What the integration does
When a confirmed Apaleo reservation is assigned to a mapped unit, LivionKey creates secure, time-limited guest access and keeps it aligned with the stay.
Key or keyring: LivionKey creates a key-cabinet contract and pickup PIN for the property's existing mechanical or iLOQ key.
Keypad or keypad group: LivionKey creates a time-limited access grant and installs the stay PIN on the LivionKeypad controlling the electric lock.
Reservation and guest-detail changes update the existing access. Cancellations, no-shows, deleted reservations, and removed unit assignments remove it automatically. If guest notifications are enabled, LivionKey sends the PIN and arrival instructions by SMS and/or email.
Before you begin
Make sure you have:
Administrator access to the correct LivionKey organization.
Permission to authorize apps for the Apaleo account and properties you want to connect.
The required Livion keys, keyrings, keypads, or keypad groups already created and clearly named.
Important: Select the correct LivionKey organization before connecting. Reservations and mappings are created in that organization.
1. Connect your Apaleo account
Open LivionKey in the Apaleo Store and select Connect.
If prompted, sign in to LivionKey, then select the correct LivionKey organization.
Open Configuration → Connection and select Connect to Apaleo.
Sign in to Apaleo if prompted.
Review the permissions LivionKey requests and approve access.
After Apaleo returns you to LivionKey, confirm that the page shows Connected and the expected Apaleo account.
You do not need to copy API credentials. LivionKey refreshes the authorization automatically.
2. Select properties
On Configuration → Connection, find Properties.
Select every Apaleo property that should create guest access through this LivionKey organization.
Select Save properties.
3. Map units to Livion access
Open Configuration → Mappings.
Find an Apaleo unit by its name or ID. You can also filter by property.
Choose an access method:
Select Map to key for a cabinet key or keyring.
Select Map to keypad for a standalone LivionKeypad or keypad group.
Search for and select the corresponding Livion access option.
Select Save mapping.
Repeat for every unit that should support automated guest access.
A key or a single keypad can be mapped to only one Apaleo unit. A keypad group can be shared by multiple units, for example when several apartments use the same entrance.
If a confirmed reservation is assigned to an unmapped unit, LivionKey records a warning and does not create access. If a new Apaleo unit is missing, select Refresh units and search again.
4. Review access settings
Return to Configuration → Connection and review:
Early check-in: Choose how many minutes before arrival the PIN becomes valid. The allowed range is 0–60 minutes.
Guest notifications: Keep this enabled if LivionKey should send the PIN and arrival instructions by SMS and/or email. Turn it off if another guest-journey system handles messaging.
Automatic check-in: For cabinet-key mappings, LivionKey can check in the reservation in Apaleo when the guest picks up the key. This does not apply to keypad access.
Automatic check-out: For cabinet-key mappings, LivionKey can check the reservation out in Apaleo when the guest returns the key. This does not apply to keypad access.
Guest notification delivery requires a valid phone number and/or email address on the Apaleo reservation. Save each setting after changing it.
5. Activate the integration
Before activation, confirm that:
The expected Apaleo account shows as connected.
At least one property is selected and saved.
Every unit you plan to use is mapped.
The notification and access settings are correct.
Select Activate integration on Configuration → Connection. Confirm that the page shows Active. LivionKey now receives reservation changes for the selected properties.
6. Verify with a test reservation
Use a clearly identified test reservation and approved test contact details.
In Apaleo, create a confirmed reservation in a selected property.
Assign the reservation to a mapped unit.
In LivionKey, open Apaleo → Reservations and find the reservation.
Confirm that its status is Synced and that access was created for the correct unit and stay period.
Verify the result:
For a key or keyring, confirm that the key-cabinet contract and pickup PIN exist.
For a keypad or keypad group, confirm that the access grant and keypad PIN exist.
If guest notifications are enabled, confirm delivery to the approved test phone number or email address.
Change the stay dates in Apaleo and confirm that LivionKey updates the access period.
Cancel the test reservation and confirm that LivionKey removes or revokes access.
Remove test data that should not remain after verification.
What happens automatically
A confirmed reservation with a mapped unit creates guest access.
Key mappings create a cabinet contract; keypad mappings create an access grant.
Reservation and guest-detail changes update existing access.
If enabled, LivionKey sends the PIN and arrival instructions by SMS and/or email.
Cancellations, no-shows, deleted reservations, and removed unit assignments remove access.
Permissions and shared data
LivionKey requests only the Apaleo access required to run the integration.
Account and selected property details connect the correct hotel organization and limit synchronization to selected properties.
Units and unit groups let an administrator map each bookable unit to the correct Livion access option.
Reservation ID, status, property, assigned unit, arrival, and departure create, update, or remove access for the correct unit and stay period.
Primary guest name, preferred language, phone number, and email address identify the access record and, when notifications are enabled, let LivionKey send the PIN and arrival instructions.
Use reservation management for optional automatic check-in and check-out when a guest picks up and returns a cabinet key.
Reservation changes arrive through Apaleo webhooks. LivionKey does not write PINs or door codes back to Apaleo.
Read the Livion privacy policy.
Monitor daily operation
Open Activity to review synchronization events, configuration and mapping changes, warnings, and errors.
Open Reservations to see each booking and its current Livion access status.
Review missing-mapping warnings whenever units are added or renamed in Apaleo.
Troubleshooting
A reservation did not create access
Confirm that:
The integration is connected and active.
The reservation belongs to a selected property.
The reservation is confirmed and has an assigned unit.
The assigned unit has the correct active mapping.
The mapped Livion key or keypad is available and correctly configured.
Open Activity to see the exact warning or error.
A new Apaleo unit is missing
Open Configuration → Mappings, select Refresh units, and search again. Also check that the unit belongs to a selected property.
The guest did not receive a PIN
Confirm that guest notifications are enabled and that the reservation has a valid phone number or email address. Check Reservations to confirm that access was created, then review Activity for delivery-related errors.
Automatic check-in or check-out is not working
Confirm that automatic check-in or check-out is enabled and that the unit uses a cabinet-key mapping. If LivionKey asks for additional permission, reconnect the Apaleo account and approve access again. Automatic check-in and check-out do not apply to keypad mappings. Both automations require the locker to be opened using a pincode. When using the remote opening feature, the manager must associate the correct contract/reservation ID with the remote open operation.
LivionKey asks you to reconnect
Open Configuration → Connection, select Reconnect to Apaleo, sign in, and approve access again. Your saved mappings and settings remain available.
Disconnect LivionKey from Apaleo
Open Configuration → Connection.
Select Disconnect and confirm.
Disconnecting removes the Apaleo webhook subscription and saved connection, then stops reservation synchronization. LivionKey also removes synchronized unit and reservation data. Mappings and settings are retained for a future reconnection, and the activity log remains as an audit trail.
You can also suspend or remove the app from Apaleo. LivionKey will ask you to reconnect after the existing authorization expires.
Get help
If you get stuck or have questions, visit Livion Support or email [email protected].
Learn more about LivionKey automated guest check-in.