PMS integration
Apaleo: free rooms for the stay, on the event record
When a group needs rooms, the event record shows which ones are free for the whole stay and at what price. Joinways reads Apaleo without writing anything back, and Apaleo remains the source of truth.
Read, never write
Joinways queries Apaleo and shows the result. Reservations, blocks, and rates are changed in Apaleo only.
An app that only reads
You create a Joinways app in Apaleo limited to three read permissions. The client ID and secret are stored encrypted and never shown again.
Read when you click
Availability for the event dates is read when you click and then displayed. We keep no copy of your inventory.
What the Apaleo integration does
An inquiry for an overnight offsite covers both the meeting space and the guest rooms. The guest rooms are managed in Apaleo, and the connection shows them on the event record.
Prices from an Apaleo rate plan
Nightly prices and the stay total are read from the rate plan chosen in the settings, for one adult, taxes included, in the property's currency.
Rooms free for the whole stay
The event's Accommodation block lists each room category, with the rooms free on every night and the number that can be sold for the whole stay. The overbooking allowance is never counted.
The right property, the right venue
If your Apaleo account holds several properties, Joinways asks which one to connect. The connection covers the whole workspace or a single Joinways venue.
At a glance
- Category
- Property management (PMS)
- Availability
- Available
- Setup time
- A few minutes, including the app in Apaleo
- Who can connect
- The workspace owner or an admin. Every member then sees availability
- What moves
- One way: Joinways reads Apaleo and writes nothing back
- Updates
- On demand: read live when you click Check availability
- Requirements
- An Apaleo account with admin rights to create a custom app
- Built by
- Joinways (native integration)
Before you start
- You are the owner or an admin of the Joinways workspace. Other roles cannot connect Apaleo.
- In Apaleo, you have the rights to create a custom app with the scopes availability.read, setup.read, and offers.read.
- The Apaleo property has a time zone set and at least one bedroom category. Joinways checks both before saving.
- To show prices, the property needs a rate plan you want proposals to use. Until one is chosen, availability shows on its own.
What moves between Joinways and Apaleo
- Room categories, with names and capacities
- Rooms free on each night of the stay
- Rooms sellable for the whole stay, category by category, without the overbooking allowance
- Nightly prices and stay totals from the selected rate plan, for one adult
- Property time zone and currency
- Nothing in the other direction: read-only by design
Security and access
- The client ID and secret are checked against Apaleo, encrypted before storage, and never shown again.
- Only the workspace owner and admins can connect Apaleo, change the rate plan used for prices, or disconnect it.
- Every member can check availability on the events of their workspace, without ever seeing the credentials.
- Joinways asks for three read scopes only: availability.read, setup.read, and offers.read.
- If the Apaleo app is missing a permission, Joinways flags it when you connect and lists the three to tick.
What it does not do
- It creates no reservation, block, rate, or inventory change in Apaleo.
- It does not refresh by itself: availability is read when someone clicks Check availability or Refresh. One lookup covers a stay of up to 90 nights.
- Prices come from one rate plan at a time, for one adult.
- The settings screen manages one Apaleo connection at a time.
- If both Mews and Apaleo are connected, the event record shows Mews.
Connect Apaleo to Joinways
The connection uses a custom app that you create in Apaleo. Only the workspace owner and admins can set it up.
- 1
Create the app in Apaleo
In Apaleo, open Apps, Connected apps, Add a new app, then Add custom app. Name it Joinways, tick the scopes availability.read, setup.read, and offers.read, then copy the client ID and secret.
- 2
Paste them into Joinways
As the owner or an admin, go to Settings, Integrations, PMS, then Apaleo, and paste the client ID and secret. They are checked against Apaleo, stored encrypted, and never shown again.
- 3
Pick the property and, if needed, a venue
If the Apaleo account holds several properties, Joinways asks which one to connect. You can also limit the connection to one venue of your workspace.
- 4
Check the rate plan
Open the Apaleo settings and check which rate plan prices come from, for example BAR. The hotel's public base plan is preselected when there is one; change it if you sell to groups on another plan.
Apaleo, day to day
The overnight offsite answered on one screen
A company brings its teams together for two days in June and needs twenty rooms. The Accommodation block shows how many are still free on both nights and the total price, while you quote the meeting room.
The apartment brand with three properties
An inquiry comes in for the Denver venue. The connection is limited to that venue and reads the Denver property, so nobody quotes Boulder's inventory by mistake.
The group rate plan
If you sell groups on their own rate plan, select it in the Apaleo settings. Each room category then shows its nightly price and the stay total, taxes included, next to the availability.
Frequently asked questions
Why connect Apaleo to Joinways?
Apaleo is an open hotel system: it is built for other tools to read its rates, reservations, and inventory, and it runs a store of connected apps.
Joinways is one of those tools, for the event side. When an inquiry for a two-day offsite with thirty rooms arrives, the person answering needs the room picture at that moment, not a screenshot from the front desk. One click on Check availability reads it from Apaleo and shows it in the Accommodation block of the event record.
And without the Apaleo integration?
Whoever has access looks up the rooms in Apaleo and pastes the answer into the reply. It works, but it is slower, and the number is often out of date by the time the client reads it.
Everything else in Joinways runs regardless of your PMS: inquiries, proposals, contracts, BEOs, and meeting-space scheduling.
Does Joinways create reservations or blocks in Apaleo?
No. The connection is read-only. Availability and prices are read and displayed; no reservation, block, rate, or inventory is created or changed in Apaleo.
Can I connect Apaleo to Joinways today?
Yes. The workspace owner or an admin goes to Settings, Integrations, PMS, then Apaleo, and pastes the client ID and secret of an app created in Apaleo. It takes a few minutes.
What if we run several properties on Apaleo?
Joinways asks which one to connect. The connection can be limited to one Joinways venue, so its events read the property they take place in. The settings screen manages one Apaleo connection at a time.
Show 5 more questions
Which Apaleo data is read?
Room categories (bedroom unit groups in Apaleo) with names and capacities, availability per night, and prices from the chosen rate plan. The property's time zone and currency come along too, so nights and amounts line up.
How is the connection authorized?
Through a custom app created in Apaleo: Apps, Connected apps, Add a new app, then Add custom app. Name it Joinways, tick the scopes availability.read, setup.read, and offers.read, and copy the client ID and secret. If a permission is missing, Joinways flags it when you connect and lists the three to tick.
Is our inventory copied into Joinways?
No. Availability is read for the dates of the event when someone clicks Check availability, then displayed. Nothing is stored in our database.
What about Cloudbeds?
Cloudbeds has its own page and its own connection, coming soon, with the same read-only scope in the Accommodation block.
How does Joinways keep our Apaleo credentials?
The client ID and secret are checked against Apaleo, then stored encrypted. They are never shown again. Other workspace members see availability on events without ever seeing the credentials.
