?
Correct availability for accommodations when a certain hotel room unit group in apaleo should be shown both as single and double room in Eventmachine.

Time Ranges

The feature to synchronize availabilities, if one resource is sold for different purposes at different times of day.
What for?
Correct availability when, for example, a suite is used as a hotel room overnight, and as an event space during the day.

Please contact our support at support@eventmachine.xyz, if one or more of the additional features above might be relevant for your apaleo integration, and should be set up.

Group bookings & blocks in apaleo

Based on a quote's status code in Eventmachine, blocks can be automatically written or tentative blocks can be confirmed in apaleo.

This functionality includes all connected resources like hotel rooms, meeting rooms or other event spaces.

	EVENTMACHINE status code [quote]	Action [in apaleo]	Update [on status code change]
A)	Quoted	no blocks	updating of possible previous data
B)	Optioned	group booking & tentative blocks	updating of possible previous data
C)	Confirmed	group booking & confirmed blocks	updating of possible previous data
D)	Declined	no blocks	updating of possible previous data
E)	Lost	no blocks	updating of possible previous data
F)	Canceled	no blocks	updating of possible previous data

Important note: By default, no data (blocks, folios or similar) are written to apaleo, even if a configurator is connected to apaleo, and the mapping is set up. This has to be activated first. Please contact support if you would like to use this functionality.

Additional features for 2-way integration

When writing data from Eventmachine to apaleo, all configured additional features are taken into account.

Super Resources

If "Super Resources" are set up, not only the resources included in the quote are blocked, but also all other relevant resources. Affected, other resources such as meeting rooms or event spaces are automatically set to "Out Of Order (OOO)" in apaleo.

Resource Pools & Multiple Assignment

If " Resource Pools" and / or "Multiple Assignment" are used, these functionalities are also taken into account when writing blocks to apaleo.