With the integration between MICE Operations and Guestplan, activities from MICE Operations are automatically transferred as reservations to Guestplan.
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1. How does the Guestplan integration work?
In the integration, spaces from MICE Operations are linked to rooms/spaces from Guestplan. When you place an activity in a linked space in MICE Operations, a booking is automatically created in Guestplan for the relevant room.
A reservation is created for today and for future planned activities (from an event in MICE) of which the space is linked to a room in Guestplan. Certain activities are automatically merged (read more below).
Synchronization
Activities from events with the status 'in option', 'confirmed', or 'completed', which are scheduled for today or in the future, are placed in Guestplan.
When adding, modifying, or deleting activities in MICE Operations, the changes are processed in Guestplan almost immediately. If a change is not immediately visible, it will take a maximum of 30 minutes.
The integration only works from MICE Operations to Guestplan, not the other way around. This means that all changes must first be processed in MICE before they will be visible in Guestplan. Therefore, make sure that you process changes to an event in MICE.
Data that is synchronized:
Times
Client name
First and last name of contact person
Notes containing:
activity name(s)
number of guests
duration of activity
link to event in MICE
Automatically merged activities
Activities in the same space with times within the same timeframe or consecutive times are automatically merged as 1 reservation. Please take note of the following new automatic actions:
For merged activities, you will find the names of the activities [in square brackets] after the name of the event, so that it is clear which activities have been merged.
For merged activities, the number of guests is taken from the activity with the highest number of guests.
Please note that you must manually delete any manually created reservations of events so that duplicate reservations are not included.
Adding notes to a reservation
Although it is not possible to synchronize notes from MICE to Guestplan, you can add details to the reservation details in Guestplan. For this, it is important that the notes are added above or below the MICE notes (otherwise they will be overwritten during a new synchronization moment). Therefore, add the text above or below these lines: ~~~~[MICE Operations]~~~~
Table layouts
The table layout can simply be adjusted in Guestplan. Please note that changes from MICE may overwrite the table arrangement. This is mainly the case when the time or number of guests of the activity is modified, or as soon as the organization and/or contact person details of the linked contact are updated in MICE.
Rounding of reservation times
In Guestplan, times are always entered in 15-minute intervals (for example :00, :15, :30, :45). The times of reservations created via the integration are therefore automatically forced to an appropriate 15-minute interval. The start time is rounded down to the nearest earlier 15-minute mark (where necessary) and the end time to the nearest later 15-minute mark.
Examples (see table below):
Times in MICE | Times in Guestplan (forced) |
12:00 - 13:00 hours | 12:00 - 13:00 hours |
12:05 - 13:00 hours | 12:00 - 13:00 hours |
12:00 - 13:12 hours | 12:00 - 13:15 hours |
12:12 - 13:12 hours | 12:00 - 13:15 hours |
Cancelled events
Events that are cancelled in MICE are also cancelled in Guestplan. If you remove a reservation in Guestplan that is still in MICE, it will automatically reappear.
Please note: The reservation of a deleted event is not deleted in Guestplan. Cancel the event first so that the reservation can be cancelled in Guestplan. Then delete the event if necessary.
2. Activate integration
Please read the following article:
3. Frequently Asked Questions (FAQ)
Please view the following article: