Hostex Integration

Connect your Touch Stay and Hostex accounts to import Hostex properties & booking data into your guides and make it easier to share guides with your guests.

The steps to complete your integration:

• Step 1: Connect your Touch Stay & Hostex accounts
• Step 2: Match Hostex properties
• Step 3: Import Hostex properties
• Step 4: Complete guide creation (new Touch Stay customers only)
• Step 5: Personalisation settings
• Step 6. Sync reservations
• Step 7. Sharing guide links through Hostex
• A note about Hostex message timing

Step 1. Connect your accounts

1. Log in to your Hostex account.
2. In a separate tab, log in to your Touch Stay account.
3. Go to Integrations → find Hostex, then click Connect.

4. On the next screen, click Authorise.

   ✅ This will automatically connect your Hostex and Touch Stay accounts, and you’ll be redirected back to Touch Stay.

5. Next, return to your Hostex account to set up the webhook:

• Go to Workplace → Webhook
• Click + Add New
• Enter the following webhook URL: https://hub.touchstay.com/hostex/webhook/

Step 2. Match Properties

Once authorised, you can match your existing Touch Stay guides to your Hostex properties.

1. Go to the Match tab on the Integrations page.
2. Use the drop-down menus to select the correct Hostex property for each Touch Stay guide.
3. When you’re done, click Match Selected to save your matches.

💡 Tip:

If you don’t see any guides listed on this step, don’t worry, you can skip straight to Step 3.

Step 3. Import Properties

If you still have any unmatched listings from Hostex, you can easily import them into Touch Stay.

1. Go to the Import tab on the Integrations page.
2. Tick the box next to each listing you want to import.
3. Click Import Selected to add those listings to your Touch Stay account.

💡 Tip: Once imported, your new guides will automatically appear in your Guides list and be ready to set up.

What Touch Stay Imports

When you import from Hostex, Touch Stay will bring in the following details:

• Property Name
• Property Address

Each unit imported will create a new Touch Stay guide.

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

Matching or importing your listings won’t automatically start syncing reservations from Hostex.

Before enabling the sync, take a moment to review your guides and make sure all the content is ready to share with guests.

💡 New to Touch Stay?

Visit our Quick Start Video for helpful tips on the quickest way to build your digital welcome book.

Step 5. Personalisation settings

You can map Hostex property and reservation data fields to your Touch Stay custom fields or topic customisations.

This allows you to automatically personalise your guides and guest messages for each reservation, for example, by showing the guest’s name or stay dates inside your welcome book.

The steps below explain how to map and sync reservation data from Hostex to your Touch Stay account.

If you’d like to learn how to map property data (for deeper guide-level personalisation), see our related article: Guide level data mapping with Hostex

Automatically Mapped Fields

The following Hostex reservation fields are automatically linked to standard field codes in your Touch Stay account:

⚠️ Note: Some OTAs or booking sites don’t always provide the guest’s phone number or email address, so these details may vary depending on where the booking came from.

Optional Fields You Can Manually Map

These additional Hostex reservation fields are available through the integration and can be manually mapped to your own Touch Stay custom fields:

How to Map Custom Fields

1. Go to the Integrations page.
2. Open the Map Data tab.
3. Click + Add New Mapping.
4. Select the Hostex field you want to connect.
5. Choose a name for your custom field code and, if needed, add a substitute value.
   • 💡 Tip: Substitute values are used when data from custom fields is missing at the time the field code is used
     • For example, if a custom field, such as Number of adults or Number of children, isn’t provided, you could display a message like “Contact us if this information is missing.”
     • 👉 Learn more in our article: Field Codes Explained
6. Once your custom fields are mapped, any future reservations synced from Hostex will automatically populate those fields on the Touch Stay Invitation record.

💡 Tip: You can then use this data in your Message Hub templates and guide content to personalise the guest experience.

Step 6. Sync reservations

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

1. Go to Integrations → Sync tab
2. Under Sync Options, choose how to import your reservations:

   • All reservations – recommended if you’re new to Touch Stay.

     This will sync all your future-dated reservations and generate invitations for each one.

   • New reservations only – choose this if you already use Message Hub to send invitations.

     It will only create invitations for bookings made after the sync activation date, preventing duplicates.

3. Tick the checkboxes for the guides you want to sync. Use Select All (top-right) to choose all guides at once.
4. Click Sync Selected.
   • The process may take a few minutes, depending on the number of reservations and properties.
   • You can stay on the page or continue working; the sync runs in the background.
5. Once active, any new Hostex reservations will automatically import into Touch Stay for those guides.

💡 Tip:

You can check your sync status or view imported reservations anytime from the Message Hub →  Invitations page.

Step 7. Sharing guide links through Hostex

Touch Stay automatically sends a unique guide link for each reservation back to Hostex.

You can include this link in your Hostex message templates to automatically send guides to guests through the Hostex unified inbox.

Your Hostex account will now include a new custom reservation field called:

{{touchstay-guide-link}}     

To set up your Hostex messages:

1. Go to Automation → Messages.
2. Click New Rule and select After a new reservation.

3. In the New Rule dialogue:
   • Toggle the switch to enable the automation.
   • Change the message template,
   • Set the event timing to 0.5 hour, after a new reservation was made
   • Add your content, including {{cf.touchstay-guide-link}}     where you want the guide link to appear.
4. Click Save to finish.

And that’s it! You can now include the Touch Stay guide link in your Hostex message templates to automatically share your welcome book as part of your guest communication flow.

Notes:

A note about Hostex message timing

There may be a short delay between a booking arriving in Hostex and the guide link being returned from Touch Stay while both systems process the data.

💡 Recommendation:

Avoid adding the {{cf.touchstay-guide-link}}      field to messages that send immediately after a booking is received.

Instead, schedule a message about 0.5 hour later (or even the next day) to introduce your guests to everything they’ll find in your guidebook.

What happens if I’m already using Message Hub?

If you want to switch from Message Hub to Hostex for sending guide links:

1. Archive your existing Message Hub message templates; this stops them from being added to new reservations.
2. Set up your new Hostex message flow.

3. Archiving won’t affect any existing invitations.

   To cancel messages already scheduled, delete the Message Hub template instead.