How VibeBooking works with your system
For site controllers and PMSs. What VibeBooking needs from your system, what it promises in return, and how each system is connected today.
On this page
VibeBooking reads a hotel's rooms, rates and availability from your system, and writes the bookings AI assistants make back into it. We build the adapter for your API ourselves.
What we need from your system
| Function | What we need |
|---|---|
| Read rooms, rates and availability | Rate plans, rates and availability by date, minimum stay, closed to arrival or departure |
| Create a booking | One booking per stay, answered with your id. Store our reference on it |
| Tell a refusal from no answer | A clear error when you cannot take the booking |
| Find by our reference | Look up a booking by our reference |
| Read by your id | Whether it exists, whether it is cancelled, and our reference |
| Cancel | Cancel by your id. Cancelling a cancelled booking succeeds |
| Room back on cancel or change | Tell us whether the room goes back. If not, we take no bookings there |
| Record how it is paid | Paid now or pay at the property, and the amount paid |
A timeout or a server error means the booking may have landed, and we treat it that way.
How a booking goes through
sequenceDiagram
autonumber
participant G as Guest or AI assistant
participant V as VibeBooking
participant S as Stripe (the hotel's account)
participant P as Your system
G->>V: Asks to book
V->>P: Re-checks rate and availability
V->>S: Authorises the card
V->>P: Creates the booking, with our reference
P-->>V: Your id
V->>S: Captures the payment
V-->>G: Confirmation email
Payment
The hotel is the merchant of record and is paid through its own Stripe account. VibeBooking never holds the money and takes no fee. A booking that cannot be written is never charged.
What we promise
- Every call is idempotent: a retry gives the same result.
- A booking is never created twice.
- If the payment fails, we cancel the booking in your system too.
- We reconcile regularly and flag any difference.
- Guest details live only in the booking service's database, and we send only what is needed.
When your system does not answer:
sequenceDiagram
participant V as VibeBooking
participant P as Your system
participant S as Stripe
V-xP: Creates the booking
Note over V,P: Timeout. Not sent again
V->>P: Looks it up by our reference
alt Found
V->>S: Captures the payment
else Not found
V->>S: Releases the authorisation
end
What we send with each booking
| Field | What it holds |
|---|---|
| Our booking reference | For example VB-ABC123. Also how we search for, read and cancel the booking |
| Room type, rate plan | Your system's ids |
| Check-in, check-out | |
| Guests | Adults and children |
| Price per night, currency | The total divided by the nights, including any accommodation tax paid at the property |
| Payment | Paid now: the amount paid online and the Stripe payment id; the rest of the total is collected at the property. Pay at the property: all of it is collected there |
| Lead guest's name, email, phone | |
| Furigana | A name written in kanji |
| Lives abroad | A guest living outside Japan, and whether they are a Japanese national |
| Nationality, passport number | A foreign national with no address in Japan: fields of Japan's guest register |
| Source id | Our id for which AI assistant the booking came through |
Where your system has no field for one of these, we write it in the booking's notes, one per line. The passport is checked at check-in, face to face. Card details never reach your system.
API styles
Whatever style your API uses, we build an adapter for it if we need to. Our booking side stays the same; each system gets its own adapter.
| Style | Support |
|---|---|
| REST (JSON) | In use (Channex, Beds24) |
| SOAP or XML over HTTPS | Built to your specification |
| TravelXML | Built to your specification |
| Authentication | API keys, refresh tokens |
| Transport | HTTPS only |
OpenTravel mapping
We do not speak OpenTravel (OTA) messages as standard. If your API takes OTA XML (http://www.opentravel.org/OTA/2003/05), we send each booking as an OTA_HotelResNotifRQ, as below. Element names and codes follow OpenTravel 2017B.
| What we send | OpenTravel element |
|---|---|
| Our booking reference | UniqueID (Type="14") |
| Room type, rate plan | RoomType@RoomTypeCode, RatePlan@RatePlanCode |
| Check-in and check-out dates | TimeSpan@Start, TimeSpan@End |
| Guests | GuestCount@AgeQualifyingCode (adults 10, children 8) |
| Price per night, currency | Rate/Base@AmountAfterTax, @CurrencyCode |
| Payment | Guarantee@GuaranteeType (PrePay when paid online, None when paid at the property); the amount paid in DepositPayments |
| Lead guest's name, email, phone | PersonName, Email and Telephone under Customer |
| Nationality, passport number | CitizenCountryName, Document (DocType="2") |
| Furigana, lives overseas | No element for these, so they go in ResGlobalInfo/Comments |
| Source ID | POS/Source/BookingChannel |
| Cancellation | ResStatus="Cancel" |
We never send card details (PaymentCard).
Systems we work with
Channex
| Function | In Channex |
|---|---|
| Read | Room types, rate plans, availability, restrictions |
| Create a booking | Booking CRS POST /bookings (status new, ota_name Offline) |
| Our reference | ota_reservation_code and meta |
| Find by our reference | The bookings list, matched on our reference |
| Read by your id | GET /bookings/:id |
| Cancel | PUT /bookings/:id (status cancelled) |
| Room back | allow_availability_autoupdate_on_cancellation and allow_availability_autoupdate_on_modification both on |
| Paid now | payment_collect ota, amount as a deposit |
| Pay at the property | payment_collect property |
Furigana and the guest register items go in the booking notes, one line each, in Japanese for the front desk.
| Guest data | In Channex |
|---|---|
| Name | customer surname and name, and the room's guest |
| Email, phone | customer mail, phone |
| Furigana | Notes ふりがな: … |
| Lives abroad | Notes 居住: 海外, or 居住: 海外（日本国籍） for a Japanese national |
| Nationality | Notes 国籍: … |
| Passport number | Notes 旅券番号: … |
| A test booking | Notes start with [TEST] |
- The Booking CRS application must be installed.
- The room-back settings are off by default; the hotel switches them on in Channex.
- The API is asynchronous: a read right after a create can answer 404. We never take that as no booking.
How a hotel connects
The hotel pastes a Channex API key into the VibeBooking console. Once connected, Channex appears under Properties › Integrations.
Adding your system
Email hello@vibebooking.ai.