Applies to:

Stayntouch PMS

Custom Exports

You create customized exports in Stayntouch PMS from Reports > Schedule a Report/Export > Custom Exports. Please note, in order for a user to have access to custom exports, they need to be assigned the Export Reports permission from Settings > Hotel & Staff > Permissions.

Once on the Custom Exports page, you will be able to create a custom export by selecting the +NEW EXPORT button. Custom exports can then be configured by choosing from the available options. Once an option is selected, the available fields for this option will be available for selection to be included in the export. Below are the available options:

The Allotment option contains allotment related data fields and will export one row per allotment record.

The Company option contains company related data fields and will export one row per company record.

The Financial Transaction option contains financial transactions related data fields and will export one row per financial transaction.

The Group option contains group related data fields and will export one row per group record.

The Guests option contains guest related data fields and will export one row per guest record.

The Reservation option contains reservation related data fields and will export one row per reservation record.

The Stays option contains stay related data fields and will export one row per stay date.

The Travel Agent option contains travel agent related data fields and will export one row per travel agent record.

You can name your export by entering an EXPORT NAME at the bottom of the screen and selecting SAVE EXPORT. The naming convention is up to whoever creates the exports. There is a technical limitation of 255 characters in this field; however, we recommend not maxing out this limitation, as the name will display on the configured exports list and will be used as the file name when the CSV is created, therefore making longer names impractical. Other than that, custom exports can be named freely, as they were designed so that if there are multiple exports configured using the same option, you can differentiate between the various exports. Please note, we have updated the custom export naming convention so that you cannot use a forward slash (/) in the export name.

Stayntouch PMS will also prompt you to SELECT OUTPUT FORMAT as either CSV, XML, or JSON format.

FIELDS

When you choose to run your custom export, you will be able to select which fields you would like to include in your export. You can select as many or as few fields as you desire.

Fields Available for Allotment Data:

ID Fields
Allotment ID	The unique database ID for the allotment.	Numeric
General Fields
Name	The allotment name as given by the hotel within the PMS.	Alpha (i.e., Delta Airlines Flight Crew)
Code	The allotment code given by the hotel within the PMS.	Alpha (i.e., DLTA)
Contact First Name	The first name of the contact assigned to the allotment within the PMS.	Alpha
Contact Last Name	The last name of the contact assigned to the allotment within the PMS.	Alpha
Contact Email	The email of the contact assigned to the allotment within the PMS.	Email
Contact Phone	The phone number of the contact assigned to the allotment within the PMS.	Phone number
Reservation Type	The reservation type assigned to the allotment within the demographic selections.	Alpha (based on selection)
Market	The market assigned to the allotment within the demographic selections.	Alpha (based on selection)
Source	The source assigned to the allotment within the demographic selections.	Alpha (based on selection)
Origin	The origin assigned to the allotment within the demographic selections.	Alpha (based on selection)
Segment	The segment assigned to the allotment within the demographic selections.	Alpha (based on selection)
Hold Status	The current status of the allotment.	Definite, Tentative, Cancel
Contracted Rooms	The number of rooms currently held for the contracted allotment.	Numeric
Blocked Rooms	The number of rooms blocked within the contract.	Numeric
Picked Up Rooms	Number of rooms picked up under the allotment.	Numeric
Picked Up Percent	The percentage of the allotment picked up.	Numeric (0-100)
Available Rooms	The number of rooms currently available under the allotment.	Numeric
Date Fields
Release Date	The release date assigned to the allotment.	Date (or empty)
Start Date	The start date of the allotment.	Date
End Date	The end date of the allotment.	Date
Financial Fields
Rate Code	The rate code assigned to the allotment.	Alpha

Fields Available for Company Data:

ID Fields
Company ID	The unique database ID for the company.	Numeric
General Fields
Hotel Chain Code	The code for the global chain your hotel is a part of. Alternatively, this will be the hotel code if the hotel is not part of a chain.	Alpha
Name	The name of the company given by the hotel within the PMS.	Alpha
Address	The address of the company entered by the hotel within the PMS.	Alpha/Numeric
Address2	The second line of the address of the company entered by the hotel within the PMS.	Alpha/Numeric
Address3	The third line of the address of the company entered by the hotel within the PMS.	Alpha/Numeric
City	The city of the company entered by the hotel within the PMS.	Alpha
Postal Code	The postal code of the company entered by the hotel within the PMS.	Numeric
State	The state of the company entered by the hotel within the PMS.	Alpha
Country	The country of the company entered by the hotel within the PMS.	Alpha
Phone	The phone number of the company entered by the hotel within the PMS.	Numeric
Fax	The fax number of the company entered by the hotel within the PMS.	Numeric
Email	The email associated with the company entered by the hotel within the PMS.	Alpha/Numeric
Corporate ID	The unique company ID assigned to the company by the hotel.	Numeric
Contact First Name	The first name of the contact assigned to the company within the PMS.	Alpha
Contact Last Name	The last name of the contact assigned to the company within the PMS.	Alpha
Contact Phone	The phone number of the contact assigned to the company within the PMS.	Numeric
Contact Email	The email of the contact assigned to the company within the PMS.	Alpha/Numeric
Global	Describes whether the company is a global company card or not.	Yes/No
Tax ID	The tax ID entered within the PMS for the company.	Alpha
Contract Booked Nights	The number of nights booked as per the contract.	Numeric
Contract Total Nights	The number of total nights stayed as per the contract.	Numeric
Contract Total Stays	The total stays as per the contract.	Numeric
Financial Fields
Contract Revenue	The revenue as per the contract.	Numeric
Contract ADR	The ADR for the company as per the contract.	Numeric

Fields Available for Financial Transactions Data:

Date Fields
Transaction Date	Date of the transaction.	Date
Transaction Time	Time of the transaction.	Date/Time
General Fields
Hotel Code	The code for your hotel within the Stayntouch database.	Alpha/Numeric
Charge Code	The charge code associated with the transaction.	Numeric
Charge Code Desc	The description of the charge code.	Alpha
Reference	Any details entered into the reference field when the transaction is processed.	Alpha
Room Type	The current room type for the stay.	Alpha
Rate Code	Rate code at the time of transaction.	Alpha
Source	The source of the reservation associated with the transaction.	Alpha
Origin	The origin of the reservation associated with the transaction.	Alpha
Market	The market of the reservation associated with the transaction.	Alpha
Segment	The segment of the reservation associated with the transaction.	Alpha
Reservation Number	The unique ID of the reservation.	Numeric
External Reference Number	The reference number for the transaction provided during processing.	Numeric
Guest Name	The full name of the guest (first and last).	Alpha
Company Name	The name of the company associated with the reservation.	Alpha
Travel Agent	The name of the travel agent associated with the reservation.	Alpha
Group Name	The name of the group associated with the reservation.	Alpha
Account Number	The account number of the account associated with the transaction.	Numeric
Bill Number	The bill number within the stay with which the charge is associated.	Numeric
A/R Invoice Number	The A/R invoice number associated with the financial transaction.	Numeric
Invoice Number	The invoice number associated with the financial transaction.	Numeric
Folio Number	The folio number associated with the financial transaction.	Numeric
Room Number	The room number associated with a reservation.	Alpha/Numeric
CC Payment Reference	The credit payment reference number.	Numeric
Pre-Stay	Identifies the charge as pre-stay.	Yes/No
Post-Stay	Identifies the charge as post-stay.	Yes/No
User Name	The name of the user who processed the transaction.	Alpha
Charge Group	The charge group associated with the transaction.	Alpha
Charge Type	The charge type associated with the transaction.	Alpha
Transaction Details	Any details associated with the transaction.	Alpha/Numeric
Financial Fields
Currency	The currency of the transaction.	Alpha
Amount	The amount of the transaction.	Numeric (decimal)
Database ID Fields
Financial Transaction ID	The unique database ID for the financial transaction.	Numeric
Guest Card ID	The unique database ID for the guest card associated with the stay.	Numeric
Company Card ID	The unique database ID for the company card associated with the stay.	Numeric
TA Card ID	The unique database ID for the TA card associated with the stay.	Numeric
Group ID	The unique database ID for the group associated with the stay.	Numeric

