# Mapping PMS rooms (https://docs.serviata.ru/en/docs/locations/pms-rooms) Connecting a property's PMS, matching its room list to your locations, and keeping the two in step as the PMS changes. When a property's PMS is connected, Сервиата receives the PMS's list of rooms. The mapping screen is where you decide how that list meets the guest rooms already on your map: which PMS room is which of your rooms, which ones are new, and which of yours the PMS has never heard of. Nothing on the map changes until you press **Apply**. After that first pass the same screen keeps the two in step. Rooms the PMS adds, renumbers or stops listing come to you for a decision — or, if you ask it to, new rooms are added by themselves. Only guest rooms take part. Spaces and outside areas are never touched. Buildings and floors are created when the PMS puts rooms somewhere you don't have yet, but the PMS never renames, moves or removes them. ## Connect the PMS [#connect-the-pms] Open **Settings**, pick the **Integrations** tab and find the **PMS** section. It lists every property that has a PMS connected. If there is no **PMS** section at all, PMS connections are not switched on for your workspace — write to [support@serviata.ru](mailto:support@serviata.ru) to ask about them. 1. Press **Configure integration** and choose the **Property** and your **PMS**. 2. Fill in what that PMS asks for, check it with **Test connection**, and **Save**. A PMS read by an agent installed at the hotel asks for nothing here: press **Issue a key for the installer** and hand the key to the hotel's IT. 3. The dialog confirms with **PMS connected** — *Decide how PMS rooms match your Locations, whenever you're ready.* **Map spaces** takes you straight to the mapping screen; **Later** closes the dialog. From then on the property has its own row in the PMS section. Its **Map spaces** button opens the mapping screen at any time, and a label beside the property's name says where things stand: | Label | Meaning | | --------------------------- | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Set up spaces** | The PMS rooms have not been mapped yet. | | **Mapped** | Everything is mapped, and nothing is waiting for you. | | **3 to review · 1 missing** | Syncs brought rooms that need a decision, or found linked rooms the PMS no longer lists. Each part shows only when it has rooms, and the first number is the one waiting in **Needs your decision**. | ## The mapping screen [#the-mapping-screen] The screen's title names the connected system and the property — **Rooms from Opera — Riverside Lisboa**, say — with a line underneath for when the last room list arrived and how many rooms it held, *Room list received Sep 27, 2026, 10:40 AM · 138 rooms*, and one line saying what the screen is for: *Match the rooms in your hotel system, Opera, with your rooms. Nothing changes until you press Apply.* A **‹ Integrations** link at the top returns to the Settings tab you came from. Beside the title, **Sync now** asks the PMS for a fresh list, and **Sync settings** holds three switches; both are covered further down. On the left, an index lists four sections, each with a one-line summary and a count: **Needs your decision**, **Will be added**, **Matched automatically** (once the first Apply has gone through, **Linked**), and **Only in the property** — named after it, so for Riverside Lisboa it reads **Only in Riverside Lisboa**. Pick one to open it on the right. An empty section stays in the list, quiet — except **Needs your decision**, which turns into **All decided**, with a check mark, once everything in it has been decided. Below the four sections, two quiet links — **Not brought over (3)** and **History** — open in the same place; both are covered further down. An arrow labelled **Next step** points at the section to look at next: first any section still holding a decision, then **Will be added**, then **Only in the property**, whichever of those two you haven't opened yet this visit — **Matched automatically** (or **Linked**) is never marked next, since it's optional to look at. Once nothing needs a look, the marker reads **Everything checked**. The same idea repeats at the bottom of an open section, as **Next — Will be added (9)** with an **Open** button, so you never have to go back to the index to move on. Every decision you make is saved as you go, as a draft. Reload the page, open it on another computer, come back tomorrow: the draft is where you left it. It reaches your map only when you press **Apply**. ### Before the rooms arrive [#before-the-rooms-arrive] | What the screen says | What to do | | -------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Waiting for the room list from the PMS** | For a PMS Сервиата reads itself, press **Sync now**. For a PMS read by an agent at the hotel, the screen adds *The agent at the hotel sends it after its next read.