Overview

The Hapi integration allows your property to sync reservations, guest updates, and space data directly into Portal.

This article explains how to:

Connect and disconnect Hapi
Sync reservations and guest updates
Manage Spaces
Create and map Doors
Troubleshoot common issues

Before You Start

Before connecting Hapi, make sure:

You have Owner or General Manager access
You have an active Hapi account
You are ready to share connection details with Hapi support

Key Concepts

Integration Status: Shows whether Hapi is Pending, Connected, or Disconnected.
Spaces: PMS room definitions.
Doors: Physical access points in Portal.
Mapping: Links a Door to a PMS Space.
Provisioned: Access has been successfully written to the lock.

1. Connect Hapi to Your Property

Step 1: Open the Hapi App Page

Log in to the Portal Dashboard.
Go to Apps.
Select Hapi.

Step 2: Start the Connection

Click Connect.
Review the connection details shown.
Share these details with Hapi support.

Step 3: Pending Status

After clicking Connect:

The status changes to Pending.
The integration remains Pending until Hapi activates it.

Once activated:

The status becomes Connected.
Reservation sync begins automatically.

Disconnecting Hapi

Go to Apps → Hapi.
Click Disconnect.
Confirm the action.

After disconnecting:

Portal stops accepting updates from Hapi.
Reservation and guest updates stop syncing.

2. Reservation Sync Scenarios

New Reservation Created in Hapi

When a reservation is created:

It appears automatically in Portal.
Full details are synced:
- Guest information
- Space details
- Dates
- Reservation status
- Reference number

Reservation Updates

If room, dates, or guest details change:

The changes update automatically in Portal.

Reservation Cancellation

If cancelled in Hapi:

The reservation is marked Cancelled in Portal.
Related Keys update based on system rules.

Reservation Status Updates

The following statuses sync correctly:

CANCELLED
RESERVED
NO_SHOW
CHECKED_OUT
IN_HOUSE

3. Guest Updates

When guest information is updated in Hapi:

Portal updates the guest profile automatically.
Email and phone number changes sync.

4. Spaces Sync and Management

Create or Upload Spaces

Go to Apps → Hapi → Spaces.

Staff can:

Create Spaces manually (Space ID + Name)
Upload Spaces via CSV
Download a CSV template

Upload Spaces via CSV

Download the template.
Fill in Space ID and Name.
Upload the file.
Confirm creation.

5. Create Doors and Map to Spaces

Creating Spaces does NOT create Doors automatically.

Step 1: Create Doors

Go to Doors.
Click Add Door.
Enter door name.
Save.

Step 2: Map Doors to Hapi Spaces

Open the door.
Go to the Mapping tab.
Select Hapi.
Choose the correct Space.
Click Add.
Click Save Changes.

Why Mapping Is Required

Spaces = PMS data
Doors = Physical locks
Mapping connects reservations to real doors
Without mapping, Keys will not provision correctly

6. Provisioning Behavior

When a guest checks in:

A Key is created automatically
PIN and SmartKey are generated
Status changes to Provisioned after:
- Guest activates SmartKey
- Lock receives provisioning

If lock is offline:

Provisioning may be delayed

7. Troubleshooting

Integration stuck in Pending

Contact Hapi support to activate the connection.

Reservations not appearing

Check:

Integration status
Property mapping in Hapi
That the reservation exists in Hapi

Reservation updated but not reflected

Confirm integration is still Connected.

Keys not provisioning