Connecting Apaleo

Apaleo is a cloud PMS that Kleenee works with in both directions. Once a property is connected, rooms and stays come from Apaleo, and room conditions, the minibar and guest damage go back to Apaleo. This guide shows how to set up the connection and exactly what it does. For PMS connections in general, read Connecting a PMS.

What is exchanged

Guest names, contact details and other guest data are never fetched.

Before you start

• In Apaleo you need a user with the account administrator role (Account Admin). Only they can create an app.
• You need the property’s code in Apaleo, for example BER. Apaleo shows it next to the property’s name.
• In Kleenee, a manager or the owner sets up the connection on Integrations.

1. Create an app in Apaleo

1. Sign in to Apaleo and open the account level (not a single property).
2. Open Apps, then Connected apps, and choose Add a new app, then Add custom app.
3. Fill in the form:
   • Client code: for example KLEENEE (letters, digits and underscores).
   • Client name: for example Kleenee.
   • Personally identifiable information: choose Omit all. Kleenee does not use guest data, so it should not receive any. This cannot be changed later.
   • Client access: choose Scope client, so you can tick the scopes in the table below.
   • Scopes: tick the scopes from the next step.
   • Secrets: add one secret, for example described as Kleenee.
4. Save. Apaleo shows the Client ID and Client secret. Copy both before you close the window.

2. Scopes

Instead of the last three you can give folios.manage, which covers them all. You can change the scopes later in the same app, without connecting again in Kleenee. Kleenee shows the scopes needed for what you turned on on Integrations, under Scopes for the app in Apaleo.

3. Connect the property in Kleenee

1. Open Integrations and find the property.
2. For System choose Apaleo.
3. Enter the Property code in the PMS (for example BER), the Client ID and the Client secret.
4. Press Save.

If the property already has rooms in Kleenee, Kleenee asks you to confirm before saving: all current rooms are replaced with the rooms from Apaleo. The old rooms stay in the history and their unfinished tasks are cancelled. From then on rooms are not added or renamed by hand; you still change the floor and the room’s state in Kleenee.

Right after saving, Kleenee fetches the rooms and stays and subscribes the property to instant changes from Apaleo. Keys are stored securely and nobody can see them again, not even in Kleenee. When you change the settings later, leave the key fields empty to keep them.

How it works every day

• Cleanings follow the stays. Every stay from Apaleo gets a cleaning after the departure. A late departure set in Apaleo moves the cleaning, and an early arrival makes the room due by the arrival.
• Check-out in Apaleo. When the front desk checks a guest out, the room becomes Dirty in Kleenee and its cleaning is due at once. If the guest left before the planned day, the stay ends today.
• Check-in in Apaleo. The room counts as occupied instead of as an arrival.
• Room conditions go to Apaleo. When a room becomes Clean or Verified, Apaleo gets Clean; Awaiting inspection becomes CleanToBeInspected and Dirty Dirty. Being cleaned and Out of order are not sent.
• Room conditions come from Apaleo. When the front desk changes a room’s condition in Apaleo, it changes in Kleenee too. The exceptions are a room being cleaned or out of order, and a change from Kleenee not yet sent.
• Guest counts and the room type are shown on the room’s card in the schedule. Changes to the property and room types in Apaleo arrive at once.
• Change history. What came from Apaleo shows in the history as PMS (sync).

Services booked with a stay

Kleenee sees the services a guest books in Apaleo with the stay. On Integrations, under Services from the PMS, choose what each one means:

The first time, Kleenee guesses the meaning from the service’s name; change it if it is wrong. Requests and extra cleanings need a package that has them. Service prices are not fetched.

Charges on the guest bill

Under Charges on the guest bill you choose:

• Post the minibar to the guest bill: the minibar staff record goes to the guest’s open bill in Apaleo within a few minutes. It is off by default.
• VAT on damage: the VAT of damage on the bill.

Each minibar item’s VAT is set on Supplies, in the VAT on the guest bill field. You send damage yourself: on Issues, for damage whose stay came from Apaleo, type the name the guest sees on the bill and press Charge through the PMS. Once it is posted, the claim moves to Claimed with the platform.

The latest items are listed in the same place. Reverse takes a posted item off the bill (damage then moves to Written off), and Do not send stops an item not yet sent. Every item is sent with a key that keeps it from being posted twice. The minibar and damage need a package that has them.

The front desk and notes in Apaleo

Under Front desk in the PMS you choose what Kleenee does in Apaleo. Each setting is separate and off by default, and all of them need the reservations.manage scope.

• A found item goes on the stay of the last guest in the room: the one in it, or the one who left last. An issue goes on the stay of the guest staying on in the room, and guest damage on the stay it is linked to.
• Kleenee only changes its own lines of the comment, which start with “Kleenee:”. The rest of the comment stays as it is, and Kleenee does not keep it.
• Changes from the front desk go to Apaleo at once. If Apaleo refuses one, for example because no room is free or the guest is not checked in there, the change stays in Kleenee, and the front desk sees a message and makes the change in Apaleo by hand.
• The latest actions and errors are listed in the same place. Try again sends an action again, and Do not send stops it.

When something does not work

The error shows on the connection on Integrations, and for charges and front desk actions next to each item.

If saving shows a message that Apaleo did not accept the subscription for instant changes, the connection works, but changes from Apaleo arrive every few minutes. Give the app the webhook permission and save the connection again.

Pausing and removing

Press Sync now to fetch rooms and stays at once. Pause stops the connection for a while. Remove deletes the connection and unsubscribes the property in Apaleo; rooms and stays stay in Kleenee, and the rooms are yours to change again.