Connecting ReservationKey with External Systems

ReservationKey can connect to external booking platforms in two main ways — through a channel manager (MyAllocator.com) or by using iCal links. This guide explains both options and how to set them up.

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Option 1 – Channel Manager (MyAllocator.com)

Using a channel manager like MyAllocator.com allows for full two-way synchronization between ReservationKey and multiple booking platforms such as Booking.com, Expedia, Hostelworld, and others.

Setup Steps

1. Go to the Settings tab in ReservationKey.
2. Select External Connections.
3. Click Add Connection and choose MyAllocator.com.
4. Enter your MyAllocator username and password.
5. Click Save Changes.

Once connected, ReservationKey and MyAllocator will share information for reservations and availability. Changes made in ReservationKey automatically update your connected channels, and new bookings from channels appear in your ReservationKey calendar.

Supported Platforms

Common channels that can be linked through MyAllocator include:

• Booking.com
• Expedia
• Agoda
• Hostelworld
• Other global OTA partners

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Room Mapping

After adding the connection, the next step is to map your rooms so that ReservationKey knows how to match each room with your listings in MyAllocator.

1. In External Connections, click your MyAllocator connection.
2. Go to the Room/Unit Settings section.
3. Select your Property from the dropdown list and click Retrieve Rooms/Units.
4. Match each ReservationKey room to the corresponding MyAllocator unit.

Tips:

• For small properties, use one-to-one mapping (each room matched individually).
• Larger hotels can use room-type mapping (e.g., 10 double rooms, 5 singles).

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Sending Rates

Rates are not sent automatically from ReservationKey to MyAllocator, but you can update them manually at any time:

1. Go to External Connections ? Room/Unit Settings.
2. Click Retrieve Units to load your mapped rooms.
3. Check the box for Include Minimum Stay if desired.
4. Click Send Rates to push your current rates from ReservationKey to MyAllocator.

Note: Automatic rate updates may be available in future versions, but currently rates must be sent manually when changes are made to rate plans or rate adjustments.

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Synchronization

• When a reservation is created or edited in ReservationKey, it’s automatically sent to MyAllocator.
• When a new booking is received in MyAllocator, it’s automatically imported into ReservationKey.
• Status updates can be tracked in Settings ? External Connections ? MyAllocator Status.

MyAllocator provides near real-time synchronization with your connected channels, ensuring that availability stays up to date across all booking sites.

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Option 2 – iCal Links (Airbnb, VRBO, Google Calendar)

If you only need to connect to Airbnb, VRBO, or Google Calendar, you can use iCal links. This method is free and does not require a separate MyAllocator account. However, it provides only limited synchronization and updates approximately every 6 hours.

Setup – Importing Reservations into ReservationKey

1. Scroll to the bottom of your Availability Calendar and click iCal Links.
2. Under the Import section, click Add next to a room.
3. Paste the iCal link (from Airbnb or VRBO) into the field provided.
4. Enter a name, such as “Airbnb” or “VRBO.”
5. Optionally, assign a specific Status or Email Schedule for imported reservations.
6. Click Save and then Sync with this Calendar.

ReservationKey will periodically check for new bookings on the imported calendar and block those dates automatically.

Setup – Exporting Reservations to Other Systems

1. Under the Export section, click Export next to the room you want to link.
2. Copy the iCal URL that appears.
3. Paste this link into your Airbnb, VRBO, or Google Calendar account under the iCal import settings.

This ensures that external systems (like Airbnb) stay updated with your current ReservationKey availability.

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Key Differences Between MyAllocator and iCal Links

Feature	MyAllocator (Channel Manager)	iCal Links
Requires Separate Account	Yes – MyAllocator account required	No – Built directly into ReservationKey
Sync Type	Two-way, near real-time	Two-way, every ~6 hours
Works With	Booking.com, Expedia, Agoda, and more	Airbnb, VRBO, Google Calendar
Automatic Rate Sync	Manual (future automatic option planned)	Not supported
Setup Complexity	Moderate	Very easy

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Summary

• Use MyAllocator if you need to connect to Booking.com, Expedia, or other OTAs.
• Use iCal links if you only need to sync with Airbnb, VRBO, or Google Calendar.
• MyAllocator offers faster, more reliable syncing; iCal is simpler and free.
• Both methods can be managed directly from the Settings ? External Connections section in ReservationKey.

These integration options make it easy to keep your calendars synchronized and avoid double bookings, regardless of where your reservations come from.