Connect Apaleo: rooms and rates on your events

A residential seminar asks for 25 rooms over two nights: before you answer, you need to know how many are free and at what price. With Apaleo connected, the event page shows it on the event's dates, without opening the PMS.

You connect through an app you create in Apaleo, read-only. It links one Apaleo property to one Joinways venue, or to your whole workspace.

What you'll learn

• Create the Joinways app in Apaleo.
• Connect Apaleo to one venue or to the whole workspace.
• Read rooms and prices on an event.
• Pick the rate plan behind the prices shown.

Prerequisites

• Be an owner or admin of the Joinways workspace.
• Be able to create an app in your Apaleo account.
• An Apaleo property with room categories and a time zone.

1. Create the app in Apaleo

1. In Apaleo, open Apps, Connected apps, Add a new app, then Add custom app.
2. Name it Joinways and tick these three scopes: availability.read, setup.read and offers.read.
3. Copy the app's client ID and client secret.

2. Connect Apaleo

1. In Joinways, open "Settings" > "Integrations", "PMS" tab, then click the "Apaleo" card.
2. Paste the "Client ID" and the "Client secret".
3. If your Apaleo account holds several properties, pick under "Property" the one whose rooms Joinways should show.
4. Under "Venue", pick the venue whose events will show the rooms, or leave "All venues" if this property covers your whole workspace.
5. Click "Connect". The card turns connected and "Apaleo connected" shows.

The client ID and secret are stored encrypted and never shown again.

3. Read rooms on an event

As soon as a venue is linked to Apaleo, the right-hand column of its events shows an "Accommodation" block, collapsed. The whole team sees it, not only whoever connected the PMS.

1. Open the event and expand "Accommodation".
2. Click "Check availability". Joinways queries Apaleo for the event's nights.
3. Read, per room category, how many rooms are free on every night and the price of the stay. A category with no free room shows "Sold out".
4. Click a category to see the night-by-night detail: free rooms and price for each night.

"Refresh" reads again. Nights come from the event's dates: an event on a single day has no nights.

Important: Joinways only reads. Nothing is booked, held or changed in Apaleo.

4. Choose the prices shown

Click the gear on the "Apaleo" card to open "Apaleo settings". In "Rate plan used for prices", pick the rate whose prices show on events, or "No prices, availability only". Prices are for one adult, taxes included.

Tip: are your invoices issued in your PMS? Say so in the venue settings, "Proposals & invoicing" page, "Identity" tab, "Invoicing software" section. Joinways then prepares the lines to type into the PMS and no longer issues invoices for that venue. See Invoice a signed quote.

Troubleshooting

"Apaleo rejected this client ID and secret"

Cause: one of the two credentials is incomplete. Solution: copy them again in full from the Apaleo app.

"The Apaleo app is missing a scope"

Cause: one of the three scopes wasn't ticked. Solution: edit the app in Apaleo, tick availability.read, setup.read and offers.read, then reconnect.

No property, no room category or no time zone

Cause: the Apaleo setup is incomplete. Joinways needs a property with room categories and a time zone. Solution: complete the setup in Apaleo, then reconnect.

"This event spans no overnight stay."

Cause: the event starts and ends on the same day. Solution: check its start and end dates.

No prices are shown

Cause: no rate plan is picked in "Apaleo settings", or the chosen plan has no price for these dates. Solution: pick another rate plan. Availability stays accurate.

"Apaleo refused the connection"

Cause: the app was deleted or its credentials changed in Apaleo. Solution: an owner or admin reconnects Apaleo in "Settings" > "Integrations".

Frequently asked questions

Does Joinways book rooms in Apaleo?

No. The scopes requested are read-only. Bookings and blocks are made in Apaleo.

Can I link several Apaleo properties?

One connection links one property. Pick the matching Joinways venue under "Venue".

Do my teammates see the rooms?

Yes. Only the connection is reserved for the owner and admins; the "Accommodation" block is visible to the whole team.

See also

• Connect Thaïs: rooms, rates and eReservations
• Connect Mews: rooms and rates on your events
• Connect Amenitiz: rooms and rates on your events
• Create and structure an event