Starting with SynXis Groups (Cloud)
SynXis Groups allows group blocks created in Visual Matrix to sync directly with the SynXis Channel Manager. Before this feature is activated for your property, there are a few important items to review and confirm. Taking time to prepare ensures your existing group data stays clean, avoids duplicate groups, and allows future group activity to sync smoothly.
This article is designed to help you understand what to expect before your first SynXis Groups sync occurs and what steps may be required on your side ahead of activation.
What Happens When SynXis Groups Is Activated
When SynXis Groups is enabled for your property:
- A one-time Initial Group Upload is performed by Visual Matrix CX/Onboarding.
- Existing eligible groups in Visual Matrix are sent to SynXis.
- After the initial upload, all newly created groups automatically sync between Visual Matrix and SynXis.
Because the initial upload establishes the long-term relationship between systems, preparation is critical.
Before You Start
Before CX/Onboarding runs the Initial Group Upload, review the following carefully.
Critical Step Before Activation
If your property already creates or manages groups directly in SynXis, those groups must be reviewed before SynXis Groups is activated in Visual Matrix.
Before activation, confirm the following:
- Existing groups in SynXis have been identified
- Each SynXis group is mapped to the correct Visual Matrix Group Plan Code
- Mapping has been reviewed prior to the initial group upload
Completing this step before activation helps prevent duplicate groups, booking confusion, and cleanup after syncing begins.
If you are unsure whether your property has existing SynXis groups or how they should be mapped, contact your Visual Matrix CX representative before activation.
Existing Groups in SynXis
If your property already has groups created directly in SynXis, those groups must be properly linked to their corresponding Visual Matrix groups before the initial upload occurs.
If this step is skipped, duplicate groups may be created in SynXis during the upload.
Important: Duplicate group cleanup is manual and may require additional time and coordination.
PMS Group Code Mapping Requirement
For groups that already exist in SynXis:
- The PMS Group Code in SynXis must match the Visual Matrix Group ID.
- The PMS Group Code must include a "G" prefix followed by the Visual Matrix Group ID.
Example:
If the Visual Matrix Group ID is 12345, the PMS Group Code in SynXis should be: G12345
This mapping allows the initial upload to recognize existing groups and prevents duplicate creation.
Initial Group Upload Process
- The Initial Group Upload is a one-time process.
- It is run by Visual Matrix CX/Onboarding, not by the property.
- Once completed, the systems are aligned for ongoing syncing.
If you are unsure whether existing SynXis groups are properly mapped, notify your CX/Onboarding contact before the upload is scheduled.
After the Initial Upload
Once the Initial Group Upload is complete:
- Newly created groups in Visual Matrix will automatically sync to SynXis
- Updates to synced groups follow the established SynXis Groups behavior
- No additional setup is required for future group creation
At this point, SynXis Groups functions as part of your normal group workflow.
Additional Considerations After Activation
Once SynXis Groups is active, ongoing success depends on a few important alignment areas. These do not indicate an issue with the integration, but they can affect how group bookings appear and behave.
Room Type Mapping Alignment
Room types between Visual Matrix and SynXis must be properly aligned. This mapping is typically provided by Sonesta / SynXis and should be reviewed to ensure group allocations and availability display correctly.
Groups Created in SynXis
If groups are created directly in SynXis, they must be mapped to the appropriate Visual Matrix Group Plan Codes. Groups that are not properly mapped may result in unexpected behavior or booking confusion.
Understanding Group Booking Links
Group booking links always default to the group stay and are driven by allocation and availability:
- Only allocated room types are available through the booking link
- Availability depends on inventory for each individual night
- If a room type is fully booked for a specific date, the booking link may appear unavailable even though it is working as intended
Understanding this behavior helps avoid confusion when allocations begin to fill.
Still Need Help With This Topic?
Ask Yourself:
- Do we already have groups created in SynXis?
- Have those groups been reviewed for proper PMS Group Code mapping?
- Has CX/Onboarding been notified of any existing SynXis groups?
Support May Ask You:
- Whether your property currently uses groups in SynXis
- If any existing groups should remain active after syncing begins
- Confirmation that PMS Group Codes have been reviewed
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