If you need to switch to a new PMS while keeping the same properties in SuiteOp, follow these steps for a seamless transition.
When should you make the PMS swap in SuiteOp?
Before you go live on the new property management system you should follow the "Things to do" list below to ensure a smooth transition. If those steps are completed, you should aim to swap your listings in SuiteOp at the same time you go live on the new PMS.
Once you make the swap in SuiteOp the new PMS will create new reservations. This means any guests who already received a portal link will no longer have access to those portals. They will, however, get a new functioning portal link from the new PMS.
We don't recommend switching over at check-in or check-out time. You should send a note to current guests with their updated portal link.
Guests who were already verified on their old reservation will need manual verification or to complete pre-check-in steps again on their new portal.
You will still be able to see the previous reservations in SuiteOp after you switch, which can help determine who to manually verify
Things to do before switching to a new PMS in SuiteOp
Integrate your new PMS with SuiteOp by finding it in our Integrations page and authorizing the connection. You should do this before you're ready to go live.
Set up the SuiteOp messaging flow for the new PMS. This will allow the SuiteOp portal link to continue being sent to guests. See the Messaging Best Practices to find out how to send the link in your new PMS
Add & configure your properties in the PMS as usual
When you are ready to go live, follow the steps below
Easiest way to integrate your new PMS to existing SuiteOp properties
Connect the new PMS
Connect to the new PMS in the Integrations page, wait for listings to load in. Do not add from this page
Go to Properties and for each property do the next steps
Select the property
Navigate to Settings > Property
Click Edit. Under PMS Listing, click Link to PMS Listing to connect to the new PMS
Select the new listing from the dropdown, then click Save. This will disconnect the old PMS & reservations and bring in the new PMS & reservations
Once you're done swapping each property for the new connection, you can remove the old PMS from SuiteOp in the integration page.
Disconnect the old PMS
Go to Integrations.
Click on the Settings (gear icon) next to your old PMS.
Select Disconnect Account.
What to do if you added the new PMS properties instead of switching the PMS listing dropdown
If the above steps are not followed (e.g., the new PMS is added along with its properties without disconnecting the old PMS), duplicate property data may occur in SuiteOp, causing confusion and inefficiencies.
To resolve this:
Remove Duplicate Properties:
Go to Properties.
Identify the duplicate property entries linked to the old PMS.
Delete or disable these duplicates.
Disconnect the Old PMS:
Navigate to Integrations.
Click the Settings (gear icon) next to the old PMS.
Select Disconnect Account.
Link Properties Correctly:
Verify that all properties are now connected to the new PMS.
Follow the steps to Link to PMS Listing for each property as needed.
This ensures proper synchronization between SuiteOp and the new PMS while preventing errors.