Data Frequency Guidelines for IDeaS RMS
Overview
To support accurate forecasting and optimization, Property Management Systems (PMS) must provide IDeaS RMS with timely and reliable data. This data exchange follows two primary phases:
- Cold-Start (Initial Data Load)
- Ongoing Real-Time and Scheduled Updates
These guidelines describe the expected data frequency and sequencing for each phase to ensure data alignment between partner systems and IDeaS RMS.
Data Exchange Phases
1. Cold-Start (Initial Full Push)
The Cold-Start is the first step in an installation. During this phase, the PMS sends a complete dataset to establish a baseline for forecasting and decisioning.
Cold-Start data includes:
- Reservations
- Group blocks
- Rates (optional)
- Inventory
Historical Data Requirements
- Up to two years of historical data, if available, is recommended for reservations, groups, and inventory.
- Historical data may be configured using:
- A defined number of past days, or
- A specific start date
- Historical data must not precede the PMS Live Date.
PMS Live Date
The PMS Live Date is defined as the first date the PMS was used to process check-ins.
If these requirements cannot be met, coordination with IDeaS Integrations is recommended.
The Cold-Start establishes a complete data snapshot that mirrors the PMS and enables accurate forecasting from day one.
2. Ongoing Data Processing
After the Cold-Start is complete, data synchronization continues through a combination of real-time and scheduled updates.
Real-Time Updates (Live Data)
Reservations and Groups
Following Cold-Start, the PMS is expected to send updates whenever reservations or group blocks are:
- Created
- Modified
- Cancelled
Updates may be sent:
- In real time, or
- At scheduled intervals of no more than 15 minutes
This ensures continuous alignment between the PMS and IDeaS RMS.
End of Day Processing (Business Day End)
At the end of each business day, the PMS must provide updated inventory data, including:
- Capacity
- Rooms sold
- Out-of-order counts
This process is commonly referred to as Business Day End (BDE) and is typically transmitted shortly after the property completes its night audit.
Intra-Day Processing (IDP)
Some properties may contract for Intra-Day Processing (IDP), which allows IDeaS RMS to refresh forecasts and decisions up to three additional times per day.
For each IDP run, the PMS must provide updated inventory data reflecting current:
- Capacity
- Rooms sold
- Out-of-order counts
The IDP schedule is established after the property begins sending pricing and forecasting decisions to selling systems.
Operational Recommendation
To support operational resilience, it is strongly recommended that partner systems provide functionality allowing users to manually trigger an inventory push. This is particularly useful in the event of a missed:
- Business Day End (BDE), or
- Intra-Day Processing (IDP)
This capability helps ensure continuity between the PMS and IDeaS RMS.
Summary of Data Frequency Expectations
| Data Type | Frequency / Trigger |
|---|---|
| Cold-Start Data | One-time initial full push |
| Reservations | Real-time or ≤ 15-minute intervals |
| Group Blocks | Real-time or ≤ 15-minute intervals |
| Inventory (BDE) | Daily, post–night audit |
| Inventory (IDP) | Up to 3 scheduled intra-day runs |