Apaleo: How to connect your Apaleo account to SuiteOp

Connect Apaleo to SuiteOp with an Apaleo sign-in, what SuiteOp reads and writes back, the settings to choose, and how to disconnect.

SuiteOp connects to Apaleo directly. Your rooms, room types and reservations come into SuiteOp so your team can run housekeeping, maintenance, guest access and the guest portal from one place, and SuiteOp can write door codes, housekeeping status, check-ins and upsell charges back to Apaleo. This guide covers what you need, how to connect, what syncs, the settings to choose, and how to disconnect.

Before you start

A SuiteOp account, and the Manage integrations permission in it. If you don’t have SuiteOp yet, book a demo.
An Apaleo user who can approve apps for your Apaleo account, usually an account admin. Apaleo shows them the consent screen during the connection.
At least one Apaleo property you’re willing to share with SuiteOp. You choose which properties on Apaleo’s consent screen.

There are no API keys to copy. The connection uses Apaleo’s own sign-in, and you can withdraw it at any time from SuiteOp or from Apaleo.

The Apaleo integration is rolling out. If you don’t see Apaleo under Add an integration, it isn’t available to you yet: contact SuiteOp support to find out when it will be.

What SuiteOp asks Apaleo for

On the consent screen, Apaleo lists the access SuiteOp requests. SuiteOp asks only for what it uses, plus one read for a planned feature:

Access	What SuiteOp uses it for
Read your setup	Reads your properties, room types, rooms and services, so rooms become listings in SuiteOp and upsells can be matched to your services.
Manage reservations	Reads your reservations, and — only for the write-backs you turn on — adds door code and guest portal details to the reservation’s comment, updates the guest’s email or phone, checks guests in and out, and books services on the stay.
Manage folios	Reads each reservation’s amounts from its folio, and — only when Charges is turned on — posts upsell charges, records payments SuiteOp collected, and posts refunds.
Read maintenance	Shows Apaleo maintenance blocks as blocked dates on the room in SuiteOp.
Change room state	Sets a room’s housekeeping status (Clean, Dirty, Clean to be inspected) — only when Property status is turned on.
Stay signed in	Lets SuiteOp keep syncing after you close the browser, without asking you to sign in again every hour.
Read availability	Not used yet. Requested now for SuiteOp’s planned booking calendar, so you won’t be asked to approve the connection again when it launches.

Connect Apaleo

In SuiteOp, open Settings > Integrations.
Under Add an integration, choose Apaleo and click Connect. If you already have an Apaleo account connected, open Apaleo under Your connections and click Add Account.
Sign in to Apaleo.
On Apaleo’s consent screen, choose the properties SuiteOp may see and approve the access. You’re returned to SuiteOp when it’s done.
Import your listings and map them to SuiteOp properties, as described in General PMS Setup. Each property takes its time zone and its default check-in and check-out times from your Apaleo property.

If SuiteOp says the authorization doesn’t give access to any property, no property was selected on the consent screen. Connect again and select at least one.

Each Apaleo account can be connected to one SuiteOp organization only. If it’s already connected to another organization, disconnect it there first.

What syncs

Every property you granted. A property you grant or create in Apaleo later is picked up automatically.
Rooms become listings, and room types are listed too. A reservation with no room assigned yet sits on its room type and moves to the room as soon as you assign one in Apaleo. Meeting rooms, event spaces and parking aren’t imported.
Reservations, including guest details, status, channel and the amounts from the folio. A booking with several rooms comes in as one reservation per room.
Housekeeping status of each room, shown on its listing.
Maintenance blocks from Apaleo appear as blocked dates on the room.

Changes in Apaleo reach SuiteOp within seconds: SuiteOp sets up Apaleo’s change notifications for you when you connect. As a safety net, SuiteOp also checks Apaleo for changes every six hours and re-reads your reservations once a day, so nothing is missed if a notification is lost.

Not available with Apaleo: guest messages aren’t exchanged through Apaleo, and reviews aren’t imported, because Apaleo offers no way for apps to read or send them. Apaleo also has no listing photos for SuiteOp to import. SuiteOp never changes your rates, availability, or a reservation’s dates.

