Interface Mapping

When Stay is integrated with ACRS, users can associate the special request codes (SRCs) sent for a reservation from ACRS with the service codes configured in Stay.

For example, when a code, S1, is sent for a reservation from ACRS and if the code is associated with Pet in Stay, then pet services are enabled for the reservation.

Users can import the special request codes in Stay using a template. The imported codes are then matched with the codes received for reservations from ACRS and the associated services are enabled accordingly.

Contact Agilysys to set up the ACRS integration for the property.

Permission

The following permission must be assigned to use this feature:

  • Stay_UpdateSRCcode

This permission is assigned to the System Administrator role by default.

Only users with this permission can view and import the special request codes in Stay. The special request codes will not be displayed to users without permission.

Interface Mapping

This tab is displayed when the ACRS integration is active for the property.

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The Interface Mapping tab displays the following sections:

  • SRC Code Setup

  • Payment Method Setup

  • Log Details

SRC Code Setup

Users can download the template to import special request codes in Stay using the Download Template button. Once the special request code details are entered in the downloaded template, the codes can be imported in to Stay using the Import option. When clicked, the Import pop-up screen appears where the file to be imported must be selected. When users click Upload, details in the imported template are validated.

The service codes are imported successfully only when the following conditions are satisfied:

  • User must be assigned the Stay_UpdateSRCcode permission

  • Details for all mandatory fields must be provided in the imported file

  • The imported file must be either in the .xls or .xlsx format.

  • When any of the special request codes in the imported file are duplicated, the latest record will be imported in Stay.

  • Only records with valid details will be imported.

  • Once the file is imported successfully, the following message is displayed: File uploaded successfully.

The import of the special request codes fails when:

  • User is not assigned the Stay_UpdateSRCcode permission

  • The format of the imported file is invalid

  • Invalid details are entered for the fields

  • The following message is displayed when the file is not imported successfully: Could not upload the file. Please try again later with correct data

Users can filter and select the type of the special request code from the Type drop-down list. This is a single-select drop-down list that displays the following options:

  • Comment

  • Guest Preference

  • Pet

  • Requested Attributes

  • VIP Status

  • Housekeeping Pattern

  • Red Eye

  • ID Verification

  • Nightly Upgrade Award

Special request codes are displayed for the type selected.

Comment

The Comment type SRCs are used to add comments to reservations created from ACRS.

The following columns are displayed when the type is selected as Comment.

  • Code

  • Description

  • Comment Type

  • Comment Severity

  • Comment

  • Status

All columns can be sorted. When the imported file contains a comment type or severity (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any comment data, the message, No data available, is displayed. Users can search for a record in the SRC Code Setup tab using the code, description, comment type, comment severity, and comment data.

The comments configured in ACRS can be in upper case characters. But, when the comment is added to the reservation in Stay, only the first letter of the comment is capitalised.

When a reservation sent from ACRS has a special request code to add a comment to a reservation, the comment is added and displayed in the Comments section of the reservation. When the reservation is modified through ACRS and the SRC is updated or removed, the SRC details are not sent from Stay to ACRS.

For example, when a code, H9, received from ACRS matches a code configured in Stay with the following details, the comment is added to the reservation automatically.

  • Type: Comment

  • Code: H9

  • Description: Honeymoon Couple

  • Comment Type: Reservation

  • Comment Severity: Medium

  • Comment: Honeymoon Couple

Guest Preference

The Guest Preference type SRCs are used to add guest preferences to reservations created from ACRS.

The following columns are displayed when the type is selected as Guest Preference.

  • Code

  • Description

  • Category Code

  • Preference Code

  • Preference Option

  • Status

All columns can be sorted.

Important Points

  • First, guest preferences must be configured in Stay in the Profile Preferences screen (All Settings ➜ General ➜ Profile Preferences.

    • The categories for guest preferences must be created in the Categories tab and the guest preferences must be created in the Guest tab.

  • When importing the guest preference codes in the SRC Code Setup tab, the values in the downloaded template must be entered as follows:

    • The category code configured for the preference in Stay must be entered in the Category Code column.

    • The preference code configured in Stay must be entered in the Preference Code column.

