Map Spaces to your PMS (Staff Guide)
A concise, step‑by‑step guide to map Portal Spaces to your Property Management System (PMS) and manage common scenarios.
Overview
Mapping connects each Portal Space (room/area) to its matching PMS space/room so reservations and access stay in sync.
You can map one Portal space to multiple PMS spaces when needed (e.g., a shared door controlling several rooms).
Mapping can be managed from the Spaces overview or by opening the Space details page.
Prerequisite: Ensure your PMS integration is connected/active.
Ways to Map
1) From Spaces overview (Space Mappings column)
Go to Portal → Spaces.
Locate the row you want to map and find Space Mappings.
Click the ＋ button to add a mapping.
In the mapping drawer/tab:
App: Choose your connected PMS.
Space: Pick the corresponding PMS room/space.
Click ＋ to confirm and save the mapping.
2) By clicking the Space name (Space details page)
Click directly on the Space name in Spaces to open the Space details page.
The page includes:
Space Mappings — cards per mapping showing the PMS icon/name and the PMS space/room code. Use Manage to add/remove mappings (same flow as from the overview: select App, choose Space, then ＋ to add).
Connected Devices — devices attached to the Portal space, with a status badge (e.g., Active, Uninstalled) and device name.
Behavior by Space Type:
Room: Manage mappings as above; mappings typically relate 1:1 with a PMS room.
Common Area: Same mapping controls plus a Linked Spaces section to control who should receive access:
All spaces — any guest with an automatically generated key at the property will include this common area.
Selected spaces — limit the common area to specific rooms/floors/buildings (click Manage to choose which Spaces are linked).
Examples
Common Area (Linked Spaces with All spaces and multiple PMS mappings)
Private Room (single PMS mapping and active device)
3) Manage / edit existing mappings
In Spaces overview, open the ⋯ menu for the row and select Manage Space Mappings to edit, remove, or add additional mappings.
Tip: You can map a single door (Portal space) to more than one PMS space when a door secures multiple rooms or a zone.
PMS Auto‑Structure Creation
If a staff member connects a PMS and no Building/Level/Space exists yet, clicking Import from PMS will:
Generate all Buildings, Levels, Spaces.
Create mappings to the PMS spaces automatically.
Steps
Spaces → Import from PMS.
Review the note, then click Import to confirm.
Wait for the import; you’ll see the building and a list of spaces as they appear.
Each space includes a Space tag indicating its type (e.g., Bed, Private Room, etc.).
Note: Make sure the property is connected to the PMS before importing.
Expected Behavior
New mappings appear under the Space Mappings section with the PMS icon/name and code.
Common Area mapping limits (All vs Selected) control whether the common area is granted to all guests or only to guests of specified spaces.
Changes may take up to ~1 minute to reflect across pages depending on sync.
Edge Cases & Errors
PMS not connected: Mapping options are unavailable—connect the PMS first.
Wrong PMS space chosen: Remove the mapping and add the correct one.
Duplicate/conflicting mappings: Review and clean up extra mappings if access looks too broad.
Device not installed: Mapping won’t grant access unless a device (e.g., lock/reader) is attached to the Portal space.
Permissions: Only users with the right role can manage mappings.
Portal Troubleshooting
I don’t see the ＋ button for Space Mappings in Portal.
Ensure your PMS is connected/active.
Confirm you have permission to manage mappings.
Mapping changes aren’t visible yet.
Refresh after a short wait (~1 minute).
My common area is accessible to everyone in Portal.
Open the Space name → details for the Common Area and set Linked Spaces to Selected spaces, then Manage the list.
I need to map one door to multiple rooms.
Add multiple PMS spaces to the same Portal space using ＋.
Portal-FAQs
Q: Where do I edit mappings later in Portal?
A: Use the ⋯ → Manage Space Mappings option on the row, or click the Space name and edit from the details page.
Q: Can I bulk‑map automatically in Portal?
A: If you have no structure yet, use Import from PMS to generate spaces and mappings.
Q: Does deleting a mapping i Portal delete anything in the PMS?
A: No—mappings only control the relationship in Portal.