* and how the agent is doing. | | **The PMS hasn't returned any rooms yet** | There is nothing to match yet. **Sync now** asks the PMS again; **Continue without importing** finishes the setup, and you keep managing rooms by hand. | | **The connection to your hotel system isn't responding** | Try again later with **Retry**. Your draft is kept. | | **No hotel system connected** | Connect one first — **Back to settings** takes you there. | | **This page isn't available** | The link is out of date, or the property belongs to another workspace. **Back to settings** returns to the **Integrations** tab. | ### When you press Apply [#when-you-press-apply] At the bottom of the index — always in view, phone included — a block headed **When you press Apply** lists, in plain sentences, everything the draft will do, only what actually changes: * **Add** — how many rooms, floors and buildings will be created. * **Link** — how many rooms will be linked with the PMS; their tasks and history stay. * **Rename**, **Change the type of**, **Move** — rooms whose name, type or place will change. * **Won't bring over**, **Bring back** — rooms from the PMS newly left out or brought back. * **Unlink** — rooms that will stop being linked with the PMS. * **Delete** — in red, with the open tasks that will stay behind, marked **Location deleted**, underneath it; when nothing will be deleted, the block says so plainly — **Nothing will be deleted**. Below the list, **Apply changes** is the one button that makes any of it real. It's unavailable, with a line saying why, when: a room in **Two similar rooms** still has no decision (*Decide 1 room first* — **Go to it** opens the section, **Go to them** when there are more); the draft holds no changes at all (**Nothing to apply**); someone else is working on it right now (*Maria is working on this page right now.*); or Apply is already running (*Applying… Don't close this page.*, while every section turns read-only until it finishes). If you can only look at this page, the whole block is one line instead: *You can look at this page but not change it.* Rooms that still wait for a decision anywhere else are named under the button, never blocking — *2 rooms still wait for your decision.* — with **Go to them**: a room the PMS gives no number would otherwise be created under its PMS id, and a name already taken or a room the PMS changed would stop at Apply. A soft reminder can sit under the button too, never blocking — **You haven't looked at:** the sections with something in them that you haven't opened yet this visit. You can still press **Apply** without opening them. When the plan includes a deletion, pressing **Apply** first asks you to confirm: a dialog lists every room by name with its open task count, and **Delete and apply** carries it out — **Go back** cancels. Nothing else on the mapping screen asks for confirmation. ### Search [#search] **Find a room**, at the top of the index, searches every section at once — by number, name, external ID or type. Start typing and the open section is replaced by the matching rows, each labelled with the section it belongs to and shown exactly as it would be there, so you can decide it in place without leaving search. The first 50 matches show; **Show more** adds the next 50. Clearing the box returns you to the section you had open. A group longer than 50 rows is paged; the pager sits at the bottom of the group. ### Needs your decision [#needs-your-decision] Only what the system can't decide by itself is here — everything else is already sorted into the other sections. Answer a question and the row doesn't jump away: it stays right where it is, now reading **Decided**, with **Undo** beside it. It leaves this list only once you press **Apply**, or the page is reloaded. Rows are grouped by what they're asking. Three of the groups are named after your PMS, the same way as **Only in the property** is named after the property — for Opera, **Changed in the PMS** reads **Changed in Opera**: | Group | What's there | Your choices | | ------------------------ | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Two similar rooms** | The PMS lists one room that could be more than one of yours. | Pick the one it is, **It's a new room** to create the PMS room as a new one instead, or **Don't bring over** — it stays only in the PMS. | | **Changed in the PMS** | A linked room's number or type changed in the PMS — *In Opera, room 105 is now Deluxe 105.