How To: Import Property Listings from PMS

🧾 Summary

This article explains how to use the Import Unit(s) feature in Aruvo to quickly add properties from your Property Management System (PMS), like Guesty.
Instead of manually entering unit information, you can import it directly after your PMS is integrated.
This process helps you avoid duplicate entries and ensures a seamless sync between your PMS and Aruvo properties.

🕐 When to use this Guide

When you need to link PMS units to Aruvo for the first time.
When you need to import Multiple units from your PMS into Aruvo.
When you have new units in your Property Management System (PMS) that need to be added to Aruvo.

💡 Benefits of using this Guide

Quick Onboarding: Instead of manually entering each unit's details one by one, users can import multiple units simultaneously with just a few clicks.
Accurate Data Mapping: It automatically maps critical information such as check-in/check-out times and property addresses, eliminating the risk of human error that can occur with manual data entry.
Avoids Duplication: The system intelligently tracks which units have already been imported into Aruvo.
Live Syncing: The integration is dynamic. The unit list from your PMS refreshes in real-time through the API.

🛠️ Before You Begin

Ensure PMS Authorization is Complete: You must have successfully authorized and connected your Property Management System (PMS), such as Guesty, to Aruvo.
Configure your branding and theme - If you have not completed these steps during initial account setup, follow the steps in this guide to configure your theme and branding.

⚙️ Step-by-Step Setup

1. Navigate to the Property Tab

Navigate to the Property tab on the Aruvo portal.
A dropdown menu will appear with several options. To import properties from your PMS, you must choose the correct one. The options shown are "Import from Linked PMS, or"Enter Unit Details Manually". Select the PMS you have linked on the Aruvo Portal.

Important note:
Please make sure to link your PMS integration before starting Importing Properties as you will not get this option if no PMS integration is linked on the Aruvo Account.

Important note:
The system is designed to prevent duplicate entries. Units that have already been imported will not appear in the import list, even after a refresh.

2. Search and Select Units

The table provides Different ways to find and select the specific units you want to import.:

Search & Filter: Use the Search Unit Field at the top to quickly find units by their name or address.
Select All Checkbox: The Select All checkbox allows you to choose all the listed units with a single click. This is useful if you're importing everything at once.
Individual Checkboxes: If you only need to import a few units, use the individual checkboxes next to each unit's entry.

3. Review Unit Details

The unit table displays key information to help you identify the right properties.

Unit Nick Name: This is the display name of the unit.
Address: This shows the full address of the property.
Count of Selected Units: The Select All checkbox dynamically updates to show how many units you have selected (e.g., "5 / 12 selected").

4. Initiate the Import Process

Important Note:

The PMS Sync Status will be "Disabled" by default when you link a PMS Integration on the Aruvo Portal, Sync status should be enabled so that the stay details can sync to the respective property on the Aruvo Portal.

You will be able to Import the units from the PMS even if the PMS Sync status is disabled.

Once you've selected the units you want to import, you can proceed.

Import Unit(s) Button: This button, located in the top-right corner, becomes active as soon as you select at least one unit. Clicking it starts the import process, which runs in the background.
Cancel Button: If you change your mind, the Cancel button, next to the Import Unit(s) Button, will stop the process and take you back to the main dashboard.

5. Monitor Progress

A two-step progress bar at the top of the screen tracks your progress.

Step 1: LINK PMS: This step is already complete and is marked with a checkmark.
Step 2: IMPORT UNIT(S): This is the current step you are on, indicated by being highlighted in dark blue and underlined.

Additional Note:

The import process runs automatically. Aruvo will handle the background tasks of creating the units and mapping the data.

The unit counters at the top of the screen will update dynamically as units are successfully imported, providing a real-time view of your progress.

If you change your mind before clicking the import button, you can click the "Cancel" button to return to your dashboard.

⚙️ Additional Information

What Happens During the "Import Unit(s)" Process
Upon clicking "Import Unit(s)", Aruvo initiates an automated process to create new properties.

Automatic Property Creation: For each unit selected by the user, Aruvo automatically generates a corresponding property.

Auto-Filled Property Details: Key fields for the new Aruvo property are automatically populated with data from the Property Management System (PMS). These fields include:
Unit Nickname
Unit Address
Unit Check-In Time
Unit Check-Out Time

Backend Linking: A direct link is established between the newly created Aruvo property and its corresponding PMS unit identifier in the backend. This ensures seamless data synchronization and management.
Post-Import Success Screen
After the import is complete, a confirmation screen provides a summary and navigation options.

Success Message: A clear confirmation message is displayed, such as "Units Imported Successfully." This is followed by a more detailed message like, "Units successfully imported from [PMS Name, e.g., Guesty]. Let’s get them set up!"

Navigation Button: A "Go To Units Page" button is located in the top-right corner, allowing users to quickly navigate to the Units page to review or edit the newly imported properties.

Import Display and Interface Update

The user interface is updated to reflect the import's status and the current number of units.

Total Units in PMS: This number remains unchanged and represents the total units available in the connected PMS.

Units Imported to Aruvo: This count is updated to show the total number of units currently existing in the Aruvo system after the import.

Units with Active Sync: This number indicates how many units are actively synchronized.

It may match the total number of imported units if syncing is automatically initiated upon import.
It may show 0, depending on the specific synchronization behavior of the integration at the PMS level.

Refresh Sync Availability: The "Refresh Sync" option is a feature available for integrations based on PMS systems (like Guesty). It is not present for iCal-based integrations.

Special note:
The Import Unit(s) feature in Aruvo simplifies onboarding by allowing PMS-linked hosts to quickly and accurately import unit data directly from their PMS. With real-time syncing, clear interface controls, and automated mapping, hosts can avoid manual data entry, speed up setup, and reduce errors—making property management easier and more efficient.

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