⏱️ Estimated time: 20 minutes

👤 Role: E-commerce Manager, Revenue Manager, Reservations Admin

What you'll learn:

• How to expose and map rooms and rates to the Ecommerce platform via Guestline.

• How to complete a detailed room build, including images, descriptions, and amenities.

• How to configure rate plans, upsells, and critical system mappings to prevent live booking errors.
  

Use this process during your initial onboarding setup or whenever you introduce new room types, rates, or packages that need to be bookable on your digital storefront. The entire build must be completed sequentially within the Distribution section of Guestline. Accurately configuring these settings ensures your live pricing, imagery, and restrictions sync perfectly between your Guestline PMS and the Ecommerce platform, delivering a seamless guest booking experience.

Before you start:

• Ensure you have administrative access to your Guestline PMS and the Distribution (Roomlynx) module.

• Prepare high-quality room images (minimum 3 per room, maximum 6) and ensure file names contain no special characters.

• Prepare high-quality rate images (1 per rate plan) and written descriptions.

• Verify that your rooms and rate plans have been fully created inside your core PMS.

Step 1: Expose Your Inventory to the Channel

1. Log in to your Guestline platform and navigate to the Distribution section.

2. Click on Conversions from the menu.

3. Select RoomlynxWS from the connection drop-down list.

Important Notice: The Ecommerce platform communicates exclusively through the RoomlynxWS channel. Your rooms and rates will not display on your storefront unless they are explicitly exposed to this channel.

4. Toggle the conversion type selector to Room Type to view your available inventory, and add the rooms you want to expose to the channel.
   

5. Toggle the conversion type selector to Rate Plan and add the specific rates you want bookable online.
   

Step 2: Complete the Room Build

1. While inside the Distribution section, navigate to Configuration and select Manage Rooms. This will display a list of your exposed rooms. Click edit next to the room you wish to configure.

2. Scroll to the Images section to review or upload your media. Click Choose File to upload up to 6 high-quality images (a minimum of 3 is highly recommended).

Important Notice: Ensure your image file names are saved without any special characters (e.g., symbols, spaces, or punctuation), as this will break the image synchronisation and prevent them from pulling through to the Ecommerce platform storefront.

3. Scroll to the description fields and input your text into the Room Description box.
   

Key Logic: Do not use the Short Description field. Use the main Room Description to highlight key design features and sell the experience in a natural narrative. Avoid using bullet points here, as specific features will be handled separately in the amenities section.

4. Set the Capacity and Bed Type settings. Select either double, twin, both, or leave it blank by selecting none. This data feeds directly into the storefront's search logic to clarify which rooms can accommodate families and children.
   

5. Select your room features from the predefined checklist in the Room Amenities section. Note that this list is native to Roomlynx and cannot be customised.

6. Locate the button labelled Roomlynx which sits directly next to Quick Conversion at the bottom of the page. You must click Roomlynx first to commit the channel sync, and then click Save.

Step 3: Configure Rates and Upsells

1. Navigate back to your core PMS layout and go to PMS > System > Rate Plans.

2. Select each rate you want to sell online and ensure the checkbox to expose the rate to RoomlynxWS is ticked.

3. Return to Distribution > Configuration > Manage Rates to enrich your rate plans with marketing content.

4. Add a customer-facing description and upload exactly one image per rate plan.

5. Scroll to the upsells section and tick the boxes for any add-ons (like breakfast or champagne) you want to display during the booking journey for this specific rate.

Key Logic: If your desired add-ons are missing, you must build them first in the products section of your core Rezlynx PMS and expose them to Roomlynx before they will appear as selectable options here.

6. Locate the Roomlynx button sitting next to Quick Conversion, click it, and then click Save to push your updates live.
   

Step 4: Map Critical Media Sources and Card Codes

1. Create a dedicated media source code inside your Guestline PMS specifically for your Ecommerce platform bookings.

Important Notice: You will receive immediate system error messages for every single attempted room booking if a valid media source code is not configured and mapped ahead of going live.

2. While inside Distribution, click on Conversions.
   

3. Change the active connection to RoomlynxWS-ecommerce platform using the drop-down menu.

4. Change the conversion type drop-down to Card Code and click Add.

5. Input your internal PMS Code (e.g., your designated code for Stripe or Online Web payments), then enter the matching Channel Card Value to align them perfectly. This ensures payments and card guarantees pass into your reservations without failing.

Best practice:

• Before launching your storefront, complete a final pre-flight checklist: verify your rate table pricing is accurate, ensure price variances are correctly applied to the RoomlynxWS channel, and double-check that every active room has at least 3 valid images.

• Set up any required threshold closures directly against the RoomlynxWS channel to protect your inventory during peak dates.

• If you need a hand with your integration mapping or encounter any validation errors, the Journey Support Team is available via live chat on our support portal or at support@journey.travel.