Host Tools Integration

The steps to complete your integration:

Connect your Touch Stay and Host Tools accounts to import Host Tools listing & reservation data into your guides and make it easier to share guides with your guests.

Step 1. Connect your Touch Stay & Host Tools accounts

You will need your Host Tools Access Token to get started. Login to your Host Tools account and click on API & Integrations and then copy the Access Token.

Next, come back to Touch Stay go to Integrations and click Connect under the Host Tools logo. Select Host Tools from the pop up menu and then 'Connect'.

Paste your Host Tools access token into the box and click 'Save'.

Step 2. Match Host Tools listings

You can now match existing Touch Stay guides to your Host Tools listings. Go to Integrations > Match and use the drop-downs to match the correct Host Tools listing for each Touch Stay guide. 

Step 3. Import Host Tools listings

If you have any remaining unmatched properties from Host Tools, go to Integrations > Import. Click the remaining properties you want to import and click ‘Import selected’.

Each imported listing will create a new Touch Stay guide and populate them with the following details from Host Tools:

  • Listing Name
  • Listing Address
  • Listing Location

Step 4. Complete guide creation (for new Touch Stay customers only)

Now is the time to check the content of your guides to make sure they are ready to share with guests before you complete the integration and sync your Host Tools reservations.

If you’re new to Touch Stay then check out the Getting Started page for hints and tips on the quickest way to build out your guide content. If you have more than 20 properties, please contact us at support@touchstay.com to find out more about our onboarding service.

Step 5. Personalisation settings

You can map Host Tools listing & reservation data fields to Touch Stay custom fields or topic customisations. These can then be inserted into guides and guest messages to personalise them for each reservation. The following paragraphs explain how to map and sync Host Tools reservation data to your custom fields or topic customisations.

We have a separate article covering how to map and sync listing data for further guide level personalisation.

The following Host Tools reservation data fields will be automatically mapped to standard field codes in your Touch Stay account:

  • Guest first name (data type: Text)
  • Guest last name (data type: Text)
  • Arrival date (data type: Number)
  • Departure date (data type: Number)
  • Guest contact phone number* (data type: Number)
  • Guest contact email address* (data type: Text)

*Some OTAs and booking sites do not always provide the guest email address or phone number, so the availability of these two data points are dependent on the platform the guest used to complete their reservation.

The following Host Tools reservation data fields are also available through the integration. They are optional and can be manually mapped to a Touch Stay custom field: 

  • Confirmation code (data type: Text)
  • Lock Code (data type: Text)
  • Reservation Check-In Time (data type: Number)
  • Reservation Check-Out Time (data type: Number)
  • Invitation notes (data type: Text)

To connect any of these optional data fields to Touch Stay custom fields go to Integrations > Map data and click the '+Add new mapping' button. 

From here, you can select the Host Tools data field to connect. Choose from an existing custom field, or create a new one by giving it a name and any substitute value. Substitute values are used in the case of data missing when the field code is used, see this article for more detail about field codes.

Once the custom fields have been created, any future reservations which sync from Host Tools will have the relevant data automatically populated for the reservation (invitation record) and can be used in Memo message templates and guide content.

Step 6. Sync reservations

Sync Host Tools reservations with your Touch Stay account and complete the integration.

Here you can choose whether to import all your existing reservations or only import new reservations. 

  • If you are new to Touch Stay and not using the Memo messaging tool then choose 'All reservations'.
  • If you are already using the Memo messaging tool, then choose 'New reservations only'  to prevent duplicate Memo messages being sent to existing reservations.

If you have selected 'All reservations' then all existing reservations from Host Tools will now be imported and the unique guide link of each one will be passed back into Host Tools.

To complete this step, go to Integrations > Sync reservations and select the guides you want to sync using the checkboxes. Use the ‘Select all’ option to select all in one go. Click 'Sync selected'.

Once the sync is activated, invitations will be created in Touch Stay for all the relevant reservations and a unique link sent back to Host Tools in a data field called {{Guidebook URL}}. You'll be able to see this link on each Reservation record in Host Tools.

You can add this data field (in Host Tools it's called a "Tag") to an existing, or new, automated message in Host Tools, so every guest can access a guide that has been personalised with their reservation details.

A note about Host Tools message timing: there will be a slight delay between the reservation arriving in Host Tools and the link being sent back from Touch Stay whilst our respective systems process the reservation, generate the link and pass it back. Therefore, we recommend NOT adding your "Touch Stay Guide Link" custom field to Host Tools messages that are sent out as soon as the reservation is received. Instead, we recommend adding a message ~1 hour later or perhaps the next day that's dedicated to introducing guests to everything they'll find in your guide book.

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