In this article you will learn:
- ✅ What the “Sending data to the PMS” test is
- 📤 How to send data from the Civitfun Dashboard
- 📋 Which fields are validated and how to interpret them
- 🧪 Other ways to use the Data Sending validation
- ⚠️ Error messages, their meaning, and how to fix them
🌍 What is the “Sending data to the PMS” test?
The Sending data to the PMS validation is part of the Check-in Validation (Self-diagnosis) module in the PMS section. It lets you verify that the information your guests complete in the Online Check-in is correctly transmitted to your Property Management System (PMS).
This test checks the Civitfun → PMS communication and confirms that required fields, formats and permissions are properly configured.
📤 How to send data
Go to the PMS section in your Civitfun Dashboard and click the pencil icon to expand the PMS configuration.
In the Check-in Validation form, enter the booking data you want to validate and click the "Test" button.
👉 The system will send the data to the PMS and display the result in real time, comparing the data entered in the Civitfun check-in form and the data received in the PMS.
✱ Note: Required fields are marked with a red ✱ asterisk. Make sure you complete them.
📋 Which fields are validated
The fields to validate depend on your Forms configuration and your PMS requirements. They usually include:
- Guest data: first name, last name, ID document, nationality, date of birth.
- Contacts: email, phone number.
- Address: country, city, postal code (if applicable).
- Fields required by regulations: support number, relationship/kinship
🔎 How to interpret the result
After sending, the panel shows an overall status and, if applicable, a per-field or per-operation detail:
- All fields appear filled: the PMS accepted the data. No further action is required.
- Some fields appear in red: some fields were accepted and others rejected. The data completed during the online check-in did not reach the PMS. Contact your PMS to learn the cause and review the field requirements in Forms.
- Failure: the PMS rejected the sending. Check the error message to identify the cause.
- Failure: No children found in the booking. Check the booking guests in the PMS.
🧪 Other ways to use the Data Sending validation
Besides checking which data were successfully sent to the PMS, this validation can be used in other ways:
1️⃣ Testing new fields
If you want to activate a new field in the form or check that certain data are sent correctly, you can use the “Personalize guest data” option.
This lets you manually enter values and confirm they reach the PMS without errors.
💡 Recommendation: Before enabling a new field in production, always run a test with personalized data to confirm the PMS receives and stores them correctly.
2️⃣ Validations with dynamic forms
If your hotel uses dynamic forms, you can run specific tests by guest type: holder, adult or child (requires children assigned to the booking).
You can also differentiate between domestic and non-domestic guests, ensuring the information is transmitted correctly for each category.
👉 In this way, data-sending validations not only confirm the technical connection but also allow you to test the personalization and conditional logic applied in your online check-in.
⚠️ Error messages
When the system cannot find the reservation you are searching for, it will return the errors encountered during the search together with a description to help solve them.
Below are the most common error messages during data sending, their meaning, and actions to resolve them.
Meaning and how to fix them
❌ Precondition Failed: Missing fields: A required integration field was not completed or failed. No data are allowed to be sent.
Review the required fields in Forms and make sure the PMS can receive them.
❌ Validation error. Please check the input data: The entered data do not meet the expected format (e.g., invalid characters, wrong date, length).
Correct the field format. Use only valid letters, numbers, and dates.
❌ No reservations found matching the filters: No reservation exists in the PMS with the entered data.
Check that the locator, name or date are correct and exactly match the PMS information. Sometimes the same booking has different locators depending on the booking channel.
❌ Reservations found, but none have a valid status: The PMS returned results, but the booking is not in a status allowed for check-in (e.g., cancelled, not confirmed).
Verify the booking status in the PMS. Only confirmed and active bookings are valid for check-in.
❌ Validation error. Please check the input data: The entered data do not match the expected format (e.g., invalid characters, wrong date).
Correct the field format. Use only valid letters, numbers, and dates.
❌ Unauthorized access. Please verify your credentials: The configured integration credentials are not correct.
Review the PMS integration settings in the Dashboard and re-enter your username and password.
❌ Forbidden. Access to the resource was denied: The user does not have sufficient permissions to access the requested resource.
Contact the PMS administrator to review and update your user permissions.
❌ Resource not found. The requested reservation does not exist: The PMS could not locate the specified booking.
Confirm the locator and other details in your PMS before trying again. Sometimes the same booking has different locators depending on the booking channel.
❌ Timeout. Please try again later: The PMS did not respond within the time limit.
Check your internet connection and try again. If the issue persists, verify the PMS status.
❌ Conflict detected. The booking could not be modified: The PMS detected a conflict in the requested operation.
Make sure the booking was not modified in parallel by another user and try again.
❌ Internal server error. Please contact support: The PMS returned an unexpected error.
Try again later. If the problem continues, contact Civitfun support.
❌ Service unavailable. The server is not responding: The PMS is temporarily out of service.
Wait a few minutes and try again. If it persists, contact your PMS provider.
❌ Unexpected error. Please try again: An unhandled error occurred during the operation.
Retry the action. If the error repeats, contact Civitfun support.
❓ FAQ
Can I use data from a dummy booking?
Yes, as long as your PMS allows it. Otherwise, use controlled real bookings.
What’s the difference between “Success” and “Partial success”?
“Success” means all data were accepted. “Partial success” means some fields were rejected—review the detail and correct only those fields.
Does the result of the sending modify my real booking?
Yes, if the PMS accepts the changes. Use controlled data to validate first.
Where do I configure which fields are required?
In Forms within the Dashboard. Required fields are marked with ✱.
We hope this article is helpful! If you need more information, contact support@customer.civitfun.com. We’ll be happy to help. 😊✍️