Connect Apaleo to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into Apaleo. It reads live availability and rates and creates, changes or cancels the reservation in Apaleo through Apaleo’s API, once the guest confirms, on WhatsApp, Instagram, web chat and every other channel your guests use.
If your hotel runs on Apaleo, AeroChat can answer guests on WhatsApp, Instagram, Messenger, TikTok, Telegram, web chat or email and book straight into your property. It connects through Apaleo’s public API. You describe the workflow in your own words, AeroChat builds it, and Apaleo stays the place your front office checks.
What you can do with Apaleo and AeroChat
- Take direct bookings on WhatsApp. The guest gives their dates and number of guests, AeroChat reads the rooms and rates Apaleo has free, and creates the booking once the guest confirms the room, the total and the cancellation terms.
- Change dates or room type in chat. AeroChat finds the reservation in Apaleo, reads the new price for the new stay and amends the reservation when the guest says yes.
- Cancel within the rate’s terms. AeroChat reads the cancellation fee Apaleo holds for the reservation, tells the guest what it means for them and cancels only after they confirm.
- Answer “what did I book?”. AeroChat finds the reservation by the guest’s name, email or booking number and replies with the dates, room type, rate and number of guests.
- Add extras to the stay. Breakfast, airport transfers or late check-out come from the extras you sell in Apaleo, with their prices, and AeroChat adds the one the guest picks to the reservation.
- Put guest requests on the reservation. A late arrival, a cot or a celebration note goes onto the reservation as a comment, so the front desk sees it at check-in.
- Take a deposit before the booking is final. AeroChat sends an Airwallex payment link in the same chat and confirms the stay once it is paid. See booking deposits on WhatsApp.
What it looks like on WhatsApp
Guest: Hi, do you have a room for 2 adults from 12 to 15 December? (example)
AeroChat: Yes. For those 3 nights we have a Deluxe Garden room at IDR 1,450,000 a night with free cancellation until 9 December, or a Pool Villa at IDR 2,900,000 a night, non-refundable. Which would you like?
Guest: Deluxe Garden please. Rina Wijaya, rina@example.com
AeroChat: To confirm: Deluxe Garden, 12 to 15 December, 2 adults, IDR 4,350,000 in total, free cancellation until 9 December. Shall I book it?
Guest: Yes.
AeroChat: Booked. Your booking number is KTRWQB-1. See you on the 12th.
In Apaleo: a new confirmed reservation for 12 to 15 December on the Deluxe Garden rate, under Rina Wijaya with her email.
Guest: Can I move booking KTRWQB-1 to 13 to 16 December? (example)
AeroChat: Yes, the Deluxe Garden room is free on those nights. The new total is IDR 4,500,000 and the terms stay the same. Shall I change it?
Guest: Yes please.
AeroChat: Done. You’re now staying 13 to 16 December in the Deluxe Garden room.
In Apaleo: the same reservation now runs 13 to 16 December with the new price. No second booking was made.
Guest: Can you add an airport pickup? We land at 3pm on the 13th. (example)
AeroChat: Airport pickup is IDR 350,000 per car. Shall I add it to your booking for the 13th?
Guest: Yes.
AeroChat: Added. Our driver will meet you at arrivals at 3pm on 13 December.
In Apaleo: the airport pickup is added to the reservation as an extra with its price, and the flight time is noted as a comment.
Works on every chat channel
Your guests message you wherever they already are. The same Apaleo connection and the same workflows run on every channel AeroChat supports, and Apaleo stays the record whichever one they use.
| Channel | What your guests can do |
|---|---|
| Message your WhatsApp Business number to check rates, book a room, change dates, cancel or add an extra. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through Apaleo’s public API, documented at apaleo.dev. Through it, AeroChat reads your properties, room types, rate plans and live offers for any dates, finds reservations, and creates, amends or cancels them.
- What AeroChat reads from Apaleo: properties, room types (Apaleo calls them unit groups), rate plans, live availability and prices for the guest’s dates, cancellation and no-show fees, extras and their prices, and existing bookings and reservations.
- What AeroChat writes to Apaleo: new bookings with the guest’s details, amended stays (dates, room type and number of guests), cancellations, extras added to a reservation, and comments on the reservation.
You set up the access in your own Apaleo account. An account admin opens Apps, then Connected apps, adds a custom app for AeroChat, picks the properties it may use and the permissions it needs, such as reading offers and creating and changing reservations, and copies the client ID and client secret.
