Overview
Connect your Gmail account to automatically import bookings from OTAs like Airbnb, Booking.com, and Agoda. When a confirmation email arrives, RoostSync reads it and creates the booking for you.
Supported OTAs
| Platform | What Gets Imported |
|---|---|
| Airbnb | Guest name, dates, room, total amount, guest message |
| Booking.com | Guest name, dates, room, payment status, special requests |
| Agoda | Guest name, dates, room, amount, booking ID |
| Expedia | Guest name, dates, room, amount |
| VRBO | Guest name, dates, room, amount |
Setting Up Gmail Sync
Step 1: Access Settings
- Go to Settings > Integrations
- Find "Gmail Sync" section
- Click "Connect Gmail Account"
Step 2: Authorize Access
- Google sign-in window opens
- Select the Gmail account that receives OTA emails
- Review permissions requested
- Click "Allow" to authorize
Step 3: Configure Settings
- Select which OTAs to import from
- Set default room mapping (optional)
- Choose notification preferences
- Enable auto-reply options (optional)
Step 4: Test the Connection
- Click "Test Import"
- System scans recent emails
- Shows preview of detected bookings
- Confirm setup is working
Use the Gmail account that directly receives OTA booking emails. If emails are forwarded from another account, the original sender may not be detected correctly.
How It Works
- Guest books on OTA (Airbnb, Booking.com, etc.)
- OTA sends confirmation email to your Gmail
- RoostSync checks for new emails periodically
- New booking emails are parsed automatically
- Booking is created in RoostSync
- You receive notification of new booking
- Calendar is updated immediately
Room Mapping
Map OTA listings to your RoostSync rooms:
Setting Up Mapping
- Go to Settings > Room Mapping
- For each OTA listing, select the corresponding RoostSync room
- If listing name varies, add alternate names
- Save mapping
Example Mapping
| OTA Listing Name | RoostSync Room |
|---|---|
| Cozy Beach Room with AC | Room 101 - Deluxe |
| Family Suite Ocean View | Room 201 - Suite |
| Budget Room Near Beach | Room 102 - Standard |
Use consistent naming across OTAs. If your Airbnb listing is "Beachfront Deluxe Room", use the same name on Booking.com. This makes mapping easier.
Permissions Explained
RoostSync requests these Gmail permissions:
- Read emails - To find OTA booking confirmations
- Manage labels - To mark processed emails
- Send email - For optional auto-reply features
RoostSync only reads emails from known OTA addresses. Personal emails are not accessed.
Managing Imported Bookings
Review New Imports
Imported bookings appear in Bookings > Pending Review:
- Verify guest details are correct
- Check room assignment
- Add any missing information
- Confirm to activate booking
Handling Issues
| Issue | Solution |
|---|---|
| Wrong room assigned | Update room mapping for that listing |
| Missing guest details | Add manually - some OTAs share limited info |
| Duplicate booking | Delete the duplicate. Check for multiple emails. |
| Booking not imported | Check spam folder. Verify OTA is enabled. |
Cancellation Handling
When guests cancel on an OTA:
- OTA sends cancellation email
- RoostSync detects the cancellation
- Original booking is marked as cancelled
- Room is freed on calendar
- You receive cancellation notification
Best Practices
- Keep OTA email settings consistent
- Check imported bookings daily
- Maintain accurate room mapping
- Don't delete OTA emails until imported
- Review sync status weekly
Agoda is popular in the Philippines. Make sure your Agoda listing is connected and mapped correctly for domestic travelers.
Security & Privacy
- Connection uses secure OAuth 2.0
- RoostSync never sees your Gmail password
- You can revoke access anytime from Google settings
- Only OTA-related emails are processed
- Email content is not stored after processing
Troubleshooting
| Issue | Solution |
|---|---|
| Sync stopped working | Re-authorize Gmail in Settings. Google tokens expire periodically. |
| Emails not being detected | Check if emails are going to spam. Whitelist OTA addresses. |
| Wrong dates imported | Check timezone settings in both RoostSync and your OTA account. |
| Authorization error | Clear browser cache, try incognito mode, or use different browser. |
Disconnecting Gmail
To remove Gmail integration:
- Go to Settings > Integrations
- Click "Disconnect Gmail"
- Confirm disconnection
- Optionally, revoke in your Google Account settings
Existing imported bookings remain; only new imports stop.