In this article you will learn:
- ✅ What the “PMS Data Retrieval” test is
- 📥 How to perform a data retrieval from the Civitfun Dashboard
- 📋 Which information is validated and how to interpret it
- 🧪 Other ways to use the Data Retrieval validation
- ⚠️ Error messages, their meaning, and how to fix them
🌍 What is the “PMS Data Retrieval” test?
The PMS Data Retrieval validation is part of the Check-in Validation (Self-diagnosis) module in the PMS section. It allows you to check that the information of a booking already registered in the PMS can be correctly retrieved in the Civitfun Dashboard and in the T-Paperless flow.
This test ensures that PMS data (e.g., guests, documents, stays) are transmitted correctly and that the PMS ↔ Civitfun flow is active for the T-Paperless Application.
📥 How to perform a data retrieval
Go to the PMS section in your Civitfun Dashboard and click the pencil icon to expand the PMS configuration
Select Check-in Validation and choose the option Data Retrieval. Enter the booking data (e.g., locator or last name). Click Test to run the retrieval.
👉 The system will query your PMS in real time and display the information received, which must match the data registered in your PMS.
You can review all the guests in the booking by selecting the guest you want to check from the top section.
📋 Which information is validated
Data retrieval validates the correct transmission of critical information between PMS and Civitfun. The most common fields are:
- Guest data: first name, last name, ID document, date of birth.
- Contact details: email, phone.
- Other PMS fields mapped to Civitfun: country, address, etc.
- Companion information: adults, children. *Only for hotels with Dynamic Forms
⚠️ Error messages
When the system cannot find the booking 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 retrieval, along with their meaning and how 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 format of the fields. Use only valid letters, numbers, and dates.
❌ No reservations found matching the filters: No booking 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 meet the expected format (e.g., invalid characters, wrong date).
Correct the format of the fields. 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 your PMS administrator to review and update your user permissions.
❌ Resource not found. The requested booking 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.
Verify that 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.
Retry the search. If the error repeats, contact Civitfun support.
❓ FAQ
Can I use any booking?
Yes, but we recommend using real and recent bookings for reliable results.
Does data retrieval modify the booking?
No. This test only queries the information stored in your PMS.
What should I do if the retrieved data do not match the form?
Check the field mapping in Forms and confirm that your PMS sends the information in the expected format.
Need help? Write to us at support@customer.civitfun.com. We’ll be happy to help you. 😊✍️