Migrate from Hostaway to Propool

Bring your apartments, future reservations and closed dates into Propool before switching the channel manager. Keep the existing Airbnb, Booking.com and Agoda listings, and verify every occupied night before cutover.

Hostaway bridge rollout

The Hostaway bridge is being prepared for release. Settings → Connections → Hostaway migration becomes available after the backend and app updates are deployed. Your Hostaway account must pass the checks below before you rely on the bridge for a live cutover. Contact support if the setup page is unavailable.

Prepare your records

Export future reservations, cancellations, owner stays and maintenance blocks from Hostaway. Keep each reservation's channel confirmation code, apartment, arrival, departure, currency and total. Save listing IDs, rates, stay rules, photos, descriptions, taxes and fees separately.

Create or import each apartment in Inventory. Match every source to the same Propool apartment; duplicate apartments have separate calendars.

The bridge imports current and future reservations and closed dates. Past accounting, payment methods, card details, conversations, automations and documents require separate exports. Multi-unit Hostaway listings need a separate migration plan.

Connect and import

A workspace admin opens Settings → Connections → Hostaway migration, enters the Hostaway account ID and API secret, then chooses Connect Hostaway.

Choose the Hostaway listing and the matching Propool apartment, then select Match and import. Each match starts as Import only, which does not change availability in Hostaway.

Wait for Queued to clear and a completed check to appear. Resolve Needs attention before enabling blocking. Queued means accepted for processing; it does not confirm that Hostaway or a channel has applied the change.

Set up the reservation webhook

In Hostaway's Settings → Integrations, create a unified webhook with the URL, username and one-time password shown in Propool. Use Basic authentication. The production URL is:

https://app.propool.ai/api/v1/webhooks/hostaway

Unified webhooks send all supported events. Propool processes reservation creation and updates, including cancellations, and acknowledges other events. It reads the current reservation from Hostaway before applying it, so a repeated or delayed notification cannot apply an old payload over a newer booking. See the Hostaway API reference.

Save the password securely. It is shown only when created or rotated. After choosing New webhook password, update Hostaway immediately; the old password stops working. Monitor Hostaway's delivery alerts because retries are limited. Propool also checks matched calendars periodically, including manual closures that do not emit reservation events.

This incoming webhook is separate from Propool webhooks, which notify your applications about Propool events.

Reconcile occupied nights

Compare Bookings and the Calendar with Hostaway. Check future arrivals, departures, channel confirmation codes, cancellations and moved reservations for every apartment. Include owner stays and maintenance blocks. Checkout day is available unless another reservation or block holds it.

Owner stays and closed dates appear as calendar blocks and do not create rental revenue. When a matching channel confirmation code identifies a reservation already received from the channel manager, its authoritative record is retained.

After verifying the API import, remove duplicate iCal feeds for the same Hostaway source. Those feeds can hold dates independently. Fill any missing reservation or closure before changing a channel connection, especially bookings made before Agoda was connected.

Enable temporary blocking

After a clean import, choose Enable blocking for the apartment and confirm. Propool reservations, owner blocks and closed dates then queue closures in Hostaway. Hostaway continues distributing availability to channels still connected to it.

The bridge sends availability only. Rates, content and stay rules remain unchanged. Read-only channel connections and explicit Hostaway blocking are separate permissions.

When a Propool reservation moves or is cancelled, the bridge can reopen a date only if it closed that date and its ownership note still matches. Hostaway reservations and unrelated manual closures remain protected. Do not edit a bridge note while it is in use. A changed note or overlapping reservation leaves the closure intact and shows Needs attention.

Test one apartment before enabling the rest. Use an agreed future date that is free in both systems:

1. Add a one-night owner block in Propool. Wait for the queue and confirm the night closes in Hostaway and its connected channel.
2. Remove that block. Confirm it reopens and an adjacent manual Hostaway closure remains closed.
3. Create or modify an agreed test reservation in Hostaway. Confirm it reaches Propool, then cancel it and verify the cancellation. Restore the original calendar afterwards.

The first two checks validate the block API; the third validates the reservation webhook. Check the live account and channel before treating the bridge as operational.

Switch the channels

Prepare Propool's rates, restrictions and occupied dates before mapping. The provider's mapping process can send availability or prices even when a connection appears inactive. Review its confirmation and the channel itself.

Airbnb: plan for the whole host account. Channex cannot connect while another PMS or channel manager remains connected to that host. Prepare every listing before removing Hostaway, then map every listing Propool should manage. Unmapped listings need their own management plan; they do not stay managed by Hostaway automatically. Review Smart Pricing, Instant Book and editor settings during the change. See Channex's Airbnb connection guide.

Booking.com and Agoda: switch by the channel property or hotel ID. Disconnect the old provider for that property before selecting the new provider and matching its room and rate plan. Different properties can have different cutover dates. Record which manager controls each one.

After switching, check a future date, price, currency, taxes, fees and stay rules on the channel. Verify an agreed test booking and cancellation. Resolve differences before moving the next property.

Retire the bridge

Keep the bridge active while a matched apartment still depends on Hostaway to distribute occupied dates. After the new connections and reservations are verified:

1. Choose Turn off blocking for each match. This queues removal of blocks owned by the bridge; other Hostaway closures remain.
2. Wait for queued work to finish and resolve ownership conflicts. Confirm the intended manager now controls availability.
3. Choose Disconnect Hostaway. Imported reservations remain. The last observed closed-date snapshot becomes local blocks; review those blocks before opening dates.
4. Remove the unified webhook in Hostaway and revoke the integration's API access when no longer needed.

Recover from a mismatch

Keep affected dates closed and choose Check now after fixing the connection. Work remains queued for retries. An incomplete calendar read does not authorize reopening.

For a changed ownership note, review the date in Hostaway. Restore the note only when the closure really remains the bridge's block. Otherwise retain it and ask support to help retire the match safely. A reservation moved to another Hostaway listing also needs review before its old dates can be released.

If cutover fails, return the property or account to its previous manager after confirming which system owns the connection and restoring current reservations, rates and availability. Compare both calendars before reopening sales.