How to Migrate from Other PMS to Hostex

3 weeks ago
Gretel
3 minutes

If you are currently using another property management system (PMS) and plan to switch to Hostex, this guide will help you complete the migration smoothly.

Migrating from a PMS involves connecting your existing channel accounts, syncing listings, and ensuring calendar data is correctly aligned. A proper setup ensures that your availability, reservations, and channel connections remain accurate across platforms.

This article walks you through the preparation, key considerations, and step-by-step migration process.

1. Preparation Before Migration

Before starting the migration, make sure you have access to all your connected channel accounts, including:

Airbnb, Booking.com, Vrbo, Agoda, Expedia, Trip, Houfy, and any other platforms you use.

You should be able to:

  • Log in to each platform successfully
  • Manage listings and reservations
  • Access account settings for authorization

These permissions are required to complete the synchronization process in Hostex.

2. Important Notes You Should Know

Before proceeding, please review the following limitations:

  • Manually blocked dates on channel platforms cannot be automatically synced to Hostex
  • Manually created reservations on channel platforms also cannot be synced

To ensure accurate data, these must be recreated manually in Hostex during setup.

3. Step-by-Step Migration Guide

Step 1: Create Your Hostex Account

Go to https://hostex.io/ and register a new account.

Follow the on-screen instructions to complete registration and log in to your Hostex dashboard.

Step 2: Create Properties and Room Types

After logging in, set up your properties in Hostex.

Each property should be configured based on your actual listing structure.

For detailed setup instructions, refer to: https://hostex.io/help/set-up-property/

Step 3: Configure Parent-Child Property Relationships (If Applicable)

If your portfolio includes parent-child or multi-unit structures, configure the relationship first.

This ensures inventory and availability are correctly managed across units.

Guide: https://hostex.io/help/parent-child-property/

Step 4: Sync Calendar Data (Manual Alignment Required)

Before connecting channels, you must align your calendar data manually.

Go to the Hostex Calendar module and complete the following for each channel:

  • Block the same dates you manually blocked on your OTAs
  • Recreate any direct bookings you previously added manually

This step is critical to prevent double bookings and ensure calendar consistency.

Helpful guides:

  • https://hostex.io/help/change-availabilities/
  • https://hostex.io/help/direct-booking/

Step 5: Connect Your Channel Accounts

Go to Connected Accounts in the Hostex dashboard.

Then:

  • Click “Connect an account”
  • Select your OTA (Airbnb, Booking.com, etc.)
  • Complete the authorization process

For platform-specific connection details, refer to:
https://hostex.io/help/category/faqs/connected-accounts/

Booking.com users should also review:
https://hostex.io/help/booking-com-integration-instructions-faq-for-hostex/

Step 6: Map Listings to Hostex Properties

After connecting your accounts:

  • Go to Connected Accounts
  • Click “Link my listings”
  • Match each OTA listing with the corresponding Hostex property
  • Save your configuration

Once completed, your listings will begin syncing with Hostex.

4. Important Synchronization Rules and Limitations

Airbnb

  • Supports syncing up to 3 months of historical reservations
  • Maximum retrieval limit is 5,000 entries
  • Manually created bookings are not synced

Booking.com

  • Only future check-in reservations are synced
  • Reservations without XML access are imported via summary API
  • These imported bookings are read-only and cannot sync cancellation updates
  • Historical reservations cannot be retrieved due to platform restrictions

Agoda, Expedia, and Trip

  • These platforms do not sync historical reservations
  • Only new bookings created after mapping will be imported into Hostex

Houfy

  • Only active or upcoming reservations can be synced
  • Archived reservations are not supported due to API limitations

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