    • Once of the options configured for a guest preference in Stay must be entered in the Preference Option column.

When the imported file contains an incorrect category code, preference code, or preference option (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any guest preference data, the message, No data available, is displayed. Users can search for a record in the SRC Code Setup tab using the code, description, category code, preference code, and preference option.

When a reservation sent from ACRS has a special request code and when the code matches the guest preference code configured in the Profile Preferences screen Stay, the guest preference is added to the reservation and displayed in the Guest Preferences tab in the Preferences & History section of the reservation.

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For example, when a code, Y2, received from ACRS matches a code configured in Stay with the following details, the guest preference is added to the reservation automatically.

  • Type: Comment

  • Code: Y2

  • Description: Extra Foam Pillow

  • Category Code: PILO1

  • Preference Code: PILOWF1

  • Preference Option: Extra Foam Pillow

Pet

The Pet type SRCs are used to enable pet services for reservations created through ACRS. Only service animals can be added.

The following columns are displayed when the type is selected as Pet.

  • Code

  • Description

  • Status

All columns can be sorted.

Important Points

  • First, pets must be configured in Stay in the Pet Set Up screen (All Settings ➜ Back Of House ➜ Pets ➜ Add).

    • When configuring pet types in Stay, the name of the pet type configured in ACRS must be entered in the Pet field of the Add Pet pop-up screen.

When the imported file does not contain any pet data, the message, No data available, is displayed. Users can search for a record using code and description.

When a reservation sent from ACRS has a special request code and when the code matches the pet setup in Stay, the service animal is added to the reservation. Charges for the pet added is based on the configurations in Stay.

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For example, when a code, P2, received from ACRS matches a code configured in Stay with the following details, the service animal is added to the reservation along with pet charges if applicable.

  • Type: Comment

  • Code: P2

  • Description: Service Animal

Requested Attribute

The Requested Attribute type SRCs are used to add requested attributes for rooms assigned to reservations created from ACRS.

The following columns are displayed when the type is selected as Requested Attribute.

  • Code

  • Description

  • Requested Attribute Code

  • Status

All columns can be sorted.

Important Points

  • First, features must be configured for rooms in Stay in the Rooms Setup screen (All Settings ➜ General ➜ Rooms & Room Types ➜ Room Presets ➜ Feature).

  • When importing the requested attribute codes in the SRC Code Setup tab, the following details must be entered in the downloaded template:

    • The category selected for the room feature in Stay must be entered in the Description column.

    • The code configured for the feature in Stay must be entered in the Requested Attribute Code column.

When the imported file contains incorrect requested attribute (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any requested attribute data, the message, No data available, is displayed. Users can search for a record using the code, description, and requested attribute code.

  • When the Guaranteed Attribute feature setting is turned off, the service code will not be applied to the reservation.

  • When the feature setting is turned on and the reservation sent from ACRS has a special request code that matches the requested attribute code in Stay, the requested attribute is added and displayed in the Reservation Summary section of the reservation.

For example, when a code, F1, received from ACRS matches a code configured in Stay with the following details, the requested attribute is added to the reservation.

  • Type: Requested Attribute

  • Code: F1

  • Description: First floor room

  • Requested Attribute Code: F1RM

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VIP Status

The VIP Status type SRCs are used to add a VIP status to reservations created through ACRS.

The following columns are displayed when the type is selected as VIP Status.

  • Code

  • Description

  • VIP Code

  • Status

All columns can be sorted.

Important Points

  • First, a VIP status must be configured in Stay in the Polices And Codes screen (All Settings ➜ Reservations ➜ Policies & Codes ➜ VIP Status ➜ Add).

  • When importing VIP status codes in the SRC Code Setup tab, the code configured for the VIP status in Stay must be entered in the Code column of the downloaded template.

When the imported file contains incorrect VIP code (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any VIP status data, the message, No data available, is displayed. Users can search for a record using the code, description, and VIP code.

When a reservation sent from ACRS has a special request code and when the code matches the VIP status code in Stay, the VIP status is added to the reservation.

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For example, when a code, V1, received from ACRS matches a code configured in Stay with the following details, the VIP status is added to the reservation.

