Agilysys Stay: How to Set Up Auto Import

Modified on Thu, 21 May at 2:31 PM

Overview

This guide walks you through configuring and scheduling the three required reports from Agilysys Stay PMS so that Inn-Flow can automatically import your daily hotel data. Whether you are onboarding with Inn-Flow for the first time or transitioning your property from a previous PMS to Agilysys Stay, the setup process is the same.

Note: This guide applies to all Marriott-branded properties who have transitioned to the Agilysys Stay PMS platform, including those migrating from Fosse, LightSpeed, Opera, or any other legacy PMS.

Before You Begin

Make sure you have the following before starting the report configuration:

Access to the Agilysys Stay PMS Reports module with permissions to run and schedule Dynamic Reports.

Your property’s Inn-Flow Daily Activity email address. This can be found inside the Inn-Flow application at:

Administration → Entities → Select Your Entity → Import Email Addresses Tab → Daily Activity email address

Required Reports

Inn-Flow requires the following three reports from the Dynamic Reports section in Agilysys Stay. Each must be scheduled to send daily as a CSV file at night audit completion.

Report Name	Configuration	Key Data Provided
Trial Balance	Default settings	Revenue, Non-Revenue & Ledger Balances
Detailed Flash	Default settings	Statistics
Revenue by Market Segment with Groups	Group By: Market Segment All checkboxes unchecked	Rooms Sold & Room Revenue per Market Segment

Step-by-Step Setup

1	Log In to Agilysys Stay PMS Log in to the Agilysys Stay PMS application using your property credentials.

2	Navigate to Dynamic Reports From the top navigation bar, click on Reports. Then select Dynamic Reports from the menu. All three required reports are located within this section.

3	Configure the Trial Balance Report Locate and open the Trial Balance report. This report uses default settings — no additional configuration changes are needed. Simply verify the report name shows “Trial Balance” and that your property is selected, then proceed to scheduling (Step 6).

Figure 1: Trial Balance report configuration (default settings)
Figure 1: Trial Balance report configuration (default settings)

Agilysys Knowledge Base: Trial Balance Report Documentation

4	Configure the Detailed Flash Report Locate and open the Detailed Flash report. Like the Trial Balance, this report uses default settings. Verify the report name shows “Detailed flash” and your property is selected, then proceed to scheduling (Step 6).

Figure 2: Detailed Flash report configuration (default settings)
Figure 2: Detailed Flash report configuration (default settings)

Agilysys Knowledge Base: Detailed Flash Report Documentation

5	Configure the Revenue by Market Segment with Groups Report This report requires specific configuration changes. Locate and open the Revenue by Market Segment with Groups report, then apply the following settings:

GROUP BY: Set to “Market Segment”

Checkboxes: Ensure all checkboxes are unchecked (Unpicked Group Blocks, Zero Balance Days, Room Type, Group By Date)

Segment Filter: Leave blank (no filter applied)

Important: Setting the Group By to “Market Segment” is critical. This ensures the report output contains one row per unique market segment, each with the associated rooms sold and room revenue that Inn-Flow needs for data import.

Figure 3: Revenue by Market Segment with Groups — correct configuration
Figure 3: Revenue by Market Segment with Groups — correct configuration

Agilysys Knowledge Base: Revenue by Market Segment Report Documentation

6	Schedule Each Report Repeat the following scheduling process for all three reports. From any report view, click the scheduling icon (clock icon) to open the Scheduler dialog, then configure as follows:

Setting	Value
Active	Toggled ON (blue)
Schedule Type	At night audit completion
Generate Report As	CSV
Email	Toggled ON (blue)
TO	Your property’s Inn-Flow Daily Activity email address
Subject	A descriptive name (e.g., “[Property] Trial Balance”)

Figure 4: Scheduler dialog with correct settings
Figure 4: Scheduler dialog with correct settings

Important: Make sure the Schedule Type is set to “At night audit completion” — not hourly or a specific time. This ensures the reports are generated with the finalized data for the business day after night audit has concluded.

Note: Remember to schedule all three reports. Each report needs its own schedule entry configured with the same settings above, all sending to the same Inn-Flow Daily Activity email address.

Verification

After scheduling all three reports, Inn-Flow recommends verifying the setup by confirming the following:

Each report’s schedule is set to Active (toggled ON).

The Schedule Type for all three reports is “At night audit completion.”

The format is set to CSV for all three reports.

The TO email address matches the Daily Activity email found in Inn-Flow under Administration → Entities → Import Email Addresses.

The Revenue by Market Segment with Groups report is grouped by Market Segment with all checkboxes unchecked.

Tip: After your first night audit following setup, confirm data was received and imported successfully.

Need Help?

If you run into issues configuring or scheduling these reports, here are your support options:

For Agilysys Stay PMS questions: Contact your Agilysys support representative or refer to the knowledge base links provided in each report section above.

For Inn-Flow integration questions: Contact your Inn-Flow account representative, or Support@Inn-Flow.com to confirm data is being received and imported correctly.