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.
Table of contents:
Step 1. Connect your accounts
Log in to your Hostex account.
In a separate tab, log in to your Touch Stay account.
Go to Integrations in the left sidebar, open the Partners tab, find Hostex and click Connect.
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.
Step 2. Match Properties
Once authorised, you can match your existing Touch Stay guides to your Hostex properties.
Go to the Match tab on the Integrations page.
Use the drop-down menus to select the correct Hostex property for each Touch Stay guide.
When you're done, click Match Selected to save your matches.
💡 Tip: If you don't see any guides listed on this step, you can skip straight to Step 3.
Step 3. Import Properties
If you still have any unmatched listings from Hostex, you can import them into Touch Stay.
Go to the Import tab on the Integrations page.
Tick the box next to each listing you want to import.
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
Property Location (map coordinates)
Property photos are not imported from Hostex. 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 bookings 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 reservation data fields to your Touch Stay custom fields.
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.
Hostex only provides reservation-level data through the integration. There are no property-level fields to map to your guides.
Automatically Mapped Fields
The following Hostex reservation fields are automatically linked to standard field codes in your Touch Stay account:
Field | Data Type |
Guest first name | Text |
Guest last name | Text |
Arrival date | Number |
Departure date | Number |
Guest contact phone number ⚠️ | Number |
Guest contact email address ⚠️ | Text |
⚠️ 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:
Field | Data Type |
Number of Adults | Number |
Number of Children | Number |
Number of Infants | Number |
Number of Pets | Number |
How to Map Custom Fields
Go to the Integrations page.
Open the Map data tab.
Click Add new mapping.
Select the Hostex field you want to connect.
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
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 bookings
Sync Hostex bookings with your Touch Stay account and complete the integration.
Go to the Sync Reservations tab on the Integrations page (legacy Hub: Sync bookings).
Choose how to import your bookings:
All bookings – recommended if you're new to Touch Stay.
This will sync all your future-dated bookings and generate invitations for each one.
New bookings 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.
Tick the checkboxes for the guides you want to sync. Select all is at the top, next to Sync Selected.
Click Sync Selected.
The process may take a few minutes, depending on the number of bookings and properties.
You can stay on the page or continue working; the sync runs in the background.
Once active, any new Hostex bookings will automatically import into Touch Stay for those guides.
💡 Tip: You can check imported bookings anytime under Messaging & Chat → Invitations (legacy Hub: Message Hub → Invitations).
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 with the short code touchstay-guide-link.
To set up your Hostex messages:
Go to Automation → Messages.
Click New Rule and select After a new reservation.
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.
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:
Archive your existing Message Hub message templates; this stops them from being added to new reservations.
Set up your new Hostex message flow.
Archiving won't affect any existing invitations.
To cancel messages already scheduled, delete the Message Hub template instead.
🤝 Need help?
Our Fin AI assistant is available 24/7 and typically responds in under 10 seconds. If Fin isn't able to solve your issue, our support team will take ownership of your case from there.
You can also reach out to our team at [email protected], and we'll be happy to help.