Learn how to map Checkfront item parameters to Viator age brands in Checkfront, how to send your integration activation request to Viator, and how to find instructions on connecting your products in Viator. Review our mapping limitations and considerations for further instructions.
This is the second article within the series that covers setting up your Viator integration in Checkfront. Read the previous article for information on accessing integration setup, signing up for a Viator account, and providing us with key information and configuration preferences.
New to Viator? Start with the first article in this series for an introduction to the Viator integration.
Which plans include this feature?
What industry does this feature apply to?
X Accommodations | ✓ Activities | ✓ Tours | X Rentals | ✓ Adventures | ✓ Escape Rooms | Learn More
Where can I find this feature using the top menu?
Manage > Integrations > Channels > Viator
What more do I need to use this feature?
- Admin permissions to manage integrations.
- A Viator account (or sign up during integration setup!)
Which Checkfront version supports this feature - classic, new or both?
- Your account must have access to items (Inventory > Items), a key feature of our classic version of Checkfront.
- This integration is not yet supported with products (Inventory > Products), a key feature of our newest version of Checkfront.
→ Express your interest in this feature with products | Learn more about products
|Please reach out to Checkfront Support if you need any help with mapping or would like us to double-check that your mapping is set up correctly.|
Mapping item parametersBack to top
The options you select with the Item Parameters section of the Add-on Setup modal (Integrations > Channels > Viator) define how your Checkfront item parameters map to your Viator age bands.
Checkfront allows you to create as many item parameters as you need. Conversely, Viator only offers a limited list of parameters for use with their system.
This can make it tricky when mapping your parameters between the two systems, depending on how complicated your Checkfront setup is.
The Viator parameters are Adult, Youth, Child, Infant, and Senior. You need to match these to your parameters in Checkfront.
Parameter mapping is achieved by clicking on the dropdown menu for each Checkfront parameter, as shown above.
The options in the dropdown menu represent the Viator parameters. Check off each one you need to map to the matching Checkfront parameter. Depending on your configuration, you may need to map multiple Viator parameters to each Checkfront parameter.
Here are some usage examples based on the simple Checkfront parameters Qty, Adult, and Child.
The Checkfront parameter Qty (quantity) is not age-based in this example. Therefore, we must map all Viator parameters to this parameter.
Viator also has an Adult parameter, so this is a simple map, like-for-like.
Looking at the Viator parameters, you see three that could be mapped as a child to Checkfront - Youth, Child & Infant.
So, in this case, we will select the three "child" parameters in Viator and map them to the Child parameter in Checkfront.
Sending an Activation Email to Viator
After you have finished mapping and saved your configuration settings, click the Send Activation Email button to send your activation to Viator for processing.
The integration activation with Viator can take up to 24 hours. Plan ahead to allow time to set up your integration without any time pressure!
Connecting your products in Viator
Once the integration is activated for your account, you need to map your Viator products to your Checkfront items within your Viator dashboard/product builder. You can find out how to do this using Viator's helpful guide.
Viator uses the terms API and external reservations system to refer to integrations such as Checkfront.
Mapping Limitations and Considerations
Configuring items for mapping
Items must meet these configuration requirements.
- Items parameters must be configured per person/guest. Viator mapping does not work with items configured per vehicle, room etc.
- Items must be visible to everyone. Hidden parameters don’t work. This includes staff only, package only, and child items.
- Items must be configured to control inventory.
- Items must have an inventory greater than zero.
- Items must have availability within the next 30 days.
Mapping Multiple Timeslots
Expert Tips from Checkfront Support: Mapping Multiple Timeslots
"You must create an individual Product Option in Viator to map to each timeslot in Checkfront.
Without multiple Product Options, you can only map to one Checkfront timeslot and all bookings are created for this timeslot regardless of the time the Guest selects in Viator."
For information on how to set up Product Options in Viator, you can check out these Viator articles:
Mapping multiple parameters
If a Viator parameter is mapped to multiple Checkfront parameters that are part of the same item, then all selected parameters are mapped automatically. In this case, you cannot map only to select Checkfront parameters.