You describe the workflow in your own words, for example “when a guest asks for a room, check Apaleo for the rooms free on their dates and book the one they choose”. AeroChat builds the workflow as a draft and asks for the Apaleo client ID and secret by name. You enter them in the AeroChat dashboard. They never pass through the conversation.
Workflows to copy
Five ready-made workflows for Apaleo. Copy one into AeroChat, connect your Apaleo app, and it runs on every channel.
1. Take a direct booking on WhatsApp
Copy this into AeroChat
When a guest asks about a room, find out their arrival and departure dates and how many adults and children are staying. Check Apaleo for the rooms and rates available on those dates and offer up to three, each with the price per night, the total and the cancellation terms. When they choose one, ask for their full name and email. Repeat the room, dates, number of guests, total and cancellation terms, and ask the guest to confirm. Only when they say yes, create the booking in Apaleo and send the booking number. Only quote rooms, rates and terms from Apaleo. If they ask anything you cannot answer, tell them a team member will reply and hand over.
2. Change dates or room type
Copy this into AeroChat
When a guest asks to change their dates, ask for their booking number, or the name and email the booking is under. Find the reservation in Apaleo. Check the price for the same room type on the new dates and tell the guest the new total and whether the cancellation terms change. When they confirm, amend the reservation in Apaleo and send the new dates. If the room type is not free on every new night, offer the nearest dates or another room type. Never waive a fee and never share another guest’s booking.
3. Cancel within the rate’s terms
Copy this into AeroChat
When a guest asks to cancel, ask for their booking number, or the name and email the booking is under, and find the reservation in Apaleo. Tell them the cancellation terms of their rate and any fee that applies before doing anything. Only when they confirm, cancel the reservation in Apaleo and send the confirmation. If they ask for a fee to be waived, do not agree. Hand over to the team.
4. Add extras to the stay
Copy this into AeroChat
When a guest asks for an extra such as breakfast, an airport transfer or late checkout, find their reservation in Apaleo. Tell them which extras are available for their stay and the price, for example breakfast at IDR 150,000 per person per day (example). When they confirm, add the extra to the reservation in Apaleo and confirm the new total.
5. Put guest requests on the reservation
Copy this into AeroChat
When a guest makes a request about their stay, such as an early arrival, a high floor, a baby cot or an anniversary, find their reservation in Apaleo and add the request as a comment on the reservation. Tell the guest it has been passed to the hotel team and that requests depend on availability. Never promise a specific room.
Who uses it
Independent hotels, serviced apartments and small hotel groups that run their properties on Apaleo. See the hotel recipes for room availability questions, booking changes and pre-arrival requests. On a different property system? See Cloudbeds, Mews and Oracle OPERA Cloud.
What stays in Apaleo
AeroChat handles the conversation. Apaleo stays the record: inventory, rates and restrictions, reservations, guest profiles, folios and payments, and your connections to booking channels. Every booking AeroChat makes appears in Apaleo like any other, so your front office works the same way. AeroChat does not change rates, restrictions or room assignments. Keep those in Apaleo, so a room offered in chat really is free at that price.
WhatsApp workflows that use Apaleo
These end-to-end WhatsApp workflows run with Apaleo behind them. See them all in the WhatsApp workflows library.
- WhatsApp Booking Deposits Paid Before the Slot Is Confirmed
- WhatsApp Reschedule and Cancel Appointments in Chat
Questions
Does AeroChat work with Apaleo?
Yes. It connects through Apaleo’s public API, using a custom app your admin creates in your Apaleo account. It is not an Apaleo product or listing.
Can guests book a room through WhatsApp?
Yes. Guests check rates, book, change dates and cancel on WhatsApp, Instagram or Messenger, and every booking lands in Apaleo. AeroChat asks the guest to confirm before it creates or changes anything.
Do I need a developer?
No. You describe the workflow, AeroChat builds it, and your Apaleo admin creates the custom app and enters the client ID and secret in the dashboard.
Which plan do I need?
Workflows via Skills are on every plan. Choose the plan by how many messages you get: Starter covers 500 AI responses a month, Growth 2,000 and Advanced 5,000. Payment links for deposits start on Growth.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
Connect Apaleo to your chat
Paste the booking recipe, add your Apaleo client ID and secret, and message your own number asking for a room next weekend.
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Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Apaleo for you, free. See plans.