Integration with KWHotel

Last updated: May 7, 2026

Connect your ChatLab chatbot with your KWHotel property management system to provide real-time room availability, booking, and reservation lookup to your website visitors. The integration uses the GuestSage booking engine for room and availability data, and the KWHotel Integrations API for reservation lookup.

What the Integration Provides

With the KWHotel integration enabled, your chatbot can:

  • List room types with descriptions, capacity, area, and photos
  • Find available rooms for a given date range with pricing
  • Check availability for a specific room and date range
  • Create new reservations with guest details
  • Look up existing reservations

Prerequisites

Before setting up the integration, make sure you have:

  • A KWHotel account with the GuestSage booking engine enabled
  • Your Hotel ID (UUID) from the GuestSage booking engine
  • Your Integrations Hotel ID (numeric) and Integrations API Key issued by KWHotel
  • A ChatLab account on a Standard or Premium plan, or with the Travel Integrations add-on

Finding Your Hotel ID (UUID)

The Hotel ID is a UUID assigned to your property in the GuestSage booking engine.

  1. Log in to cloud.kwhotel.com
  2. Navigate to Modules > Booking Engine
  3. In the General tab, locate the Booking engine link field
  4. Copy the UUID from the URL

Finding Hotel ID in KWHotel

For example, in the link https://be.guestsage.com/en/82b0085d-da1b-4443-8fde-d5d569a859e6 the Hotel ID is 82b0085d-da1b-4443-8fde-d5d569a859e6.

Finding Your Integrations API Credentials

The KWHotel Integrations API uses a different identifier than the GuestSage UUID:

  • Integrations Hotel ID - a numeric ID (for example 292)
  • Integrations API Key - a secret key you generate in KWHotel

Numeric Hotel ID

You can find the numeric Hotel ID in the top right corner of the KWHotel admin panel.

Numeric Hotel ID in KWHotel admin panel

Generating the API Key

You generate the API key yourself inside KWHotel:

  1. Log in to KWHotel and open the Synchronization module
  2. Click the Reset API key button
  3. Copy the generated key and paste it into the ChatLab connection form

Generating the REST API key in KWHotel

Generated REST API key

Clicking Reset API key removes the previous key (if one was already generated) and creates a new one. Any other system using the previous key will stop working until you update it with the new value.

Setting Up the Integration in ChatLab

Step 1: Navigate to the Connect Tab

  1. Log in to your ChatLab admin panel
  2. Select the bot you want to configure
  3. Go to the Connect tab
  4. Find and click on KWHotel in the integrations list

Step 2: Enter Connection Details

Fill in the connection form:

  • Hotel ID (UUID) - your KWHotel hotel GUID from the GuestSage booking engine configuration
  • Default Currency - the currency used for pricing returned to chat users (defaults to PLN)
  • Default Language - the language used for room descriptions and offer text (defaults to Polish)
  • Integrations Hotel ID - the numeric hotel ID for the KWHotel Integrations API (different from the UUID above)
  • Integrations API Key - the secret API key issued by KWHotel
  • Discount bot channel - optional. When set, offers are fetched for this KWHotel discount channel and sorted by the AI. Leave empty to use the default channel.

Step 3: Connect

  1. Once the fields are filled in, the Connect button becomes active
  2. Click Connect to save the configuration. ChatLab tests the GuestSage connection and the Integrations API connection.
  3. On success you will see a confirmation toast.

After a successful connection, the Connect button changes to Update Chatbot, and a Disconnect button appears so you can disable the integration later.

If the Integrations API check fails on save, the Get reservation action is automatically disabled. Re-enter correct credentials and click Update Chatbot to enable it.

Configuring AI Actions

Once your KWHotel integration is connected, you can configure which AI actions your chatbot can perform.

Available AI Actions

  • KWHotel - get rooms - Lists room types with descriptions, bed configuration, area, capacity, and photos
  • KWHotel - find available rooms - Searches for available rooms for a given date range and returns offers with pricing
  • KWHotel - check room availability - Checks availability for a specific room type and date range
  • KWHotel - create reservation - Creates a new reservation with guest details and booking information
  • KWHotel - get reservation - Looks up existing reservations

Enabling and Customizing Actions

  1. After connecting, click Configure AI Actions in the success modal, or go to Bot Settings > Actions and find the KWHotel category
  2. Toggle the actions you want to enable
  3. Customize the action label (the text displayed to users while the action is running) and the prompt instructions as needed
  4. Click Save to apply changes

Best Practices

Optimizing Chatbot Responses

  • Train your bot with property information - Add descriptions of your rooms and hotel facilities to the knowledge base, including amenities, location, nearby attractions, and check-in/check-out policies
  • Set clear conversation flows - Configure welcome messages that guide guests to ask about availability, and use suggested questions like "Check room availability" or "View rooms"
  • Add room-specific pages - Create dedicated pages for each room type on your website and train the chatbot with their URLs for richer responses

Booking Engine Integration

  • The KWHotel integration works through the GuestSage booking engine for inventory and pricing
  • For direct reservation completion outside chat, embed the GuestSage booking widget on your website alongside the ChatLab chatbot - the chatbot can guide guests to the booking page when they are ready to reserve

Troubleshooting

  • Connection fails - Verify that your Hotel ID is the GuestSage UUID (not the numeric Integrations ID), and that your property is active in the GuestSage booking engine
  • Get reservation action stays off - If the Integrations API connection test fails on save, the action is auto-disabled. Re-enter the Integrations Hotel ID and Integrations API Key and click Update Chatbot.
  • No room data returned - Check that your room types are properly configured in KWHotel with descriptions and that availability is published in GuestSage
  • Incorrect pricing or no offers - Pricing comes from GuestSage. Update rates and offer settings in KWHotel to reflect current pricing. If you set a Discount bot channel, make sure it has active offers.
  • Integration not available in admin panel - The KWHotel integration requires a Standard or Premium ChatLab plan, or a Travel Integrations add-on