Choose what SuiteOp writes back

Write-back is set up on the account’s Push Controls tab (Settings > Integrations > Apaleo, then the account). Nothing is written to Apaleo until you turn on Enable push (write data back) there and save.

Once push is on, these are on by default:

Access codes — the guest’s door code.
Custom fields — SuiteOp notes, and the guest portal’s completed status. When the guest completes the portal, SuiteOp also marks the reservation as pre-checked-in in Apaleo.
Guest details — when a guest corrects their email or phone in the guest portal, SuiteOp updates the primary guest in Apaleo. Names are never changed.

Apaleo has no fields for access codes or custom fields, so SuiteOp writes them in a block in the reservation’s comment, between --- SuiteOp --- and --- /SuiteOp ---. Anything else in the comment is left untouched. Don’t edit that block by hand: SuiteOp rewrites it on the next change.

These are off until you turn them on:

Property status — sends SuiteOp housekeeping changes to the room’s status in Apaleo. Off by default because your front desk may manage room status in Apaleo itself.
Reservation status — checks guests in and out in Apaleo when they’re checked in or out in SuiteOp.
Guest portal link — adds the guest’s portal link to the comment block. Off by default because anyone in Apaleo who can read reservations can see the link and open that guest’s portal.
Charges — sends upsells to Apaleo (see below).

Upsell charges

When Charges is on, the Upsell charges in Apaleo card appears on the same tab.

Map an upsell to an Apaleo service, and choose First night or Last night. SuiteOp books that service on the stay, so it counts toward the reservation total. Only services priced per room are listed — add one in Apaleo if you don’t see any.
Post other upsells as folio charges sends upsells without a mapped service as one-off charges on the guest’s folio, with the Service type and VAT rate you choose. These don’t change the reservation total. When this is off, unmapped upsells aren’t sent to Apaleo.
When a guest pays an upsell through SuiteOp, SuiteOp records the payment on the folio, so it doesn’t show an open balance.
Refunding an upsell in SuiteOp refunds the guest. For a one-off folio charge, SuiteOp also reverses the charge and its payment in Apaleo. A booked service isn’t reversed in Apaleo: remove it from the reservation there.

See Creating Upsells to set up the upsells themselves.

Door codes

Door codes can’t be imported from Apaleo, which has no door-code field. Use Dynamic Code or Static Code instead (see Property Access Instructions), and turn on Access codes under Push Controls if you want the code on the Apaleo reservation.

Reconnect

If the connection stops working — for example, someone removed SuiteOp from your Apaleo account, or the Apaleo user who approved it lost their access — the account shows Needs Reconnection and SuiteOp stops syncing. Click Reconnect on the account and approve the access again in Apaleo.

Disconnect

From SuiteOp

Open Settings > Integrations > Apaleo, then the account.
Under Disconnect this account, click Disconnect and confirm.

SuiteOp removes its change notifications from Apaleo, withdraws its access to your Apaleo account, deletes the stored sign-in, and stops all syncing. Before you confirm, SuiteOp shows what is removed for good: the reservations imported from this account are permanently deleted, and the scheduled tasks generated from them are cancelled.

From Apaleo

You can also remove SuiteOp from the connected apps in your Apaleo account. SuiteOp then can’t reach Apaleo: the account shows Needs Reconnection and nothing more syncs or is written back. To remove the account and its data from SuiteOp too, disconnect it in SuiteOp as above.

FAQ

Can I connect only some of my properties? Yes. Choose them on Apaleo’s consent screen. To share more later, grant them to SuiteOp in Apaleo; they’re picked up automatically.

Can I connect more than one Apaleo account? Yes. Each Apaleo account is its own connection: click Add Account on the Apaleo page.

Will SuiteOp overwrite my front desk’s work? Only with the write-backs you turn on. Room status and check-in/check-out are off until you enable them, and the comment block never touches text outside it.

Does SuiteOp change the reservation total? Only for upsells mapped to an Apaleo service. One-off folio charges are posted outside the reservation total.

Can guests message us through Apaleo? No. Apaleo has no messaging that apps can use.

Need help? Contact the SuiteOp team at [email protected].