Fields Available for Group Data:

Date Fields
Release Date	The date the room block will be released.	Date
Start Date	The start date for the room block.	Date
End Date	The end date for the room block.	Date
General Fields
Hotel Code	The code for your hotel within the Stayntouch database.	Alpha/Numeric
Code	The group code associated with the group within the PMS.	Alpha
Reservation Type	The reservation type configured in the group.
Hold Status	The status of the group reservation.	Definite, Cancel, User Defined
Tax Exempt	Is the group tax exempt?	Yes/No
Rate Code	The rate code attached to the group.	Alpha
Source	The source code associated with the group.	Alpha
Origin	The origin code associated with the group.	Alpha
Market	The market code associated with the group.	Alpha
Segment	The segment code associated with the group.	Alpha
Contact First Name	The first name of the primary contact for the group.	Alpha
Contact Last Name	The last name of the primary contact for the group.	Alpha
Contact Email	The email address for the primary contact for the group.	Alpha
Contact Phone	The phone number for the primary contact for the group.	Phone
Name	The name of the group.	Alpha
Blocked Rooms	The number of rooms blocked within the group.	Numeric
Picked Up Rooms	The number of rooms currently picked up from the block.	Numeric
Picked Up Percent	The percentage of rooms picked up out of rooms blocked.	Numeric
Available Rooms	The number of rooms available for the group block.	Numeric
Account Name	The name of the account associated with the group.	Alpha
Account Number	The account number of the account associated with the group.	Numeric
Financial Fields
Deposit Paid	The deposit amount paid.	Numeric (decimal)
Actual Revenue	The revenue actually received from a group.	Numeric
Potential Revenue	The revenue expected based on the block room rates.	Numeric
Balance	The outstanding revenue unpaid on the group.	Numeric
Database ID Fields
Group ID	The unique database ID for the group associated with the stay.	Numeric

Fields Available for Guests Data:

ID Fields
Guest ID	The unique database ID for the guest associated with the reservation.	Numeric
Chain ID	The ID of the associated chain of the hotel (if applicable).	Numeric
General Fields
Chain Code	The code of the associated chain of the hotel (if applicable).	Alpha/Numeric
City	City of the guest.	Alpha
Postal Code	Postal code of the guest.	Alpha
Country	Country of the guest.	Alpha
State	State of the guest.	Alpha
First Name	First name of the guest.	Alpha
Title	Title of the guest.	Alpha
Language	Guest language.	Alpha
Nationality	Guest nationality.	Alpha
VIP	Is the guest a VIP?	True/False
Last Name	Last name of the guest.	Alpha
Birth Date	Guest birth date.	Alpha
Email	Guest email.	Alpha
Address	Guest address.	Alpha/Numeric
Address2	Guest address line 2.	Alpha/Numeric
Phone	Guest primary phone number.	Numeric
Mobile	Guest mobile phone number.	Numeric
Flagged	Has the guest been flagged?	True/False
Flagged Reason	Reason the guest was flagged.	Alpha/Numeric

Fields Available for Reservation Data:

IDs: These IDs are used to connect data in different files within the database and are generally not visible within the PMS.
Reservation ID	The unique ID of the reservation.	Numeric
Hotel Code	The code for your hotel within the Stayntouch database.	Alpha/Numeric
Guest ID	The unique database ID for the guest associated with the reservation.	Numeric
Market ID	The unique database ID for the market associated with the reservation.	Numeric
Source ID	The unique database ID for the source associated with the reservation.	Numeric
Origin ID	The unique database ID for the origin associated with the reservation.	Numeric
Segment ID	The unique database ID for the segment associated with the reservation.	Numeric
Group ID	The unique database ID for the group associated with the reservation.	Numeric
Company ID	The unique database ID for the company associated with the reservation.	Numeric
Travel Agent ID	The unique database ID for the travel agent associated with the reservation.	Numeric
General Fields
Company	The name of the company associated with the reservation.	Alpha
Travel Agent	The name of the travel agent associated with the reservation.	Alpha
Arrival Room Type	The room type assigned to the reservation at the point of arrival.	Alpha
Departure Room Type	The room type assigned to the reservation at the time of departure.	Alpha
Arrival Room Number	The room number assigned to the reservation at the time of arrival.	Alpha
Departure Room Number	The room number assigned to the reservation at the time of departure.	Alpha
Guest Gender	The gender of the guest associated with the reservation.	Alpha
Membership	Membership program associated with the guest attached to reservation.	Alpha
Membership Level	Membership level associated with the guest attached to reservation.	Alpha
Arrival Rate Code	Rate code at time of arrival.	Alpha
Adults	Number of adults in the party.	Alpha
Children	Number of children in the party.	Alpha
Nights	Total nights booked as part of the reservation.	Alpha
Check-In (CI) Agent	Hotel agent who checked in the guest.	Alpha
Check-Out (CO) Agent	Hotel agent who checked out the guest.	Alpha
Check-In (CI) Application	The application used to check in the guest; could be PMS, Kiosk, or Mobility.	Application used will display
Check-Out (CO) Application	The application used to check in the guest; could be PMS, Kiosk, or Mobility.	Application used will display
Primary Payment Method	Payment method for the reservation.	Alpha
Reservation Status	Current status of the reservation.	CANCELLED, CHECKED-OUT, RESERVED, NO SHOW, or CHECKED-IN
Confirmation Number	Confirmation number used as a search identifier within the PMS.	Numeric
Active	Status of the reservation record.	True/False
Stay Type	Nightly or Day Use reservation.	N/D
Lead Days	Number of days prior to arrival that the reservation was created.	Numeric
Hotel Name	Name of hotel in the PMS.	Alpha
Market Code	The market associated with the reservation.	Alpha
Source Code	The source associated with the reservation.	Alpha
Segment Code	The segment associated with the reservation.	Alpha
Origin Code	The origin associated with the reservation.	Alpha
Group Name	The name of the group associated with the reservation.	Alpha
Title	Title of the guest.	Alpha
First Name	First name of the guest.	Alpha
Last Name	Last name of the guest.	Alpha
Address	Guest address.	Alpha
Address2	Guest address line 2.	Alpha
City	City of the guest.	Alpha
Postal Code	Postal code of the guest.	Alpha
State	State of the guest.	Alpha
Country	Country of the guest.	Alpha
Email	Guest email.	Alpha
Phone	Guest primary phone number.	Alpha
Mobile	Guest mobile phone number.	Alpha
Language	Guest language.	Alpha
Birth Date	Guest birth date.	Alpha
Nationality	Guest nationality.	Alpha
VIP	Is the guest a VIP?	True/False
Vehicle Registration Number	Guest vehicle registration number.	Alpha/Numeric
Do Not Move	Can the guest reservation be moved?	Yes/No
External System	External system used to book the reservation.	Alpha
External System Reference	External system reference number provided by the external reference system.	Alpha/Numeric
Date Fields
Arrival Date	The date of arrival for the reservation.	Date
Departure Date	The date of arrival for the reservation.	Date
Created at HZ	The creation date/time of the reservation in the hotel’s time zone.	Date/Time
ETA HZ	The arrival date/time of the reservation in the hotel’s time zone.	Date/Time
ETD HZ	The departure date/time of the reservation in the hotel’s time zone.	Date/Time
Time of Check-In (CI) HZ	Actual time of check-in.	Time
Time of Check-Out (CO) HZ	Actual time of check-out.	Time
Updated At	The date/time of last update to the reservation.	Date/Time
Cancel Date	The date of cancellation for the reservation.	Date
Financial Fields
ADR	Average daily rate.	Numeric, decimal
First Night Price	Price of the first night of stay.	Numeric, decimal
Last Night Price	Price of the last night of stay.	Numeric, decimal

Fields Available for Stays Data:

Date Fields
Date	The stay date. If a stay was for multiple days, each row in the file will have a specific stay date, and the stay will have multiple rows.	Date
Updated At	The date/time of last update to the reservation.	Date/Time
General Fields
Rate Code	The rate code for the stay.	Alpha
Hotel Code	The code for your hotel within the Stayntouch database.	Alpha/Numeric
Confirmation Number	Confirmation number used as a search identifier within the PMS.	Numeric
Reservation Status	Current status of the reservation.	CANCELLED, CHECKED-OUT, RESERVED, NO SHOW, CHECKED-IN
Room Type	The current room type for the stay.	Alpha
Room Number	The current room number for the stay.	Alpha
Block Count	The number of rooms blocked within the group for the room type and date.	Numeric
Arrival Room Count	Room count for the arrival day; will always be 1 or 0.	Numeric
Departure Room Count	Room count for the departure day; will always be 1 or 0.	Numeric
Reservation ID	The unique ID of the reservation.	Numeric
Stay Type	Nightly or Day Use reservation.	N/A
Hotel Name	The name of the hotel in the PMS.	Alpha
Company	The name of the company associated with the stay.	Alpha
Travel Agent	The name of the travel agent associated with the stay.	Alpha
Chain Code	The code of the associated chain of the hotel (if applicable).	Alpha
Chain Name	The name of the associated chain of the hotel (if applicable).	Alpha
Market Code	The market associated with the reservation.	Alpha
Source Code	The source associated with the reservation.	Alpha
Segment Code	The segment associated with the reervation.	Alpha
Booking Origin Code	The origin associated with the reservation.	Alpha
Allotment Name	The name of the allotment associated with the stay.	Alpha
Group Name	The name of the group associated with the stay.	Alpha
Account Name	The name of the group associated with the stay.	Alpha
Adults	The number of adults associated with the stay.	Numeric
Children	The number of children associated with the stay.	Numeric
External System	External system used to book the reservation.	Alpha
External System Reference	External system reference number provided by the external reference system.	Alpha/Numeric
Financial Fields
Rate Amount	Actual rate for the stay date.	Numeric (decimal)
Payment	The amount of the payment made on the stay.	Numeric (decimal)
Original Rate Amount	Booked rate for stay date.	Numeric (decimal)
Sold	Whether the room was sold or not.	1/0
Room Revenue	Room charge revenue.	Numeric (decimal)
Add-On Revenue	Revenue associated with add-ons.	Numeric (decimal)
FNB Revenue	Revenue associated with food and beverage.	Numeric (decimal)
Other Revenue	Revenue outside of one of the other categories.	Numeric (decimal)
Tax Revenue	Revenue associated with tax charges.	Numeric (decimal)
Fee Revenue	Revenue associated with fee charges.	Numeric (decimal)
Total Revenue	Total revenue associated with the stay.	Numeric (decimal)
Tourist Tax Revenue	Revenue associated with tourist taxes.	Numeric (decimal)
Tax Exempt Type	Tax exempt type associated with the stay.	Alpha
ID Fields
Market ID	The unique database ID for the market associated with the stay.	Numeric
Source ID	The unique database ID for the source associated with the stay.	Numeric
Booking Origin ID	The unique database ID for the origin associated with the stay.	Numeric
Segment ID	The unique database ID for the segment associated with the stay.	Numeric
Room Type ID	The unique database ID for the room type associated with the stay.	Numeric
Room ID	The unique database ID for the room associated with the stay.	Numeric
Allotment ID	The unique database ID for the allotment associated with the stay.	Numeric
Group ID	The unique database ID for the group associated with the stay.	Numeric
Posting Account ID	The unique database ID for the posting account associated with the stay.	Numeric

Fields Available for Travel Agent Data:

ID Fields
Travel Agent ID	The unique database ID for the travel agent associated with the reservation.	Numeric
Tax ID	The tax ID entered within the PMS for the company.	Alpha
General Fields
Hotel Chain Code	The ID of the associated chain of the hotel (if applicable).	Alpha/Numeric
Name	The name of the travel agent given by the hotel within the PMS.	Alpha
Address	The address of the travel agent entered by the hotel within the PMS.	Alpha/Numeric
Address2	The second line of the address of the travel agent entered by the hotel within the PMS.	Alpha/Numeric
Address3	The third line of the address of the travel agent entered by the hotel within the PMS.	Alpha/Numeric
City	The city of the travel agent entered by the hotel within the PMS.	Alpha
Postal Code	The postal code of the travel agent entered by the hotel within the PMS.	Numeric
State	The state of the travel agent entered by the hotel within the PMS.	Alpha
Country	The country of the travel agent entered by the hotel within the PMS.	Alpha
Phone	The phone number of the travel agent entered by the hotel within the PMS.	Numeric
Fax	The fax number of the travel agent entered by the hotel within the PMS.	Numeric
Email	The email associated with the travel agent entered by the hotel within the PMS.	Alpha/Numeric
IATA Number	The unique travel agent IATA number assigned to the travel agent by the hotel.	Numeric
Contact First Name	The first name of the contact assigned to the travel agent within the PMS.	Alpha
Contact Last Name	The last name of the contact assigned to the travel agent within the PMS.	Alpha
Contact Phone	The phone number of the contact assigned to the travel agent within the PMS.	Numeric
Contact Email	The email of the contact assigned to the travel agent within the PMS.	Alpha/Numeric
Global	Describes whether the travel agent is a global travel agent card or not.	Yes/No
Contract Booked Nights	The number of nights booked as per the contract.	Numeric
Contract Total Nights	The number of total nights stayed as per the contract.	Numeric
Contract Total Stays	The total stays as per the contract.	Numeric
Financial Fields
Contract Revenue	The revenue as per the contract.	Numeric
Contract ADR	The ADR for the travel agent as per the contract.	Numeric

SET ORDER & LABELS

Once you have indicated which fields you would like to include in your export, you can set the order in which you’d like them displayed as well as customize the labels as appropriate for your hotel. To customize a label, simply click into the field and begin typing a new label. Custom labels will appear in black font. Likewise, to rearrange the order of the fields, simply drag and drop the fields as desired.

SET FILTERS

To add a filter for your export, simply select +ADD FILTER and choose to filter by Duration, Range, Options, or General. Please note, you can also select multiple filters of the same type.

Duration filters are available for fields that represent a date range filter. If you choose to filter by Duration, you will be asked to select a field under FIELD NAME and then a DURATION.

Range filters are available for fields that represent values. If you select Range, you will need to enter a FIELD NAME and RANGE OPTIONS.

Options filters are available for fields where specific codes/options are configured for the property, and Stayntouch PMS will list all configured options for the property to be selected as a filter. Selecting Options will also prompt you to select a FIELD NAME and choose the desired filter options from the OPTIONS dropdown menu.

General filters are predefined for guests and reservation data. Selecting General will prompt you to select a FIELD NAME and choose the desired filter options from the GENERAL dropdown menu.

FREQUENCY

From the Frequency field you can configure the custom export frequency by the following:

REPEATS: Hourly, Daily, Weekly, Monthly, Run Once, Run During EOD
REPEATS EVERY: Number of Days, Hours, Weeks, Months (This must be 1 or greater. If you enter 0 or leave it blank, it will never send.)
STARTS ON: Select a day for your custom export to start.
STARTS AT: Select a time for your custom export to start.
ENDS ON:
- After number of Days, Hours, Weeks, Months
- On a date
- Never

DELIVERY

Finally, you can select a DELIVERY METHOD for your custom export from the following options:

Email Export Delivery Type: Enter an email address to which to send the export from the ADD RECIPIENT field. Type the email address. Pause. Then hit enter. Email addresses will then appear as illustrated in the below example.

SFTP Export Delivery Type: Select an SFTP Server to which to send the export. This must be configured from Settings > Hotel & Staff > SFTP Servers.
Google Drive: Select a Google Drive location to which to send the export. This must be configured from Settings > Hotel & Staff > Google Drive. You can learn how to configure a Google Drive account here.
Dropbox: Select a Dropbox location to which to send the export. This must be configured from Settings > Hotel & Staff > Dropbox. You can learn how to configure a Dropbox account here. Please note, as of the v5.54 release, we have implemented changes to the existing workflow of Dropbox account settings. If you have any existing custom exports with a delivery method of Dropbox, and you fail to receive exports, please remove the old Dropbox account from Settings > Hotel & Staff > Dropbox and create a new Dropbox account.

Upon entering all of the above information, select SAVE EXPORT, and your custom export will be available for selection on the Custom Exports page. From here, you can add new exports, edit or delete existing exports as desired.