  • Type: Requested Attribute

  • Code: V1

  • Description: Government Official

  • VIP Code: GO1

Housekeeping Pattern

The Housekeeping Pattern SRCs are used to apply a housekeeping pattern to reservations created from ACRS.

The following columns are displayed when the type is selected as Housekeeping Pattern.

  • Code

  • Description

  • House Keeping Pattern

  • Status

All columns can be sorted.

Important Points

  • Users must create housekeeping patterns in the Housekeeping Setup screen (Settings ➜ Housekeeping ➜ Patterns ➜ Add New) in Stay.

    • The name of the housekeeping pattern available in ACRS must be entered in the Pattern Name field of the Add New Pattern pop-up screen in Stay.

When the imported file contains incorrect housekeeping patterns (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any housekeeping pattern data, the message; No data available, is displayed. Users can search for a record using the code, description, and housekeeping pattern.

When a reservation sent from ACRS has a special request code and when the code matches the housekeeping pattern code in Stay, the housekeeping pattern is added to the reservation.

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For example, when a code, HK1, received from ACRS matches a code configured in Stay with the following details, the housekeeping pattern is added to the reservation.

  • Type: Requested Attribute

  • Code: hk1

  • Description: Accept housekeeping pattern

  • Housekeeping pattern: Accept housekeeping pattern

Red Eye

The Red Eye type SRCs are used to mark a reservation created from ACRS as red-eye.

The following columns are displayed when the type is selected as Red Eye.

  • Code

  • Description

  • ETA

  • Status

All columns can be sorted. When the imported file contains incorrect ETA (not configured in the property), a warning symbol is displayed in front of the code. When hovered upon, the following message is displayed: Incorrect data uploaded.

When the imported file does not contain any red-eye pattern data, the message, No data available, is displayed. Users can search for a record using the code and description. When the Red-Eye feature setting is turned off, the special request code is not added to the reservation.

When a reservation sent from ACRS has a special request code and when the code matches the code in Stay, the reservation is marked as red-eye. Only reservations for which the arrival date matches the current property date can be marked as red-eye. The ETA of the reservation is updated as per the configurations made in Stay and the status of the reservation is updated as Yet to Arrive.

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For example, when a code, RE, received from ACRS matches a code configured in Stay with the following details, the reservation is marked as red-eye and the ETA and status of the reservation is updated.

  • Type: Requested Attribute

  • Code: RE

  • Description: Red eye arrival

  • ETA: 08:45:19 PM

By default, only active codes are displayed. Users can view the inactive codes by enabling the Include Inactive flag. The service codes can be exported using the Export option.

ID Verification

For reservations booked through ACRS using rate plans that require the ID of guests to be validated, the ID Verification type SRCs are used to turn on the ID verified badge for the reservation in Stay.

The Rate Plan/Package ID Validation feature setting must be enabled in Stay, and the Validate ID flag in the Policies section of the rate plan must be turned on to use this feature.

The following columns are displayed when the type is selected as ID Verification.

  • Code

  • Description

  • Status

Once users download the template, configure ID verification data, and import the file, the ID verification data available in the imported file is displayed in the columns. When the imported file does not contain any ID verification data, the following message is displayed: No data available.

The columns can be sorted. Users can search for a record using the code and description.

When a reservation sent from ACRS is booked using a rate plan with the Validate ID flag enabled and has a special request code configured to verify the ID of a guest, then the ID verified badge is turned on for the reservation in Stay.

For example, when a code, ID, received from ACRS matches a code configured in Stay with the following details, then the ID verified badge is turned on for the reservation in Stay.

  • Code: ID

  • Description: ID verified at the time of booking

  • Status: Active

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Nightly Upgrade Award

The Nightly Upgrade Award type SRC is used to enable nightly upgrade awards for reservations created from ACRS.

The following columns are displayed when the type is selected as Nightly Upgrade Award.

  • Code

  • Description

  • Nightly Upgrade Award Status

  • Status

    Users must enable the Display Nightly Upgrade Award in Reservation flag in the Options tab of the Loyalty Programs screen to enable the nightly upgrade award for reservations. Contact Agilysys to enable this setting for the property.

