Overview
The Apaleo integration connects your property to Portal so that reservations, rooms (spaces), and guest data automatically create and manage Keys (keychains with door access).
Once connected:
Spaces sync automatically
Reservations create and update Keys in real time
Guest changes are reflected in Portal
Updates are handled via real-time sync (webhooks)
Before You Start
Before connecting Apaleo, make sure:
You have access to Portal → Apps
You have an Apaleo account with permission to authorise integrations
Doors are created or ready to be imported
Key Concepts
Spaces: Rooms from Apaleo
Doors: Physical access points in Portal
Mapping: Links a Door to a Space
Keychain (Key): Access created from a reservation
Provisioned: Access is active and synced
1. Connect Apaleo to Portal
Step 1: Open the Apps Page
Log in to Portal Dashboard.
Go to Apps.
Select Apaleo.
Step 2: Start Connection
Click Connect.
Complete the Apaleo OAuth login and authorisation.
Confirm access.
Step 3: Sync Spaces
After connection:
All spaces sync within ~2 minutes
Spaces appear in Door Mapping
If no doors exist:
Use Import from PMS to create doors automatically
Disconnect Apaleo
Go to Apps → Apaleo.
Click Disconnect.
After disconnecting:
No new updates are received
Existing Keys remain active until expiry
2. Space Synchronization
Automatic Space Sync
New room in Apaleo → appears in Portal
Removed room in Apaleo → removed from Portal
Door Mapping
Go to Doors.
Open a door.
Go to Mapping tab.
Select Apaleo.
Map the correct space.
3. Reservations and Key Creation
New Reservation
When a reservation is created:
A Key (keychain) is created automatically
Includes:
Guest name
Room access
Dates
Consecutive Stay (Same Room)
If the guest stays in the same room:
A single Key is created for the entire stay
Room Changes/Split reservation
Before or On Check-in
Existing Key is updated with the new room
Mid-Stay (After Check-in)
A new Key is created
The previous Key is adjusted
Example
Room 1 (day 11–20)
Room 2 (day 20–21)
Room 1 (day 21–25)
→ 3 Keys created
Stay Extension
If checkout date is extended:
Key validity is updated automatically
Reservation Cancellation
Key is revoked
It remains visible but inactive
It is never deleted
4. Guest Information Sync
Primary Guest Updates
If name, email, or phone changes:
Guest details update in Portal
Additional Guests
Add Guest
A new Key is created
Remove Guest
The Key is revoked
Partial Guest Update
System matches existing guest
Updates the profile
Full Guest Change
System treats it as a new guest
Guest Profiles
Each reservation creates a new guest profile
Apaleo does not maintain persistent profiles
5. Reconnection Behavior
Reconnect Same Property
Missed updates sync automatically
Reconnect Different Property (Same Account)
Old spaces are removed
New spaces are synced
Old updates stop
Reconnect Different Account
Same behavior as switching property
Full re-sync occurs
6. Permissions & Access
Role | Can Connect Apaleo | Can Manage Mapping |
Owner | Yes | Yes |
General Manager | Yes | Yes |
Team | No | No |
Installer | No | No |
Housekeeping | No | No |
7. Troubleshooting / FAQs
Spaces not appearing after connection
Wait up to 2 minutes and refresh.
Keys not created from reservations
Check:
Integration status is Connected
Doors are mapped correctly
Room change not reflected correctly
Confirm timing:
Before check-in → update
After check-in → new Key created
Guest changes not reflected
Verify which fields were updated:
Partial update → modifies existing guest
Full change → creates new guest
No updates after disconnecting
This is expected. Reconnect to resume sync.
Best Practices
Map all doors immediately after space sync
Monitor Keys after check-in for provisioning
Use PMS integration instead of manual Keys for guests
Keep integration connected for real-time updates