Reporting on commissions or Guests
Checkfront cannot collect reports on commissions or Guests booked through the channel. You will need to rely on Viator for this information.
Mapping Guest fields
Checkfront cannot map custom Guest fields with the remarks from Viator. Due to how Viator sends booking details, we cannot sync these with individual booking form fields.
Providing Guest contact information
Viator provides you with the mobile phone number of the Guest but not an email address. Learn more about the Viator Customer Details setting here.
If you change a schedule or timeslot of an item, this then needs to be mapped manually within Viator. You must contact Viator directly and inform them of the change(s). As a result, changes in your schedule take time to reflect on Viator. In the meantime, you can "close" existing trips by blocking them or setting the capacity to 0.
Changing an item's "schedule" is fine (like opening/closing dates). It is only tricky if you change the item's timeslots or SKU, as they are used directly in the "option codes" on Viator.
Viator will need this mapped MANUALLY on their side.
Any changes made to items are only seen when you make your batch availability request (twice a day), so we cannot remap items immediately after changes are made.
Understanding overbooking rules
Viator is considered Staff in terms of Rule Sets in Checkfront. If you have a Rule allowing Staff to overbook associated with an item listed on Viator, Viator will look to this rule to determine availability. Viator could overbook an item. If you would prefer Viator be considered a Customer in terms of Rule Sets, then please reach out to Checkfront Support, who can enable this feature for you.
Frequently asked questions
If I cancel a booking, what happens to the booking?
If you cancel a booking in Checkfront, it is not automatically cancelled in Viator. You need to manually cancel the Viator booking.
If you cancel a booking in Viator, an email can be sent to the Operator, but the booking is not cancelled in Checkfront.
If I edit a booking, what happens to the booking?
When a booking is edited in Checkfront by an Admin or Staff member, Checkfront does not update Viator, you must manually edit the Viator booking.
When a booking is edited in Viator, an email can be sent to the Operator, but the booking edit is not automatically synced in Checkfront. You must manually update the booking in Checkfront.
Once a booking has been synced to Checkfront, it does not allow for any updates to sync further.
Below are listed some examples of modifications that need to be manually updated.
Changes of name/last name made in TripAdvisor / Viator/ Checkfront.
Changes in the number of Guests (and therefore a new payment added or deducted) made in TripAdvisor / Viator/ Checkfront.
Changes of the booking date made in TripAdvisor / Viator/ Checkfront.
Cancellations of the booking date made in TripAdvisor / Viator/ Checkfront.
How often is inventory in Checkfront checked?
If bookings are made in Checkfront, it takes time for Viator to refresh availability as Viator checks inventory at intervals.
- Availability checks are done twice a day (every 12 hours). This checks the availability for all products for the next 365 days.
- Inventory is rechecked before the booking is confirmed.
Does Viator send pricing to Checkfront?
Viator does not send pricing to Checkfront. Checkfront does send pricing to Viator. Viator then updates their pricing, adding commission and fees to the base pricing we send.
Why do imported bookings display as zero dollars?
Viator does not share cost details with Checkfront. Invoice and tax information can be found in Viator.
Do Checkfront Notifications work with Viator bookings?
No, Viator does not provide us with the Guest's email address, so we cannot send automatic email notifications.
- Do past bookings sync when the integration is activated?
No, Viator only syncs bookings made after the integration has been activated. You can manually import the bookings or adjust the inventor calendars accordingly.
- Which rules transfer to Viator?
- Cutoff (Inventory > Rules)
- Minimum/Maximum duration per item (Inventory > Rules)
- Min/Max per Booking (Inventory > Items > Attributes > Parameters)
How do I map Viator Questions and Answers to Checkfront Booking Form fields?
Viator has Guest booking form fields named Questions (label/name) and Answers (value entered by the Guest). You need to ensure the following is in place for the mapping to work.
- The Question name needs to exactly match the Checkfront booking form field Label.
- The Show on invoice option (Manage > Layout > Booking Form > Edit > Option) must be enabled to easily view the Answer from Viator.