Once users download the template, configure nightly upgrade award data, and import the file, the nightly upgrade award data available in the imported file is displayed in the columns.

The following nightly upgrade award statuses can be entered in the template:

  • Requested

  • Approved

  • Denied

When the imported file does not contain any nightly upgrade award data, the following message is displayed: No data available. Users can search for a record using the code, nightly upgrade award status, and description.

When a reservation sent from ACRS has a special request code and when the code matches the nightly upgrade award code in Stay, then the nightly upgrade award badge will be turned on for the reservation along with the appropriate status (NUA (A)/NUA(D)/ NUA (R)).

For example, when a code, NUA, received from ACRS matches a code configured in Stay with the following details, then the NUA (A) badge is turned on for the reservation in Stay.

  • Code: NUA

  • Description: Nightly Upgrade Award Accepted

  • Type: Nightly Upgrade Award

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SRC Setup for Policies

The following columns are displayed when the Reservation Policies type is selected:

Column

Description

Code

The SRC code.

Description

The description of the respective policies.

Policy Type

The following policy types are displayed:

  • Deposit Policy

  • Cancellation Policy

  • Early departure Policy

  • No show Policy

Policy Code

The policy code.

Status

The status of the policy displayed as either Active or Inactive.

All columns can be sorted. Users can search for a record using any of the column values to retrieve a record. The SRC mapping can be performed by downloading the template using the Download Template option, entering the policy details in the template, and importing the file using the Import option.

The record is created successfully only when values are provided for all mandatory fields and the details provided in the imported file are available at the property. For example, when details of a deposit policy are provided, the policy must be available in Stay to be imported in the SRC Code Setup tab. If it is not available, the record will be skipped during the import.

When the imported file contains an incorrect policy type, policy code, or status, an error icon is displayed for the record along with a message that indicates the field for which the entered details are incorrect. When the imported file does not contain any policy details, the following message is displayed: No data available.

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When a reservation created through the ACRS interface includes a code and the code matches the policy setup configured in Stay, then the policy is applied to the reservation.

Application of Policies for Reservations

The policies are applied to reservations in the following order of priority:

  • SRC codes in the reservation message

  • Policy defined in the inbound reservations sent from ACRS

  • Policy defined in the Calendar tab of the Rates screen (Settings ➜ Rates) in Stay

  • Policy defined in the rate plans created in Stay (Settings ➜ Rates ➜ Rate Plans)

When the SRC received for the reservation is not available in the SRC setup configured in Stay, the following actions are performed:

  • The description of the SRC sent in the reservation message is added as a comment in the reservation.

  • When no SRC is received in the message for deposit/no-show/cancellation/early departure policies, and when these policies are not configured in Stay, no policy is added to the reservation.

  • Since cancellation policy is mandatory for reservations, the policy is added to the reservation based on the order of priority mentioned.

Log Details

After the import of codes is completed, users can view the following details of the import in the Log Details tab:

  • The date and time when the import was performed

  • Status of the import

  • The user who performed the import

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Users can also view the details of the records that are loaded, skipped, and updated as part of the import by clicking on the Log Details hyperlink. When clicked, the Log Details pop-up screen appears that displays the details mentioned.

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Payment Method Setup

The Payment Method Setup tab allows users to associate multiple codes sent for a credit card issuer from ACRS with the card issuer configured in Stay. When reservations are booked through ACRS using credit cards, the credit card details which include the card issuer codes are sent to Stay.

ACRS supports multiple codes to be configured for a card issuer. For example, the codes, VI, VS, and VA can be configured for the VISA issuer in ACRS. When the same card type is used to book different reservations, multiple card issuer codes are sent for the reservations from ACRS to Stay. Through this enhancement, users can configure the codes associated with a card issuer type in ACRS, in Stay, and add the payment method details to reservations.

Permission

The following permission must be assigned to use this feature.

  • Stay_CreatePaymentMethodMappingCode: Users with this permission assigned can view and update the credit card issuer codes sent from ACRS that are configured for a card issuer in Stay.

