Apaleo

• Live Apaleo PMS API
• Rates and availability carousel
• Like Magic or custom booking deep links
• Reservation lookup (phone or confirmation and name)
• Invoice modification (VAT, company, addresses)
• Like Magic guest portal and online check-in
• Outbound guest journeys (Apaleo webhooks)

Apaleo is an API-first PMS used by automation-minded operators. D3x treats it as the system of record for the stay: agents read inventory and reservations from Apaleo, answer with live context, write actions back, and run outbound guest journeys from Apaleo webhooks, on WhatsApp, SMS, email, website chat, voice, and social, with the same Skills Engine and audit trail as every other channel.

Apaleo does not include a booking engine or a guest portal. Most D3x Apaleo properties pair it with Like Magic for booking, online check-in, and the digital guest journey. This page is the operator view of the Apaleo connector. For the marketing overview, see the Apaleo integration page. For booking-engine and guest-portal behaviour, see the Like Magic docs.

Rates, availability, and booking

When a guest asks about booking a stay, D3x connects to the Apaleo PMS API and pulls the catalogue the agent needs to answer with live inventory, not a static brochure.

• Room types: the sellable units configured in Apaleo
• Rates and rate plans: live prices for the dates and occupancy the guest specified
• Availability: remaining inventory for those dates

That data is used to serve rates and availability in the conversation. Matching room types appear in a carousel: each card shows the room, estimated prices, and a Book now action. Apaleo has no booking engine, so Book now is never an Apaleo checkout URL.

Like Magic booking engine (most Apaleo properties)

Most Apaleo hotels on D3x use the Like Magic booking engine. The carousel deep-links into Like Magic so the guest can complete the booking there. Clicks can still be tracked from the conversation. Full booking-engine behaviour, including how stay context is passed through, is documented on the Like Magic docs.

Custom booking engine deep links

If the property uses another booking engine, D3x still supports custom booking engine linkage, provided that engine accepts deep links. The agent already has the guest's search in context and constructs the URL from those parameters:

• Start date
• End date
• Number of adults
• Number of guests
• Room type

The guest taps Book now and lands on the booking engine with the search already filled in. If the engine cannot accept those parameters, D3x cannot construct a useful deep link. Use Like Magic, or a booking engine that supports them.

1. 1

   Guest asks about dates or a stay

   Occupancy and date range are confirmed in the thread (for example 2 adults, 10 to 14 October).

2. 2

   D3x queries Apaleo

   Room types, rates, and availability are pulled from the Apaleo PMS API for that search.

3. 3

   Carousel and deep link

   Available options render as cards with estimated prices. Book now opens Like Magic or a custom booking-engine URL built from start date, end date, occupancy, and room type.

Find a reservation

Once the guest is talking about an existing stay, D3x needs the right Apaleo reservation in context (past, upcoming, or in progress) so it knows whether they are in-house, not yet arrived, or recently checked out.

Guests often quote an OTA confirmation (for example a Booking.com reservation number). D3x still resolves the correct booking in Apaleo. It does not require the guest to know the internal Apaleo ID.

Answer questions about the reservation

With the reservation loaded, the agent can answer questions about that stay using live Apaleo data: dates, room type, rate, status, arrival expectations, and other fields on the booking. Replies stay grounded in the reservation in context, not generic FAQ copy.

Act on the reservation: invoices and add-ons

Beyond answers, D3x can execute post-booking work in Apaleo while the guest stays on the same channel.

Invoices: modify, then send

Invoice handling on Apaleo goes further than a fetch-and-forward. D3x can modify the invoice in Apaleo and send the corrected document back to the guest. That is the workflow Homaris runs at scale on Apaleo and Like Magic: in August 2026, 393 invoice cases, 83.7% fulfilled via API (329 of 393), including 100% of invoice modifications. See the Homaris case study.

When a guest asks for an invoice, or asks to correct one, the agent can:

• Find the reservation and the invoice in Apaleo
• Update VAT ID
• Update company name
• Update company address
• Update guest address
• Send the modified invoice back to the guest on WhatsApp, web chat, email, or the Like Magic app

Cases that policy cannot complete autonomously escalate with full conversation context (Homaris routes those to Contact Us). The point is execution in Apaleo, not a draft for someone to retype.

Upsells and add-ons

For extras such as breakfast, parking, early check-in, or late checkout, D3x connects to Apaleo, searches available add-ons for that reservation, quotes the live price, and when the guest confirms, attaches the add-on to the Apaleo reservation.

• Search available Apaleo products and add-ons for the stay
• Check the price of the add-on in Apaleo
• Attach the add-on to the reservation after guest confirmation

Dynamic guest portal and online check-in

Apaleo does not provide a guest portal or online check-in product. D3x still delivers the same guest-facing features by connecting to the Like Magic guest journey: guest-portal and online check-in links are generated dynamically for that guest and reservation, then sent on the channel they are already using.

Homaris is the named production example: a fully digital journey (no front desk) with check-in, access, and invoices handled in the Like Magic guest app on top of Apaleo. Detail: Like Magic docs and Homaris.

Outbound guest journeys (Apaleo webhooks)

Inbound chat is only half of the Apaleo connection. D3x also runs outbound guest journeys: timed, segmented messages across WhatsApp, SMS, and email, triggered by Apaleo webhooks as the reservation moves through its lifecycle.

When a new reservation appears in Apaleo (or when the stay progresses), Apaleo notifies D3x. D3x can then send a WhatsApp confirmation, an SMS confirmation, or an email at the right moment, without staff copying and pasting from the PMS.

Stay events

Journeys can fire on Apaleo reservation events. The ones groups use most often:

• Booking confirmation: when the reservation first lands in Apaleo
• Pre-arrival: before the guest arrives
• Check-in: when they check in, or around that moment
• Pre-departure: before checkout
• Check-out / post-stay: when they leave, or after they have left

Messages can be scheduled before or after each event (for example a welcome WhatsApp the evening before arrival, or a thank-you SMS an hour after checkout).

Like Magic guest journey

D3x also integrates with Like Magic and supports their guest journey. Properties that already run pre-arrival, check-in, and in-stay steps in Like Magic keep that journey; D3x agents sit on the Like Magic app and on other channels with the same Apaleo reservation in context. See the Like Magic docs.

Audience filters

Not every reservation should get every message. D3x filters the audience against live Apaleo fields so you segment who receives each send.

• Guest language
• Room type (include or exclude)
• Rate plan (include or exclude)
• Booking source
• Stay length / number of nights
• Group vs individual (and similar reservation attributes)

This is the same outbound guest journey capability described on the WhatsApp docs and the Outbound page, with Apaleo as the event source that starts each send.

Notable customers

These groups run D3x on Apaleo. McDreams and Homaris both pair it with the Like Magic guest journey.

• McDreams Hotels: nine German design hotels, Like Magic guest app and website chat
• Homaris: serviced apartments, invoice modification in Apaleo, fully digital guest journey

Go-live

Connecting Apaleo is a very simple go-live. There is no custom API project and no token to copy. Most properties finish this in about two minutes.

1. In D3x, open integrations and click the Apaleo connection button.
2. You are redirected to Apaleo.
3. Approve the D3x connection in Apaleo.
4. Apaleo sends you back to D3x. The property is connected.

That is all it takes. Keep Apaleo as the system of record; D3x sits above it as AI Agents for Hotel groups across channels. Pair Like Magic when you need a booking engine or guest portal. Apaleo does not provide either.