How to Integrate Swikly with Octorate

Created by Anne-lucie De Swikly, Modified on Tue, 4 Feb at 10:12 AM by Anne-lucie De Swikly

How to Integrate Swikly with Octorate?

1. Connect your Swikly account to Octorate

2. Set up security deposit amounts in Swikly

3. Set up security deposit amounts in Octorate

4. Configure the deposit request email

5. Configure the reminder email (optional)

6. How do I know if the security deposit has been secured?

1. Connect your Swikly account to Octorate

Open Octorate in one tab of your browser and Swikly in another tab so that you can easily switch between the two platforms.

Make sure that you are logged in to your main Octorate account

From the "Settings" menu, click on "Advanced settings" and then on "Api"

Click on "+ Add New"

Find Swikly and click on "+ Connect"

Then again, click on "+ Connect"

The Swikly login screen will be displayed. Enter your username and password

Choose your account from the list provided. For manager/managed accounts, the connection must be made with the manager account.

The connection is made automatically and appears as active in both Swikly and Octorate

That's it, your Swikly account is connected to your Octorate account!

2. Set up security deposit amounts in Swikly

After connecting Octorate to Swikly, the list of properties appears below:

Select:

The default Swikly account

Type of request

Default security deposit amount

It is imperative to fill in these fields to ensure the proper functioning of Swikly links.

These deposit amounts are only taken into account if no deposit amount is present on Octorate. It is the amounts defined in your PMS that take precedence.

3. Set up security deposit amounts in Octorate

If your properties do not have a room then you can configure the deposit amounts only from the Swikly interface, as explained in step 2 described above.

If your properties have rooms then it is necessary to set up your deposit amounts for each property and room on Octorate.

If your deposit amounts have already been set from the Octorate supplements, you can proceed to the next step

Click on the "Settings" menu and then click on "Extras"

Click on "+ Create New"

Name the supplement. The name must be : Security Deposit

Then, you can configure according to your needs:

Enable or disable the supplement
Assign it to a category
Display on the Booking Engine - on your website linked to Octorate
Make it mandatory
Show deposit on Octosite
Add on the pricing plan
Display on the PMS when using multiple tools from the Octorate suite

Set the amount

Add a description for the supplement - this description is only used internally

Save by clicking the "Save" button

The "Rooms" section will appear. Select the accommodation(s) to which you want to apply this deposit
All rooms

Or the selected rooms

Click on "Save"

Important: When you create a "Security deposit" supplement in Octorate, the deposit amount is added to the reservation balance. Once a deposite is secured, the booking balance does not update, so the balance will always remain positive.

4. Configure the deposit request email

After defining your deposit amounts, it is time to move on to the configuration of the email template that will contain the link directing your customer to the deposit form.

From Octorate, click on "Settings" and then click on "Email templates"

You can choose to include the deposit link in an existing email or set up a new message by clicking on "+Add New"

For the delivery time:

We recommend that you send the email 10 to 7 days before the guest's arrival.

Send the email if the reservation is confirmed after the scheduled dispatch date by selecting "YES3 in the "Send even if the days in advance are not respected" field

Continue with the email configuration:
- Name the email template
- Send to: Occupant
- Enable email

Choose which booking source the email should be sent to

If necessary, choose a pricing plan

Select the stage of the payment process where you'd like to send the request by checking "Yes" in the "Show filters" section

For the body of the email:

Write the content of your email making sure to integrate the Swikly link (for example: In order to deposit your deposit, please click here: [SWIKLY LINK]

You will find this link in the "Applications & Integrations" tabs of your Swikly account

Click on "Save"

5. Configure the reminder email (optional)

It is possible to schedule a reminder email:

Create a new email template by following the steps in section 4 and changing the number of days until arrival. For example, 3 days before arrival.

Please note that this reminder will be sent regardless of the status of the deposit.

6. How do I know if the security deposit has been secured?

Click on the "edit" button of the relevant booking
Once the deposit is secured, an "Internal Note" is added to the reservation

On the same page, in the "Email Communication" box, you can view the emails sent to your traveler as well as the scheduled emails (indicated by the hourglass icon)

You can send a reminder email by clicking on "+" and choosing the deposit request email template
Click on the "Send by email" button

Congratulations! Your Octorate integration with Swikly is now up and running!