If your central system is a PMS (like Oracle Opera Cloud or Cloudbeds), WeSpeak connects through its official interface: every time a guest queries, the assistant asks your PMS at that moment for availability, and the chat booking is inserted directly into your PMS.
How it works
- It's a hybrid setup: availability comes from your PMS (queried live), and prices you control from WeSpeak — or directly from your PMS, using external rates.
- When the guest confirms, WeSpeak creates the booking in your PMS with the final price already calculated.
What you need to connect
- Your PMS provider gives you the access credentials (connection keys and, depending on the system, rate codes).
- The WeSpeak team maps your rooms and rate codes from the PMS first.
- Only afterward do you create your rates in WeSpeak, each one associated with a code from your PMS. Without that prior mapping, rates can't be created.
The three rate types (PMS exclusive)
| Type | What it does | Edited in WeSpeak? |
|---|---|---|
| External Rate (recommended) | Uses the prices already loaded in your PMS | ❌ Edited in the PMS |
| Base Rate | You define the prices from scratch in WeSpeak | ✅ |
| Derived Rate | Calculated over a base (% or amount) | ✅ |
💡 Recommendation: the External Rate keeps a single source of truth (your PMS) and avoids price differences between channels.
How to create an External Rate (step by step)
- In Rates → List (or from the Calendar), click New Rate and choose External Rate — "Maps a rate from the external PMS and applies WeSpeak Rates restrictions and policies." The option only appears if your integration is API PMS and the system was able to fetch the list of rates from your PMS.
- In the PMS Rate selector, choose the rate to map: each option shows its name, its code, and how many rooms it applies to. Hovering over it shows the applicable rooms by name.
- When you select it, the name is copied automatically and the compatible rooms are preselected; the incompatible ones appear disabled with the text "Not compatible with this PMS rate."
- Complete the remaining steps as in any plan: Basic Information (the code comes fixed from the PMS), Validity, Policies, Restrictions, and Summary. No base price or currency is configured: that data comes from the PMS on each query.
In the List you'll see the rate with the label "PMS prices with WeSpeak Rates restrictions," and in the Calendar the external ones are identified in red (the prices are not stored in WeSpeak: they're queried live). On top of an external rate you can create derived rates with a discount or surcharge — the calendar shows them as "Price derived from the PMS," calculated in real time.
Which rates the guest sees
- If you have rates created in WeSpeak Rates, the assistant offers only those (base, derived, and external). The rates from your PMS that are not mapped as external are not shown — this way you control exactly what's sold over chat.
- If there are no rates created in WeSpeak Rates, the original PMS rates are shown as they come.
- The WeSpeak Rates restrictions (minimum stay, closed to arrival, etc.) are applied to all the rates you offer.
- Availability always rules: if there's no room in your PMS, there will be no availability even if rates exist in WeSpeak Rates.
If a booking didn't reach your PMS
Each booking in the Bookings section has a PMS Sync Status: Synced, Pending, or Not synced. If any was completed in WeSpeak but not registered in your PMS (for example, due to a connection outage), you'll see a notice: "You have X unsynced bookings."
- Open the booking with View details — the BOOKING ID IN CHANNEL / PMS field tells you whether it already has a number in your system.
- Click Sync with PMS to retry sending it.
- If you loaded it by hand into your PMS, use Edit PMS booking ID to link it so it no longer appears as pending.
Things to keep in mind
- If you delete a rate in your PMS, that rate's connection in WeSpeak stops working — let your advisor know before restructuring rates.
- Availability is not edited from WeSpeak: it's managed in your PMS.
- Cloudbeds: it doesn't allow sending a price different from the one loaded, so there you always work with its own prices.
Frequently asked questions
Is the availability the assistant quotes up to date?
Yes — it's queried from your PMS at the moment of each quote. Unlike a Channel Manager, here no rate history is stored: each query brings the values in real time.
I want to offer only some of my PMS rates over chat.
Map as an External Rate only the ones you want to sell: the rest of the PMS rates are not shown to the guest (as long as you have at least one rate created in WeSpeak Rates).
Where do I see the booking that came in through the chat?
In your PMS, like any other booking, with the corresponding mapped rate.
Can I have promotions that don't exist in my PMS?
Yes: you create a Base or Derived Rate in WeSpeak (for example a Last Minute), and the booking enters your PMS with the final price calculated by WeSpeak.
I'm migrating to Cloudbeds, what do I need to do?
WeSpeak is a Cloudbeds partner and the connection is direct: your advisor enables the integration and in Channels the Cloudbeds card appears with the Connect button — you authorize with your account and you're done. Just make sure to provide the establishment name exactly as it appears in Cloudbeds; the mapping of rooms and rates is done by the technical team (Cloudbeds doesn't configure anything on its side — it's normal for them to tell you that).
I use Minihotel / HotelRunner / another system, what will they ask me for?
The typical items: the rate and room codes from your system (for the mapping) and, depending on the case, the link where bookings are registered. Your advisor gives you the exact list for your system.
I migrated another property to the same system, do we repeat the process?
Yes — each property connects and maps just like the first; having done it once, the second one goes much faster.