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Channel Manager - PMS - Service Integration

Brief Summary​

This documentation explains the complete integration flow between Channel Manager (CM), Property Management System (PMS), and Service as middleware. This integration enables real-time synchronization of property data, room types, rate plans, inventory, and bookings between hotel internal systems and various Online Travel Agents (OTAs).

Integration Objectives:

  • Automatic synchronization of property, room, rate, and inventory data
  • Centralized booking management from multiple OTAs
  • Real-time availability and pricing updates
  • Streamlined operation workflow between CM and PMS

Integration Flow Diagrams​

1. High-Level Flowchart​

2. Swimlane Diagram with Actors​

3. Standard Integration Flow​

Detailed Integration Steps​

1. Channel Manager (CM) - Setup Property & Connectivity​

Step A: Setup PMS Connectivity​

  1. Login to Channel Manager → Menu PMS Connectivity → Create New Connection
  2. Fill Mandatory Fields:
    • Hotel Code: Select property to be integrated (e.g.: "Hotel ABC - PMS Cakra") (will be used by Service)
    • username: Username for CM access (will be used by Service)
    • password: Password for CM access (will be used by Service)

Example Data:

hotel_code : CM_HTL_001
hotel_name: Hotel Grand Plaza
username: hotel_grand_api
password: P@ssw0rd123!

2. PMS System - Channel Manager Configuration​

Step A: CM Connection Settings​

  1. Login PMS → Settings → Channel Manager
  2. Fill Credentials from CM:
    • Username: hotel_grand_api (from CM → PMS Connectivity)
    • Password: P@ssw0rd123! (from CM → PMS Connectivity)
    • Hotel ID: CM_HTL_001 (from CM → PMS Connectivity)
    • WSDL/Endpoint: [URL from CM]

Step B: Room & Rate Synchronization​

  1. Menu Room & Rate Sync → Setup Mapping
  2. For each Room Rate, fill:
    • Inv Code: PMS internal inventory code (e.g.: STD, DLX, STE) if using bed type Inv Code becomes (STD#DBL, DLX#SGL, STE#TWN)
    • Room Type Code: ⚠️ MUST BE UNIQUE - only 1 code per mapping
    • Dynamic Rate: Select rate option to be synchronized
      • Base Occ: Rate based on occupancy
      • Base Session: Rate based on session
    • Start Date: Rate activation start date (format: YYYY-MM-DD)
    • End Date: Rate deactivation end date (format: YYYY-MM-DD)
    • Online: Checkbox type, don't forget to check
  3. Room Type:
    • nothing needs to be added here, room type will follow PMS data

Example Mapping:

Room Type Name: Standard Room
inv_code: STD
room_type_code: STD001  // ⚠️ Must be unique, no duplication!
dynamic_rate: Base Sessions
start_date: 2024-01-01
end_date: 2024-12-31

⚠️ Mandatory Validation:​

  • room_type_code must be SINGULAR per mapping (no multiple allowed)
  • start_date <= end_date
  • Timezone must be consistent with CM
  • Make sure all room types to be sold online are mapped // ⚠️this is done in channel manager

3. Service Layer - Developer Task​

Langkah Developer: Register Property ke Service​

  1. Access the Service Admin Panel or API endpoint
  2. Register a New Property: 
    POST http://exp_lane/properties
    {
      "hotel_id": "CM_HTL_001",
      "hotel_code": "[CODE_FROM_PMS]",  // TODO: Get from PMS
      "unit_code": "[CODE_FROM_PMS]",  // TODO: Get from PMS → can be an empty string
      "hotel_name": "[ANY]",  // TODO: Can get from PMS or CM
      "username": "hotel_grand_api",      // From CM → PMS Connectivity
      "password": "P@ssw0rd123!",         // From CM → PMS Connectivity
      "WSDL": "http://exp_lane/cakra",
      "vendor": "CKHU", // From PMS
      "type_code": "CM", // Default CM
      "is_active": 1, // Default 1
      "interval": 20, // How many seconds the request runs, set to 20 seconds for best interval
    }

Required Data Mapping:​

  • From CM PMS Connectivity:

    • username → Service username
    • password → Service password
    • hotel_code → Service hotel_id
    • CM Endpoint → Service WSDL

  • From PMS:

    • Hotel Code → Service hotel_code
    • Unit Code → Service unit_code → can be an empty string

Sync Avail & Rate​

Once registered in CM, Service, and PMS, sync availability and rate can be performed as follows:

  • Sync Availability
    • Login to PMS → Room Type Availability
    • Click the Sync Availability button
    • Select the Room Type to be synced
    • Select Start Date and End Date // Used to send Availability for the desired date range (e.g.: 11-10-2025 to 11-10-2026), so the availability sent to CM will be from 11-10-2025 to 11-10-2026

Tugas Teknis Developer:​

Developer Technical Tasks:​

  • Credential Encryption: Store username/password securely
  • Retry Logic: Implement retry for failed API calls
  • Logging: Log all synchronization activities
  • Monitoring: Set up alerts for connection failures

Checklist Validasi Pre Go-Live​

Pre Go-Live Validation Checklist​

☐ Channel Manager Validation​

  • Property data is complete and valid
  • PMS Connectivity is properly saved
  • Username/password can be accessed by Service
  • Hotel ID is unique and consistent
  • Room Rate and Room Type are mapped

☐ PMS System Validation​

  • CM connection successfully established
  • Room type mapping is complete (all room types being sold)
  • Rate mapping matches pricing strategy
  • Date range is valid (start_date <= end_date)
  • Dynamic rate option is selected

☐ Service Integration Validation​

  • Property is registered in Service database
  • CM credentials are stored
  • CM endpoint is accessible
  • Retry logic and error handling are active
  • Monitoring and logging are running
  • Test sync CM → Service → PMS is successful

☐ End-to-End Testing​

  • Test create/update inventory from PMS → CM
  • Test booking notification CM → PMS
  • Test rate update PMS → OTA (via CM)
  • Test real-time availability update
  • Verify timezone consistency
  • Load testing for high-volume sync

Communication Template for Defvelopers​

Email Template: Request Property Registration​

Subject: [URGENT] New Property Registration to Service - Hotel [NAME]

Hi Developer Team,

Please help to register a new property to the Service with the following data:

**Property Information:**
- Hotel Name: [HOTEL_NAME]
- Hotel Code (PMS): [HOTEL_CODE]  // TODO: Coordinate with PMS team

**CM PMS Connectivity Data:**
- Username: [USERNAME_FROM_CM]
- Password: [PASSWORD_FROM_CM]  // Will be shared via secure channel
- Hotel ID: [HOTEL_CODE]
- WSDL/Endpoint: [ENDPOINT_URL]
- Vendor: [VENDOR_CM] // Cakrahub

**Request:**
1. Add property to Service database
2. Setup credential mapping (CM ↔ PMS)
3. Enable sync service
4. Perform end-to-end testing

**Timeline:** Go-live target: [TARGET_DATE]

Please confirm receipt and estimated completion time.

Thanks,
[EXP_LANE CAKRA]

Technical Notes & Best Practices​

Security​

  • API Access: Use HTTPS for all communication between services
  • API Key: Store API keys securely to make future management easier
  • Audit Trail: Log all data changes for auditing

Error Handling​

  • Check Logs: Every communication between CM and PMS, the data flow log is recorded in the service. You can track data here to find where the error occurred

💡 Tips: Always perform testing in the staging environment before production deployment. Coordinate with all stakeholders (Hotel Ops, PMS Team, Developer) to ensure smooth integration.