*, say. | **Take the new values** or **Keep yours**. Under **Opera wins** (a sync setting, below), only **Take the new values** is offered. | | **New in the PMS** | A room the PMS now lists that isn't linked to any of yours. | **Add it** — it's created once you press Apply; **It's one of my rooms** links it to one you pick instead; **Don't bring over** leaves it out, into **Not brought over**. | | **No longer in the PMS** | A linked room the PMS stopped listing. | **Keep it** — stays on your map, no longer linked; **Delete it** — removed on Apply, its open tasks staying with it marked **Location deleted**; **It's another PMS room** — link it to a different PMS room instead. | | **Needs another look** | A name that's already taken, a room the PMS changed again after you decided it, one that didn't go through the last time you pressed Apply, a rename from the PMS that collided with a name you already have, or a new room the PMS gave no number of its own. | The usual question for that kind of room, plus what's wrong, in words — and where a name is the problem, you can fix it right there. | **Select several** is offered on **Changed in the PMS**, **New in the PMS** and **No longer in the PMS** — not on **Two similar rooms** or **Needs another look**, where each room needs its own look. ### Will be added [#will-be-added] These rooms are in the PMS but not in your list. They will be created where shown. Rows are grouped by where they'll go: a building or floor from the PMS matched to one of yours by name, or, when it doesn't match anything, marked **New floor** or **New building**; a room with neither falls under **Top level of the property**. A group's own **Change place** maps its whole building or floor to one of yours instead of creating it — **Undo** on a mapped group takes that back. Each room reads as one line — its PMS number and, for example, *will be created as “105”* — with **Change** opening its name, type and place, a way to link it to one of your rooms instead (**Link to existing…**), or leave it out (**Don't bring over**, into **Not brought over**). Either way the row stays in its group until you press Apply, saying what will happen to it — *won't be brought over*, *will be linked with “G2”* — with **Undo**. **Select several** offers **Add**, **Don't bring over** and **Change place…** for a whole batch at once. On a large property the first groups open and the rest show just their header line, with **Show 40 rooms** to open one. ### Matched automatically [#matched-automatically] These rooms are in both lists. They will be linked; their tasks and history stay. The section starts collapsed to one line — *10 rooms already exist and will be linked*, plus how many will take the name from the PMS — with **Show all (10)** to open it. Each row names the room and how it was matched — **same name**, **same number**, **picked by you**, or **linked before** (the same pairing as an earlier link) — and where it sits. **Change** opens **Where**, to move it if the PMS puts it somewhere else, and, when the two names actually differ, a choice of name: keep yours, the value from the PMS, or **Another name**. If the pairing is wrong, **Not the same room** splits it: the PMS room will be added as a new room, and yours goes back to **Only in the property** — until you press Apply the row stays here, reading *will be added as a new room*, with **Undo**. **Select several** offers **Take the name from the PMS** and **Keep your names**. ### Only in the property [#only-in-the-property] These rooms are only in your list. They stay as they are unless you delete them. Each one reads as one line — its type, where it sits, and its open tasks, if any — *stays as it is*. **It's a room in the PMS** links it to an unlinked PMS room you pick — the row then reads *will be linked with “402”*, with **Undo**; **Delete…** removes it on Apply, its open tasks staying with it marked **Location deleted** — the row then reads **Will be deleted**, with a red edge and **Undo**. **Select several** offers **Keep** and **Delete**. ### Select several [#select-several] Wherever a group of rows can be handled together, its header offers **Select several**, turning on checkboxes for that group alone — leaving the section resets the selection. Tick rows, or the box in the header for the whole page; the header itself becomes the action bar, with a running count and **Select all 128** once a full page is ticked and more remain. **Cancel** clears it. A single row you decide on its own always carries its own **Undo**, whether or not you used **Select several** to reach it. ### The result [#the-result] Once **Apply** finishes, the section you were looking at (the index, on a phone) shows what happened at the top. All through: **Done.**, with what to expect next — *New rooms from the PMS will show up here after each sync.* Part of it: **Done, except 3 rooms. They are under “Needs another look”.