Touch Stay integrates with Escapia to import your properties and then automate the sending of invitations for confirmed bookings. If you don’t have a Touch Stay account yet then you can sign up here for a free 14-day trial. Once you have a Touch Stay account, then follow the steps below.
Step 1. Contact Escapia API Team
First step is to email the Escapia API Support firstname.lastname@example.org asking them to add Touch Stay to the HSAPI partner list for your account. Escapia support will add Touch Stay to the HSAPI partner list, and then send out the list of steps that need to be completed in Escapia to set up the connection.
Step 2. Connect your Escapia account in Touch Stay
Once you have completed Step 1, head to the Account page within your Touch Stay account, go to the Integrations tab and click “Connect” underneath the Escapia logo. Paste your Escapia Account number (aka PMC ID) into the box and click Save.
Step 3. Match Guides
Once authorised, you can match any existing Touch Stay guides to your Escapia properties. Use the drop-downs to select the correct Escapia accommodation for each Touch Stay guide. When complete, click “Match Selected”. If you don’t have any to match, then just click “Skip”.
Step 4. Import Units
If you have any remaining unmatched units from Escapia then the next screen allows you to import those into Touch Stay. Simply check the ones you want to import and click the “Import Selected” button. If you don’t want to import any, or don’t have any remaining, then just click “Skip” whilst leaving the selections blank.
Touch Stay will import the following:
- Property Name
- Property Address
- Property Location
Each property imported will create a new Touch Stay guide.
Step 5. Check Your Content
Matching or importing rentals won’t automatically start syncing reservations from Escapia, so now is the time to check the content of your guide books and make sure they’re in tip-top shape and ready to share with your guests.
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 welcome book content.
Step 6. Set up your Message Templates
To send out messages to guests from bookings that come from Escapia you’ll first need to create some message templates using Memo. The bookings from Escapia will then follow your message workflow and any default settings as defined by the templates that you create.
See the Memo help articles for how to add message templates and create a notification journey for your guests.
Step 7. Sync and Forget!
Once your welcome books are ready and Memo message templates are in place then you can start syncing with Escapia.
The sync settings can be found on the Integrations tab under the Settings option for Escapia, select “Reservation Sync Settings”.
Here you can choose whether to import all your future reservations or have Touch Stay only import new reservations. If you are new to Touch Stay then choose “All reservations”. If you are already a user of Touch Stay messaging before you connect your Escapia account, then it’s best to choose “New reservations only” to prevent duplicate reservations being imported.
Next, choose whether all confirmed bookings should be imported or only those where the full payment has been received. This is based on the Payment Status field in Escapia being set to “Fully Paid”.
Finally, select the guides to start syncing by using the checkboxes (note the “Select All” option at the bottom left) and click Submit.
If you have selected “All reservations” then all your future dated bookings from Escapia will now be imported and will generate invitations and schedule email or SMS messages based on the booking details and your Touch Stay message templates. All future bookings for Escapia units matched to Touch Stay guides with the sync active will also now be imported automatically.
How to connect custom field codes with Escapia
You can connect custom field codes created in Touch Stay to additional fields through the integration with Escapia. This will then mean any values/data for these fields set in Escapia will pass into Touch Stay and can be added to your Memo message templates and guide content. The available fields are as follows:
- Check In time (data type: Text)
- Check Out time (data type: Text)
- Reservation Number (data type: Text)
- Door Code (data type: Text) – this option will connect both regular door codes and Kaba lock codes
To connect any of these fields to Touch Stay head to the Integrations tab and within the Escapia Settings select “Custom Field Mapping”.
Next, click on the “+ New Custom Field” button:
From here you can select the Escapia field to connect, choose a name for your custom field code and any substitute value. Substitute values are used in the case of data missing when the field code is used, see for more detail about field codes.
Once the custom fields have been created, then any future bookings which sync from Escapia will have the relevant data automatically populated on the invitation record. That data will then show in your Memo messages or guide content wherever you have placed the custom field code.