Spectra Integration

With the Spectra integration, you can connect Heyloyalty to Spectra and automatically transfer relevant guest and reservation data to Heyloyalty. This allows you to send automated emails and regular newsletters to your guests when they check in, check out, or cancel a reservation.

In this guide, we’ll walk you through how to set up the integration and choose which data to transfer to Heyloyalty.

Photos will be added to this guide soon.

What value does the Spectra integration provide?

Arrival Communications

Automatically send welcome information and practical details to guests before arrival, based on the number of nights, arrival date, and booking type. You
decide the timing: three days before, one day before, or whatever works best for your guests.

Upselling Before Arrival

Segment by room and rate type, and send relevant offers for spa services, dining, or upgrades to the guests most likely to accept them. Families with children and business travelers typically have very different needs.

Post-stay: Review and Thank-You

Send an automated thank-you message and request for a review after checkout, segmented by stay type, number of nights, and VIP status. A “
” guest who stayed for three nights doesn’t deserve the same message as someone who stayed just one night.

Winback

Identify guests who haven’t visited you in 12 months and re-engage them with a relevant offer. You can segment based on their past behavior: what type of stay they prefer and what season they typically travel in.

Direct Bookings vs. OTAs

Distinguish between guests who booked directly and those who booked through Booking.com, Hotels.com, or other channels. Communicate differently with each group and actively work to convert OTA guests into direct bookers next time.

Integration Specifications

In this section, you’ll gain a better understanding of how the various features of the integration work.

Once set up, the integration runs continuously:

• The integration retrieves guests/contacts, adds them to a list, and matches them by email or cell phone number.
• Reservation data is retrieved through the integration and created as a purchase event in Heyloyalty’s activity feed.
• The integration also allows you to retrieve reservations for restaurants, spas, and conferences.
• Data is automatically retrieved from Spectra every 5 minutes, after which new guests and reservations are created, and existing guests and reservations are updated.
• At this time, Heyloyalty does not retrieve a product feed from Spectra.
• The integration import can be limited to reservations at specific hotels in your business. However, this does not apply to newsletter sign-ups.
• The integration only retrieves tracking data related to reservations. If you also want to retrieve tracking data for visits or “Add to Cart” events in Spectra, you can do so through Spectra’s GTM. However, Spectra must assist with this setup.

In the integration, we retrieve data from the endpoints below:

• Guests: /api/events/v1/events/ {since}/customers
• Reservations: /events/{since}/reservations
• Updates to guests and reservations: /api/v2/profiles/{hotel}/guest/{id}, and /api/v5/reservations/{guid}

You can see which fields are mapped in the integrationen here.

It’s possible to add or remove mapping fields (fields from which data is retrieved) in the integration. As long as it’s from the above endpoints.

Contacts and Permissions

Through the integration, we retrieve both guests who have made a reservation and guests who have subscribed to the newsletter. They can be distinguished as follows:

• Spectra Newsletter: These are the contacts who have agreed to receive newsletters.
• Contacts with the value “No ” in the ” Spectra newsletter” field are contacts who have made a reservation and to whom you can send service messages.

As a Heyloyalty user, you should therefore remember to select a segment when sending a newsletter. In addition, you should decide what to do with the contacts that are created in Heyloyalty solely based on a reservation.

Reservation Data

All reservations made in Spectra are automatically imported into Heyloyalty. Only future reservations will be imported; if you want to import past reservations, you’ll need to perform a manual import.

The reservations can be found in the Activity Feed, where they appear as purchase events, even though they are actually reservation events.

If you see a canceled order in the Activity Feed where the email address appears, for example, as c*******@h**.dk, it’s because the original order was not imported into Heyloyalty.

Field Mapping

On the integration page, some fields under ” Field Mapping ” are highlighted in light gray. These fields are not mapped to Heyloyalty.

You can see which fields are mapped in the integration here.

Set Up Spectra Integration

Fill in the integration settings

Start by going to the menu item Integrations > List of Integrations. Next to the Spectra integration, click “Set up integration ” and select “Create Spectra.”

You’ll now be taken to a page where you can fill in the basic settings that Heyloyalty needs to set up the integration. Fill in the following fields:

• List: Select the list in Heyloyalty into which reservation data and contacts should be imported from Spectra. If you don’t have a list, you can read how to create one here.
• Spectra API URL: Enter the API address that Heyloyalty will use to communicate with Spectra.
• Match contact by field: Select the field Heyloyalty should use to identify and match contacts. You can choose between email or mobile number. To match using these fields, they must be created in the list.
• Username: Enter the username for your Spectra API. If you can’t find this information in Spectra, contact their support team.
• Password: Enter the password for your Spectra API. If you cannot find this information in Spectra, please contact their support team.

Note: The username, password, and Spectra API URL must match the information for your Spectra solution.

By default, the integration retrieves data about bookings, but you also have the option to retrieve data about reservations for your restaurant, spa, or conferences. However, you can only select this option after you’ve saved the integration for the first time. After that, you’ll be able to choose whether the following reservations should be retrieved through the integration:

• Include restaurant/spa reservations: Select “Yes” if you want restaurant and spa reservations to be included in the tracking data retrieved from Spectra.
• Include conference reservations: Select Yes if conference reservations should be included in Heyloyalty’s tracking data. You can segment by conference reservations using the tracking field “ part_of_conference.”

