apaleo integration support

Airplate is an RFP and event-management platform for hotels and venues. Connecting apaleo lets Airplate see the same inventory and reservations your team works with, so event enquiries are answered against live availability instead of a spreadsheet.

• Reads your inventory. Airplate loads the properties on your apaleo account, then the unit groups and rate plans for the property you select. Unit groups typed MeetingRoom or EventSpace are recognised as bookable event spaces.
• Follows changes made in apaleo. Airplate subscribes to apaleo's block and reservation events. When your team changes or cancels a block Airplate placed, the booking in Airplate records the new values and you are told on the booking page and by e-mail — Airplate never changes apaleo back. A reservation picked up from an Airplate block is linked to its booking.
• Not yet checked: holds placed directly in apaleo. Blocks and reservations your team creates in apaleo itself are not yet compared with Airplate requests. Check apaleo before you confirm an event for a space that might already be taken there.
• Holds your event space and bedrooms as blocks. Once you have chosen a property, every request Airplate receives is held in apaleo as a tentative block, made optional when the contract is sent and definite when both parties have signed — see write-back.

Airplate is an apaleo Connect (Store) application. You authorise it from inside Airplate using your existing apaleo login — Airplate never asks for your apaleo password, and there are no API keys to copy.

1. 1
   Sign in to Airplate and go to Settings → Integrations.
2. 2
   Find the apaleo tile, switch it on, then choose Connect with apaleo. You are redirected to apaleo's sign-in page.
3. 3
   Sign in with your apaleo account and review the permissions Airplate requests (listed in data and permissions). Approve to continue.
4. 4
   apaleo returns you to Airplate. Airplate stores the connection, subscribes to your reservation events, and loads your account's inventory.
5. 5
   Select your property. Airplate takes you straight to the property-selection screen, at Settings → Integrations → Select your apaleo property. Pick the property Airplate should work with and choose Confirm property.
6. 6
   Airplate validates the choice against apaleo and shows what it found: how many unit groups were synced, how many are bookable event spaces, and how many rate plans exist. The apaleo tile then shows Active.

On the apaleo tile, the connected property is shown with a Change property action, which reopens the same selection screen. When you confirm a different property:

• The new property becomes the active one. Airplate immediately reads that property's unit groups and rate plans.
• The previous property is kept on the account record rather than erased, so switching back is a selection rather than a reconnection.
• Existing room mappings do not carry over. Event rooms in Airplate are mapped to unit groups in a specific property. After switching, review your room mappings, and re-check any RFP that was already linked to the previous property.
• Reservations Airplate previously recorded for the old property stay in place as history. They are not deleted and not moved.

Writing is on as soon as you connect apaleo and choose your property; there is no separate switch. Before a property is chosen, Airplate reads only and writes nothing. Disconnecting stops every write; blocks already placed stay in apaleo.

• When a request arrives, Airplate places a tentative block on the event space (one per event day) and on each bedroom group the client asked for, in one group named AIRPLATE-RFP-<id>.
• A tentative block does not take the space out of sale. Sending the contract makes the blocks optional: they deduct inventory, so the space is out of sale for anyone else, until the end of the day after the proposal's "valid until" date (at the latest the day the hold starts). If the contract is not signed by then, apaleo returns the blocks to tentative.
• When both parties have signed, the blocks become definite. Putting the booking on hold releases them back to tentative; a lost, cancelled or deleted booking cancels them. A booking moved back to review (for example a contract pulled back) returns its blocks to tentative.
• Changing the booking's date, time, guest count or room updates the blocks in apaleo. When apaleo cannot take a change — for example a different room type or rate plan — the booking page and an e-mail tell you, and the block stays as it was.
• Write-back is skipped — safely and with a logged reason, never a failed booking — when no property is selected, or when the selected property has no unit group typed MeetingRoom or EventSpace.
• Blocks and groups Airplate placed are recognised as its own, so they are never read back as someone else's booking of the same room.
• Creating the same hold twice is prevented: Airplate stores every block it placed and sends each create with an idempotency key.

Airplate requests the minimum apaleo scopes it needs and no others: offline_access, setup.read, availability.read, offers.read, reservations.read and reservations.manage. There is no access to finance, accounting, rate management or user administration.

Access and refresh tokens are stored encrypted at rest. Airplate reads your apaleo account code from the token issued to it, which is how inbound events are matched to your account. Incoming apaleo webhook deliveries are accepted only from apaleo's published source addresses.

1. 1
   In Airplate, go to Settings → Integrations.
2. 2
   Switch the apaleo tile off. Airplate runs a full offboarding — this is not just a toggle.

Disconnecting does all of the following, in this order:

• Removes the webhook subscription at apaleo. Airplate calls apaleo to remove the subscription it created, so apaleo stops sending events to Airplate. If another Airplate venue still uses the same apaleo account, the subscription is kept for that venue and only your venue's reference is removed. If the subscription was already removed on the apaleo side, that is treated as success.
• Deletes the stored access and refresh tokens, so Airplate can no longer call apaleo.
• Clears your account code and the stored webhook subscription reference.
• Clears your property selection, including the saved property list. A later reconnection may be to a different apaleo account, so the selection is never carried over — you will be asked to choose your property again.
• Marks the integration inactive, so no RFP can write to apaleo.

Your Airplate data — RFPs, proposals, contracts, event history — is unaffected. Nothing is deleted inside apaleo: holds already placed stay there, and Airplate can no longer confirm or release them — before you switch off, Airplate tells you how many bookings currently hold apaleo space. Disconnecting is safe to repeat; running it on an already disconnected account succeeds and changes nothing.

You can also revoke Airplate from the apaleo side in your apaleo account's connected-applications settings. If you do that, disconnect in Airplate too, so the stored tokens are cleared rather than left to expire.