Connecting a new Property Management Software

This article outlines the steps to take in Operto Teams when switching from one PMS (API or iCal) to another.

Connecting a new Property Management Software

IMPORTANT: Before connecting to your new Property Management Software, all your properties and bookings should be loaded into the new software. It is also good practice to Export the Schedule List containing notes and Task assignments so they can be referred back to if needed.

Check to see if the company you are switching to is listed on this page Integrations

API Setup

If the new company is listed under API Connections click the company's logo, then click the Give Operto Teams a Try button to read instructions on possible pre-steps.

In your Operto Teams account, navigate to Setup --> System Settings, Scroll to the bottom and click Add 

iCal Setup

If the new company is listed under iCal Connections, email help-teams@operto.com to request the ability to add iCal's to your current properties. 

If you require API feeds for your processes, please ask us if we can make the integration.  

Not Listed

If the new company is not listed, you can check to see if they have iCal feeds, and use the iCal setup option, or contact us at help-teams@operto.com to integrate.

If you are switching from one Property Management Software to another, use the below procedure.  

Mapping the new properties

1. Once properties have been imported from the new PMS go to Setup ---> Properties to move the new feeds into the old property records. 

Tip: search on Unassigned Region to pull up the new properties and be sure to choose Show Inactive if you are not seeing them. 
Important: When a feed is moved from one Property to another, the Property it is moved from will become Inactive. It is strongly recommended that anytime iCals are adjusted, or feeds are moved, that the Master Calendar be thoroughly reviewed for possible errors.

2. Very Important: Use the double bookings on your Master Calendar to make sure all bookings are in the new PMS and are importing into Operto Teams

3. On the Master Calendar go through and make any new already checked in double bookings inactive

4. Move the newly created tasks to the same person and day as the legacy tasks and move any specific task or booking notes into the newly generated tasks and bookings. The old tasks and bookings will be deleted and not be able to be recovered.

Tip: View Bookings on the Bookings page and Tasks on the Scheduling List page to easily identify and transfer notes, or verify all notes have been transferred.

5.  Deactivate the old tasks that match the new tasks that were just moved

6. If your old property management software used iCal links, go to Setup --> Properties, edit (pencil icon) and remove all iCal links. 

Once iCal links are removed the double bookings will also be removed. 

7. If your old property management software used API connection, contact us at help-teams@operto.com to request that connection and bookings be removed.

8. Do a thorough review of the Master Calendar and Scheduling Calendar to make sure every reservation has the correct tasks, and no Tasks are in the Unassigned area.  

Important: When a feed is moved from one Property to another, the Property it is moved from will become Inactive. It is strongly recommended that anytime iCals are adjusted, or feeds are moved, that the Master Calendar be thoroughly reviewed for possible errors.