If you manage your rates and availability from a Channel Manager (such as Channex, RoomCloud, or Amadeus), this is the ideal scenario: your Channel Manager automatically notifies WeSpeak every time a price or availability changes, and the assistant always quotes with up-to-date data.
How it works
- Your Channel Manager remains your central system: that's where you edit prices and inventory, as always.
- WeSpeak receives changes on its own, automatically, and uses them so the assistant quotes with day-by-day, room-by-room availability.
- When a guest books through the chat, WeSpeak sends the booking to your Channel Manager, which deducts the inventory across all your channels.
What you need to connect
Order matters: with a Channel Manager, you first create the entire structure in WeSpeak and then connect (the opposite of a PMS). The recommended order:
- Create your rooms (the New room button), respecting the maximum capacities of adults, children, and people.
- Configure the ages on the Integration screen (infant/child ranges, whether the infant takes up a spot).
- Create your rate plans without prices — the prices keep coming from your Channel Manager. Define whether the price is "per room" or "per person": it has to match how your Channel Manager handles it, because it affects compatibility when connecting.
- Create your payment and cancellation policies and your taxes and fees, and associate them with each rate.
- Hand over the connection code shown in Rates → Integration to your Channel Manager's support team. The 1-to-1 mapping between their rates/rooms and WeSpeak's is done within the Channel Manager.
ℹ️ Base occupancy: if your Channel Manager sends prices per person, in WeSpeak you define how many adults that price is calculated for (e.g., if it sends $100 for 2 adults, the base occupancy is "2 adults"). This way the calendar shows the correct price.
ℹ️ It's recommended to map your Standard / Flexible rate (the highest in your structure) as the parent rate: if its price changes in the Channel Manager, the change carries over to WeSpeak and all the derived rates recalculate in cascade.
What you can and can't do from WeSpeak
| Action | From WeSpeak? |
|---|---|
| Edit prices | ❌ Edited in your Channel Manager |
| Edit availability / inventory | ❌ Edited in your Channel Manager |
| Edit restrictions (minimum stay, sale cutoffs) | ✅ |
| Create derived rates (Last Minute, Early Booking…) | ✅ WeSpeak calculates the final price over the parent rate |
| Payment and cancellation policies per rate | ✅ |
| View the day-by-day, room-by-room availability in the Calendar | ✅ (read-only — the Channel Manager syncs it) |
How the booking travels to your Channel Manager
When the guest books a derived rate created in WeSpeak (e.g., Last Minute), your Channel Manager receives the booking with the code of the mapped parent rate but with the final price of the derived rate. This is normal: the derived rate exists only in WeSpeak, so it's reported under the rate your central system does know, with the correct amount.
Complete example: base + Long Stay promo
- In Integration, you define ages: Children from 2 to 12, Infants from 0 to 2.
- You create the Master Suite room (maximum 2 adults + 1 child).
- New Rate → Base Rate: "Standard Flexible Rate," USD currency, price type Per Person, associated with the Suite, with a flexible cancellation policy. The price is not entered: it's sent by the Channel Manager.
- New Rate → Derived Rate: "Promo +5 Nights," parent = Standard Flexible Rate, adjustment −20% (percentage), restriction of minimum stay 5 nights, and payment policy 50% deposit (with WeSpeak Payments).
- In your Channel Manager, you map the "Standard Flexible Rate" to your standard rate using the connection code.
Result: if tomorrow you raise the price of the Flexible in your Channel Manager, the promo adjusts by itself to 20% below it, and it's only offered to those who query 5 nights or more.
Frequently asked questions
I changed a price in my Channel Manager, how long until it shows?
Changes arrive automatically — generally within minutes.
Can I fix a price from WeSpeak if my Channel Manager is down?
No: prices live in your Channel Manager. If the connection is interrupted, there is no manual inventory management from WeSpeak.
Do chat bookings deduct availability on Booking/Expedia?
Yes — the booking travels to your Channel Manager, and it updates all your channels just like any other sale.
The calendar data looks outdated, can I force the sync?
If you use Channex, in the Rates Calendar you have the Full Sync button: it requests a complete synchronization and the data updates within a few minutes. If it still doesn't match after that, report it to your advisor.
Which rate does my Channel Manager see when someone books a promo created in WeSpeak?
The booking arrives associated with the code of your mapped parent rate, with the final price of the promo. Derived rates don't need to exist in your Channel Manager.
I renamed or restructured rates in my Channel Manager, does anything break?
The mapping is 1-to-1: if you delete or replace the mapped rate/room in your Channel Manager, that connection becomes unlinked. Let your advisor know before restructuring so the mapping can be redone.