apaleo onboarding (prices)

apaleo property code

To retrieve data for a specific property from apaleo, the property code is required.

Property code

identify the property code in apaleo's settings

Hotel room prices

To show the hotel room prices from apaleo in Eventmachine, the rate plans from apaleo have to be mapped to the options in Eventmachine.

Rate plans & unit groups & options

identify the relevant rate plans for hotel rooms in apaleo
identify corresponding unit groups in apaleo (more)
determine the hotel room options set up in Eventmachine

Identify relevant apaleo rate plans for accommodations

Prices for meeting rooms & event spaces

Apaleo's live prices for meeting rooms and event spaces are used in Eventmachine if the rate plans in apaleo have been mapped to the options in Eventmachine.

Rate plans & unit groups & options

determine the relevant rate plans in apaleo
identify the corresponding unit groups in apaleo (more)
determine the options (meeting rooms & event spaces) set up in Eventmachine

Note: For the majority of cases it will not be necessary to read specific prices for meeting rooms or spaces from apaleo. We recommend setting up these prices in Eventmachine directly. A mapping is not needed then.

Look up relevant apaleo rate plans for meeting rooms & event spaces

Create mapping table

The apaleo rate plans have to be mapped to the Eventmachine options. We are happy to send you a pre-filled mapping table for further processing.

Please return your fully completed mapping table to support@eventmachine.xyz.

Mapping table (example)

1	apaleo code [hotel]	apaleo name [overnight time slice]
2	ROA	Over Night

3	apaleo code [unit group]	apaleo code [rate plan]	EVENTMACHINE option
4	SGL	FLEXCORP	Single Room
5	DBL	FLEXCORP	Double Room
6	SUI	FLEXSUICORP	Suite (for 1 guest)
7	SUI	FLEXSUICORP	Suite (for 2 guests)

8	apaleo code [unit group]	apaleo code [rate plan]	EVENTMACHINE option	EVENTMACHINE time slot
9	MEE_NOBEL	NOB_FULL	Nobel	full day
10	MEE_NOBEL	NOB_MOR	Nobel	morning
11	MEE_NOBEL	NOB_AFT	Nobel	afternoon
12	MEE_NOBEL	NOB_EVE	Nobel	evening
13	MEE_MUNICH	MUN_FULL	Munich	full day
14	MEE_MUNICH	MUN_MOR	Munich	morning
15	MEE_MUNICH	MUN_AFT	Munich	afternoon
16	MEE_MUNICH	MUN_EVE	Munich	evening
17	MEE_NEWYOR	NEW_EVE	New York	evening

Useful additional features & tips

Adjust prices dynamically

All prices read from apaleo can be dynamically adjusted in Eventmachine. Thus, "base prices" can be set up in apaleo, which are further adjusted by rules in Eventmachine.

Fallback "Price on request"

If there is no price set up in apaleo, or if a price - for whatever reason - cannot be read, Eventmachine will use "Price on request" as fallback.

Nice looking net / gross prices

If a configurator is set up as a "net configurator" (focus on net prices), the prices read from apaleo should be set up as "round" in apaleo (i.e. no round gross prices).

Group bookings and folios in apaleo

Depending on the status code of an Eventmachine quote, folios can be generated automatically in apaleo, and prices can be written to apaleo.

Eventmachine transfers all prices to apaleo, which are included in a specific Eventmachine quote, including all costs for event space, catering, hotel rooms, activities or other event services. Discounts and markups are taken into account.

If different tax rates are set up, the folio charges will be broken down by tax rate. If possible, existing standard apaleo service types, such as "Food and Beverage", will be used.

	EVENTMACHINE status code [quote]	Action [in apaleo]	Update [on status code change]
A)	Quoted	no folio	updating of possible previous data
B)	Optioned	group booking & no folio	updating of possible previous data
C)	Confirmed	group booking & folio & charges	updating of possible previous data
D)	Declined	no folio	updating of possible previous data
E)	Lost	no folio	updating of possible previous data
F)	Canceled	no folio	updating of possible previous data