Guide

Connecting your Profitroom account

The first time you plug a Room Profit module into Profitroom Suite, you will spend most of your effort on scopes and the IP allowlist. This walkthrough is what our onboarding team dictates over the phone to hoteliers in Warsaw, Krakow and Gdansk. Ten minutes if nothing is unusual.

What you need before you start

Have four things open on your desk. A Profitroom Suite account with the "Admin" or "Property Owner" role — a "Front Desk" user cannot mint API keys. Your Room Profit workspace, signed in under the same email you used at checkout. The public IP address your PMS or back-office server calls out from. And a text file to paste the generated key into for two minutes — the Profitroom Suite UI shows the key exactly once.

Step 1 — Open the Profitroom Suite API section

In Profitroom Suite, use the profile menu in the top right, then Property Settings, then the tab labelled "Integrations". Down the left rail you will see "API Access". If that item is missing, your role is not Admin. Ask your general manager or your Profitroom account manager to promote you before you try again.

Step 2 — Create a new API application

Click "New application" and give it a name your team will recognise a year from now — we recommend "Room Profit — production" so it is obvious in the audit log later. Set the environment to Production. Leave "Sandbox" for testing new modules before you push them live.

Step 3 — Choose the scopes

Each Room Profit module has a minimum scope. AutoPricer needs Rates.Read and Rates.Write. The WhatsApp module needs Guests.Read and Communications.Send. The Direct Booking widget needs Inventory.Read and Reservations.Write. If you are unsure, tick only what the module page asks for — you can widen later. Do not tick "All scopes" out of laziness; a stolen key with full scope on a Polish hotel is a GDPR incident.

Step 4 — Add the IP allowlist

Paste the Room Profit outbound IPs from the dashboard. We publish two — one for the EU-Frankfurt cluster and one for the EU-Warsaw failover cluster. Both must be on the allowlist or you will see intermittent 403s during regional failover. Save.

Step 5 — Copy the generated key

Profitroom Suite shows the API key on a single confirmation screen. It is a 64-character alphanumeric string. Copy it now. If you navigate away, you cannot recover it — you will have to rotate and start over. Paste it into the text file you opened earlier.

Step 6 — Paste into the Room Profit dashboard

In your Room Profit workspace, open Settings, then Connections, then "Add Profitroom". Paste the key. Select the same environment (Production). Save. The dashboard will trigger the handshake immediately and show one of three results.

Step 7 — Reading the handshake result

Green tick: the key authenticated, all scopes match what you configured, and we polled your property once. You are done. Yellow warning: authentication passed but at least one scope is missing — the module page will tell you which one, and you can add it in Profitroom Suite without regenerating the key. Red cross: authentication failed. Move to the troubleshooting list below.

Common connection errors

  • Invalid scope — the module needs a scope you did not tick. Edit the application in Profitroom Suite, add the scope, save; the change propagates in about 30 seconds.
  • Expired token — you generated the key more than 90 days before first use. Profitroom Suite expires unused keys. Regenerate and paste the new one.
  • IP allowlist mismatch — you copied only one of the two Room Profit IPs. Add both. This is the single most common ticket we see.
  • Property not found — you generated the key on the wrong property inside a group account. Confirm the property code (Profitroom calls it the "Establishment ID") matches the workspace you paid for.
  • Role downgraded — your admin role was removed between step 5 and step 6. The key will authenticate but writes will 403. Ask an active admin to reinstate you.

Testing the connection

Once the handshake is green, run the built-in test in the Room Profit dashboard: it pulls three sample reservations and one sample rate plan without writing anything. If the sample loads inside 15 seconds you are ready to enable a module. If it hangs past 60 seconds, check the Profitroom Suite status page — we occasionally see slow reservation reads during their overnight maintenance window at 02:00 CET.

Rotating the key later

We recommend rotating production keys every 12 months, or immediately when a staff member with admin access leaves the property. The rotation flow is identical to the initial connect — new application, new key, paste, delete the old application. Room Profit modules keep polling with the old key until you replace it, so there is no downtime if you overlap by a few minutes.

Next steps

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