Escapia Integration

Touch Stay integrates with Escapia to import your properties and then automate the sending of invitations for confirmed bookings. If you don’t have a Touch Stay account yet then you can sign up here for a free 14-day trial. Once you have a Touch Stay account, then follow the steps below.

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• Step 1: Connect your Touch Stay & Escapia accounts
• Step 2: Match Escapia properties
• Step 3: Import Escapia units
• Step 4: Complete guide creation (new Touch Stay customers only)
• Step 5: Personalisation settings
• Step 6: Guide sharing options
• Step 7: Sync bookings

Step 1. Connect your Touch Stay & Escapia accounts

First step is to email the Escapia API Support partnersupport@escapia.com asking them to add Touch Stay to the HSAPI partner list for your account. Escapia support will add Touch Stay to the HSAPI partner list, and then send out the list of steps that need to be completed in Escapia to set up the connection.

Next, go to the Integrations page in your Touch Stay account, go to the Partners tab and click “Connect” underneath the Escapia logo. Paste your Escapia Account number (aka PMC ID) into the box and click Save.

Step 2. Match Escapia properties

Once authorised, you can match any existing Touch Stay guides to your Escapia properties. Go to the Match tab and use the drop-downs to select the correct Escapia accommodation for each Touch Stay guide. When complete, click “Match Selected”. If you don’t have any to match, then just click “Skip”.

Step 3 . Import Escapia units

If you have any remaining unmatched units from Escapia go to the Import tab to import those into Touch Stay. Simply check the ones you want to import and click the “Import Selected” button. If you don’t want to import any, or don’t have any remaining, then just click “Skip” whilst leaving the selections blank.

Touch Stay will import the following:

• Property Name
• Property Address
• Property Location

Each property imported will create a new Touch Stay guide.

Step 4. Complete guide creation (new Touch Stay customers only)

Matching or importing listings won’t automatically start syncing bookings from Escapia, so now is the time to check the content of your guides and make sure they’re ready before you sync bookings with Escapia.

If you’re new to Touch Stay then check out the Getting Started page for hints and tips on the quickest way to build out your welcome book content.

Step 5: Personalisation settings

You can connect custom field codes created in Touch Stay to additional fields through the integration with Escapia. This will then mean any values/data for these fields set in Escapia will pass into Touch Stay and can be added to your Memo message templates and guide content. The available fields are as follows:

• Check In time (data type: Text)
• Check Out time (data type: Text)
• Reservation Number (data type: Text)
• Door Code (data type: Text) – this option will connect both regular door codes and Kaba lock codes
• Guest first name
• Guest last name
• Arrival date
• Departure date
• Guest contact phone number*
• Guest contact email address*

*Some OTAs and booking sites do not always provide the guest email address or phone number so the availability of these two data points are dependent on the platform the guest used to complete their booking.

To connect any of these fields to Touch Stay head to the Custom Data mapping tab on the Integrations page and click the Add new mapping button.

From here you can select the Escapia field to connect, choose a name for your custom field code and any substitute value. Substitute values are used in the case of data missing when the field code is used, see this article for more detail about field codes. 

Once the custom fields have been created, then any future bookings which sync from Escapia will have the relevant data automatically populated on the invitation record. That data will then show in your Memo messages or guide content wherever you have placed the custom field code.

Step 6. Guide sharing options

There are two main ways to send your guide link to guests.

To automatically share a trackable guide link for each booking you can send email or text message guests through Memo, Touch Stay's messaging tool. The bookings from Escapia will then follow your message workflow you setup and any default settings as defined by the templates that you create.

See the Memo help articles for how to add message templates and create a notification journey for your guests.

If you are using Escapia message inbox to communicate with guests you can copy and paste relevant guide link in to you Escapia message templates using the Quick share link that you can copy from the Invite & Share tab in the Guides page:

Step 7. Sync bookings

You can now sync bookings (and your Memo messages if you are using them) between Escapia and Touch Stay. Go to the Sync bookings tab on the Integrations page.

Here you can choose whether to import all your future reservations or have Touch Stay only import new reservations. If you are new to Touch Stay then choose “All reservations”. If you are already a user of Touch Stay messaging before you connect your Escapia account, then it’s best to choose “New reservations only” to prevent duplicate reservations being imported.

Next, choose whether all confirmed bookings should be imported or only those where the full payment has been received. This is based on the Payment Status field in Escapia being set to “Fully Paid”.

Finally, select the guides you want to sync using the checkboxes. Use the “Select All” option at the top right of the page to select all in one go. Click Sync selected to submit.

If you have selected “All reservations” then all your future dated bookings from Escapia will now be imported and will generate invitations and schedule email or SMS messages based on the booking details and your Touch Stay message templates. All future bookings for Escapia units matched to Touch Stay guides with the sync active will also now be imported automatically.