**, with **Go to them** opening **Needs your decision**, where the rows that didn't go through are pinned with why, in words, and a fix inline where there is one. If the plan included a deletion, it waits until every row goes through, and the result says so. If Apply was turned away, the same place says why, in one line, with the one thing that helps: it stopped before finishing — what already went through stays done, and **Apply again** finishes it; someone else is applying or syncing the property — try again in a minute; the page changed while you were on it — **Reload** shows what's there now. If the connection to the PMS didn't answer, a message says so, and nothing was applied. ### After the first Apply [#after-the-first-apply] Once the first **Apply** goes through, the property moves from setting up to keeping the two in step, and **Matched automatically** becomes **Linked** — the same section, now naming rooms already linked with the PMS. Under **Opera wins**, a linked row also reads *managed by the PMS*; **Unlink** marks it *will be unlinked* for the next Apply — unlinking straight from the Locations board, by contrast, happens at once. The property's label in Settings becomes **Mapped**. From here, a sync can add to **Needs your decision**: a room the PMS adds lands under **New in the PMS**, unless **Auto-create new rooms** is on, in which case it's created straight away, under its building and floor. A linked room the PMS renumbers or retypes lands under **Changed in the PMS**, unless **Opera wins** is set, in which case it takes the new values on its own and **History** records it. A linked room the PMS stops listing lands under **No longer in the PMS**. Links and rooms you've left out stay as they are — a sync never undoes them. ### Not brought over [#not-brought-over] The PMS has these rooms, but they won't be brought over. A room lands here from any **Don't bring over** you choose, wherever it's offered. **Bring over** puts one back — after the next **Apply**, it returns to **Needs your decision**, so it is never created twice. **Select several** offers **Bring over** for a batch. ### History [#history] One entry per **Apply**, per sync that changed something, and per room unlinked on the Locations board: when, who — a person's name, or **Sync** — and how it went, **Applied**, **Partial** or **Failed**. Below that, the counts, and **Show 12 changes** lists the rooms one by one with what happened to each — **Linked**, **Room created**, **Renamed**, **Added to “Needs your decision”** with its reason, and so on. **Load more** goes further back. ### Sync now [#sync-now] The PMS is read regularly, so new room lists normally arrive on their own. **Sync now** asks for one straight away: * For a PMS Сервиата reads itself, it says *Syncing now…*, and the screen refreshes when the list lands. * For a PMS read by an agent at the hotel: *Requested from the agent. Usually within a minute or two.* * An older agent answers *This agent reads rooms every hour. Update the agent to sync on demand.* The rooms still arrive with the hourly read. * *A sync is already running.* means one is under way already; its rooms follow shortly. * *No new room list yet.* means nothing arrived within a few minutes. Try again later. * *Sync isn't available — check the connection to the PMS in Settings › Integrations.* points at the connection itself: open the property's row in **Settings › Integrations › PMS** with **Edit** and test it. ### Sync settings [#sync-settings] | Setting | What it does | | ------------------------------------------------------------------------------------------------------------ | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | | **When a name differs**: **Сервиата wins** (the default) or **Opera wins** — the second named after your PMS | Who wins when the same room has a different name in Сервиата and in the PMS. With **Opera wins**, linked rooms follow the PMS number and room type on every sync and cannot be renamed on the Locations board; switching to it brings every linked room in line at once. With **Сервиата wins**, your names stay, and PMS changes wait in **Needs your decision**. | | **Auto-create new rooms** (off by default) | Rooms the PMS adds later are created straight away, under their building and floor, instead of waiting in **Needs your decision**. | | **Notify on review** (on by default) | When a sync adds rooms to review or finds rooms missing, the people who can connect integrations for the property get an email. | **Save** confirms with *Sync settings saved*. ### On a phone [#on-a-phone] Below 1024 px, the index (with the Apply block) sits above the open section instead of beside it. Under 768 px, the index is the page: opening a section fills the screen, with **‹ All sections** at the top to go back — the Apply block stays on the index, so checking it before pressing **Apply** is never more than one tap away. A link straight to a section, from an email or the Locations board banner, still opens it directly. ## Two people at once [#two-people-at-once] The draft is shared: everyone who opens the mapping screen sees the same decisions. So that two people cannot overwrite each other, the first person to change something holds the draft. Anyone else sees *Maria is working on this page until 14:28.