When the integration is saved, the relevant Spectra fields are created in the list. If a tracking integration has not already been created in the list, it will also be created.

Limit the integration to specific hotels

You can choose to limit which reservations are retrieved through the integration. This is relevant if your Spectra account has access to multiple hotels, but you only conduct email marketing for one or some of the hotels.

To limit the integration, enter the hotel’s property code from Spectra in the “Enter hotel code ” field and press +. Once the code has been entered, you can press Enter or the plus icon.

You can add as many property codes as you need.

If you leave the field blank, the integration will retrieve all reservations created in your Spectra account.

Note: This restriction does not apply to newsletter sign-ups. In this case, you will receive all sign-ups from your Spectra account.

Initial import

Once the integration is set up, it will only retrieve data going forward. Therefore, it may be helpful to start by retrieving historical data from Spectra. You can do this from the integration overview by clicking the three dots (•••) next to the integration and selecting “Retrieve data from Spectra.”

In the import window, you can choose which data to retrieve and how it should be processed:

• Date Range: Select the period for which you want to retrieve reservation data. You can retrieve reservations for up to one year at a time. If you want to retrieve reservation data from a period spanning multiple years, you must therefore retrieve one year at a time by changing the date range between each retrieval.

Note: If you want to retrieve reservation data from multiple years, we recommend that you start with the oldest year and then work your way up to the most recent one. If the same contact appears in more than one of the selected periods, the contact will be updated with data from the most recent retrieval. By retrieving the oldest year first, you therefore ensure that the contact will ultimately contain the most recent data available.

• Retrieve reservation data: Select whether to retrieve reservation data from the specified time period.
• Import contacts: Select whether to import contact information. Contacts can be imported for up to one year at a time.
• Handling Previously Unsubscribed Contacts: Specify how contacts who have previously unsubscribed should be handled. Among other options, you can choose to re-add unsubscribed contacts or ignore previously unsubscribed contacts.
• Trigger opt-ins: Choose whether the import should trigger opt-in emails (confirmation emails). Opt-in emails are only sent if the contact is active on your list.
• Trigger automations: Choose whether the import should activate active automation flows, such as a welcome flow.

Once you’ve selected the settings, click ” Get Data ” to start the import. You can then check under ” Lists” to see if the contacts have been imported into Heyloyalty. You can also see if reservation data has been imported into Heyloyalty by checking to see if any purchases have appeared in the Activity feed.

Note: If you import contact and reservation data for a longer period, it may take a few hours before you see all the data in Heyloyalty.

Advanced Settings

Import Settings

Here, you can configure how your data should be imported into Heyloyalty via the integration. The import settings are set to the default values by default, but if your setup is different, we recommend that you review all the fields.

• Import Type: There are three options here: Update and Create, Create Contacts, or Update Existing. We recommend leaving the field set to “Update or Create”; this way, you’ll get the most data possible for the contacts through the integration.
• Date Format: If the dates in your Spectra account are formatted differently, you can adjust the settings here. We have set it to the default.
• Delimiter for separating selections: A comma is used here because it is the standard for the Spectra data format; if your setup uses a different data format, you can change it here.
• Prevent currently unsubscribed contacts from subscribing: If set to “Yes,” this means that contacts who have unsubscribed cannot subscribe again. Set this option to “No” if you want unsubscribed contacts to be able to subscribe again.
• Send Active Automations: This is set to “No” by default, which means that if you perform a manual import instead of an automatic one, active automations will not be sent. If you want automations—such as a welcome flow—to be sent, you must set this option to “Yes.”
• Send webhooks: If you want new entries and updates from Spectra to trigger a webhook, you can enable this feature here (this is relevant if you have a CRM system or similar that you want to be notified). If you select “No,” Heyloyalty will not send webhooks when we receive data from Spectra.
• Send the import error report to: Enter an internal email address to be notified about which contacts are causing errors during the import so that the issue can be resolved.

Map Fields Between Spectra and Heyloyalty

Mapping determines where data from Spectra is placed in Heyloyalty. You’ll work with two types of mapping, depending on whether the data comes from a guest or a reservation.

Guest Field Mapping
Guest Field Mapping links guest information from Spectra to list fields in Heyloyalty. This ensures that contact information is saved in the correct fields for the contact in Heyloyalty.

Booking Field Mapping

Under “Booking Field Mapping,” reservation fields from Spectra are linked to tracking fields in Heyloyalty. This information can then be used to work with data about the guest’s reservations in Heyloyalty.

Make Active Use of Your Spectra Data

Once the Spectra integration is set up, you’ll have a robust data foundation to make your communications more relevant to each guest. Use reservation data and guest information to create segments and automations that communicate with guests at the right times before, during, and after their stay.

For example, you can automate pre-arrival communications, tailor relevant offers based on a guest’s reservation, or follow up after a stay. This way, data from Spectra isn’t just collected in Heyloyalty—it can be actively used to create a more relevant guest experience and strengthen your relationship with your guests.

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