Property Management System

The Property Management System (PMS) integration connects RUCKUS One with a supported third-party PMS. It lets you import property units (such as apartment units, hotel guest rooms, and conference rooms) into RUCKUS One and automatically manage guest network access based on external PMS activity during a stay or a conference room booking.

Feature Overview

The PMS integration simplifies property and guest network management by synchronizing rooms and automating guest access based on PMS activity. Once enabled and configured for a venue, it provides the following benefits:
  • Connects RUCKUS One with a supported Property Management System to exchange room, guest, and reservation information.
  • Allows manual import of property units, including guest rooms and conference rooms, from an external PMS into RUCKUS One using the Import from PMS option, while preserving rooms created directly in RUCKUS One:
    • Rooms imported from the PMS are marked with PMS as the source.
    • Rooms created directly in RUCKUS One remain local, are marked as Internal, and are not overwritten by the PMS.
    • If a room name exists both in the PMS and locally in RUCKUS One, the local RUCKUS One room takes priority and the PMS room is ignored.
  • Automatically provisions guest network access when guests check in through the PMS, by:
    • Creating guest identities in RUCKUS One based on PMS guest information (name/contact details).
    • Associating the guest identity with the assigned room.
  • Sends network access details to guests by email or SMS at check‑in.
  • Automatically removes guest network access after check-out, allowing guests a short grace period before access ends.
  • Supports conference room management, including:
    • Importing conference rooms from the PMS or creating them locally in RUCKUS One.
    • Scheduling conference room bookings using a calendar-based view.
    • Providing attendee network access for the duration of the booking and removing access when the booking ends.

Requirements

To use the PMS integration, the following conditions must be met:
  • This feature requires the RUCKUS One tenant account to have a Professional subscription tier license.
  • The user must have Admin or Prime Admin permissions.
  • At least one Property Management System service must be configured in the RUCKUS One Service Catalog.
  • At the Venue level, Property Management must be enabled, the Property Management System service must be selected, and one or more PMS Properties must be selected.
  • Only venues associated with a PMS property can import rooms and use PMS-based guest or conference room access.
  • Network connectivity must exist between RUCKUS One and the PMS to exchange room, guest, and reservation data.

Considerations

  • The PMS is the primary source for rooms imported into RUCKUS One, including both guest rooms and conference rooms.
  • Rooms created directly in RUCKUS One are not changed by the PMS.
  • Room and conference room updates are not automatic and occur only when you manually import units or conference rooms from the PMS.
  • Running a manual import from the PMS adds new rooms and removes rooms that no longer exist.
  • If Property Management is turned off for a venue after rooms are synced, you must choose whether to remove PMS-imported rooms or keep them as regular or RUCKUS One local units.
  • Guest network access is created at PMS check-in and linked to the assigned room or conference booking.
  • Guest network access is removed automatically after check-out, following a short grace period.
  • Guest access follows front-desk activity in the PMS, so any delays or changes in the PMS are reflected in RUCKUS One.
  • PMS integration is applied per venue. Only venues linked to a PMS property can import rooms and use PMS-based guest access.
  • Conference rooms are managed consistently, whether imported from the PMS or created locally.
  • Conference room bookings determine when attendee network access is active and when it ends.

Limitations

  • The integration supports standard PMS room, guest, and reservation workflows and may not fully support complex or highly customized PMS configurations.
  • Guest access is managed per individual reservation or booking; group-based access is not supported.
  • If check-in or check-out activity is missed due to temporary connectivity issues, manual review or correction may be required.
  • Moving guests between rooms or conference spaces may not always result in seamless reconnection.

Best Practices

Following are the recommended best practices regarding this feature:

  • Following are the recommended best practices regarding this feature
  • Make changes to units and conference rooms in the PMS and use the import function in RUCKUS One to keep RUCKUS One updated.
  • Avoid editing PMS-imported rooms in RUCKUS One, as changes may be overwritten during the next import.
  • After each import, review the RUCKUS One Activities page to confirm the import completed successfully and to see which rooms were added or removed.

Prerequisites

This feature has no special hardware or software requirements for feature enablement or usage.