* above a screen they can look at but not change. **Take over** moves the draft to you. The other person's screen turns read-only, and a change they try to make is refused with *Someone else is editing this draft.* If nobody takes over, the hold lapses by itself 15 minutes after the last change. While **Apply** is running, the screen it was pressed on is read-only until it finishes. A change to the draft made anywhere else in the meantime is refused with *Someone else is applying or syncing this property right now.* ## On the Locations board [#on-the-locations-board] Once rooms are linked, the Locations board shows it: * **The PMS mark.** A linked room has a small link icon beside its name; hovering it shows *Linked to PMS · 412*. The room's card says *Linked to PMS · 412 (ext. 1043)*: the PMS number, and the PMS's own ID for the room. If the property's PMS connection is removed, the rooms stay linked and the mark says *PMS disconnected* instead — connecting the same PMS again picks the links back up. * **Missing in PMS.** A linked room the PMS no longer lists carries a **Missing in PMS** label on its tile and its card, until you decide on the mapping screen or the room comes back. * **Room status.** Where the PMS reports room statuses, a linked room's tile says how the room stands — **Dirty · Occupied**, **Out of order** — and its card lists the whole status with the guests: see [Room status from the PMS](https://docs.serviata.ru/en/docs/locations/browsing/). * **The Source filter.** **Source: all** above the tiles narrows them to **PMS** — guest rooms linked to the PMS — or **Manual** — everything else. Buildings, floors and outside areas always stay, so you can still find your way around. * **Unlink.** On a linked room's card, **Unlink** asks to confirm: *Room 412 will no longer be managed by the PMS. It stays as a manual room until it's linked again.* It happens at once, and the PMS room waits in **Needs your decision** so that it is not created twice. * **Room type.** A guest room's type — `DBL`, `Suite` — shows muted to the right of its name, on tiles, cards and wherever a task shows the room. Linked rooms take it from the PMS. For others, set it in **Room type (optional)** when adding or editing a room, or in the builder — see [Adding and editing locations](https://docs.serviata.ru/en/docs/locations/adding/). * **Rooms the PMS manages.** Under **Opera wins**, the name and type of a linked room cannot be changed; the edit dialog says *Managed by PMS. Change the name rule in PMS settings or unlink the room.*, and its **Save** stays unavailable. * **Adding a room the PMS already has.** If a room you are adding has the number of a PMS room that is not linked to any of yours, the dialog warns: *PMS has a room 412 that is not linked. Link it on the mapping screen instead?* You can still add it, but linking keeps the two in step. * **Removing a linked room.** The confirmation adds *This room is linked to PMS room 412. It will be skipped so it is not re-created.* Removing a building or floor with linked rooms inside says so too — *2 rooms inside are linked to the PMS and will be deleted too.* From then on those PMS rooms are skipped, and no sync brings them back. * **Move.** Tick locations and press **Move** on the bar at the bottom, or use the move button next to the pencil on a location's card, then pick the new place. It is the quick fix for rooms that ended up under the wrong floor — see [Adding and editing locations](https://docs.serviata.ru/en/docs/locations/adding/). ## Who can do what [#who-can-do-what] | To | You need, in that property | | --------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------- | | See the PMS mark, room types and the **Source** filter | Access to the **Locations** tab | | Open the mapping screen and its **History** | **Sees property settings** | | Change the draft, **Apply**, **Sync now**, change **Sync settings**, **Take over**, and **Unlink** on the board | **Connects property integrations** *and* **Changes property details and locations** | | **Move** locations, set a room type, add or remove locations | **Changes property details and locations** | | Get the review email | **Connects property integrations** | Workspace owners and admins can do all of it. Someone who can only look sees the mapping screen as it is — the sections, the counts, the draft — with no checkboxes, no **Sync now** or **Sync settings**, and every choice greyed out. See [Roles](https://docs.serviata.ru/en/docs/settings/roles/) for how permissions are given.