This permission is assigned to the following roles by default:

  • Stay Administrator 

  • Stay Accounting 

  • Stay Hotel Manager 

Configuration

This tab is displayed only to users with the Stay_CreatePaymentMethodMappingCode permission assigned. Users without the permission assigned cannot view or modify the card issuer codes configured.

To associate a code with a credit card issuer, users must click the Add hyperlink. When clicked, a new row is displayed that allows users to enter the card issuer code details for the fields displayed in the following columns:

Column

Description

Card Issuer

This is a mandatory single-select drop-down list that displays the active credit card issuers supported by Stay. By default, this field is displayed blank. Users can select the preferred card issuer. Once a card issuer is selected, it is no longer displayed for selection again in the drop-down list the next time users click the Add hyperlink. Even when the card issuer type was selected previously and marked as Inactive, it will not be displayed for selection again.

Active

This flag is enabled by default. Users must enable this flag to configure codes for active card issuers.

Code

This is a mandatory field that allows users to configure a unique code for a card issuer. This field accepts a minimum of 2 and a maximum of 25 characters, which includes alphanumeric and special characters. Users cannot enter duplicate codes.

Primary

Users can select the primary code for a card issuer by selecting this radio button for the preferred code. An information icon has been added to this column that displays the following message when hovered upon: By default, the primary code will be used in the outbound messages to the interface. Only one code can be selected as the primary code for a card issuer. By default, the first code is selected as primary.

Action

Users can configure multiple codes for a card issuer by clicking on the add icon (+). This icon is displayed in the last row of each code configured for a card issuer. A maximum of 20 codes can be configured for a card issuer. Once the maximum limit is reached, the add icon is no longer displayed. The code configured for a card issuer can be deleted using the delete icon (-). The code marked as primary cannot be deleted. In this case, users must mark a different code as primary and then delete the code.

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Once the values are configured, the Save button is enabled for selection. When clicked, the codes configured for a card issuer are saved. Users can search for a record using the card issuer’s name and code. By default, the card issuer types marked as inactive are not displayed. The Include Inactive flag must be enabled to view the card issuers marked as inactive.

Whenever users modify the details configured for a card issuer, a record is created in the Audit Log screen (Reports ➜ Audit Log).

Add Payment Method Details to Reservations

When reservations are booked using credit cards through ACRS and sent to Stay, the payment method details sent for the reservation is first validated in Stay. The payment method code sent for the reservation is compared against the card issuer codes configured in the Payment Method Setup tab. When the code matches the code configured for a card issuer, the card issuer details are added to the reservation and displayed in the Payment Methods section.

When the code received is not configured in the Payment Method Setup tab, the code is compared against the code configured for the card issuer types in the Guest Accounting screen (Guest Accounting ➜ Payment Methods). When the code matches, the payment method is added to the reservation.

When the received code does not match the codes configured in both the Payment Method Setup tab and the Guest Accounting screen, the reservation is created in Stay with Cash as the primary payment method.

Send Payment Method Details of Reservations

When an outbound message is sent from Stay to ACRS for a reservation associated with a credit card payment method, the card issuer code available in the reservation is compared against the codes configured for a card issuer in the Payment Method Setup tab. When the card issuer is available, the code marked as primary is sent from Stay to ACRS.

When the card issuer is not configured in the Payment Method Setup tab, the code is compared against the code configured for the card issuer types in the Guest Accounting screen. When the code is available, the card issuer details are sent for the reservation from Stay to ACRS.

Details Sent and Received from ACRS

  • The SRCs received for a reservation from ACRS will be matched against the code configured in Stay.

  • Details of the SRCs added to reservation will be sent from Stay to ACRS.

  • When users manually add any of the following attributes to reservations and when their code matches the SRC configured in the SRC Code Setup tab, details of the SRC is sent from Stay to ACRS:

    • Comment

    • Guest Preference

    • Pet

    • Requested Attribute

    • VIP Status

    • Housekeeping Pattern

    • Red Eye

When the added attributes do not match the SRC configured in Stay, details of the SRC are not sent to ACRS.

  • When an SRC applied to a reservation is removed or modified with a different SRC from ACRS, the SRC is modified/removed in the reservation in Stay accordingly.