💰Debtor Profile in Apaleo
Apaleo Property Management System
This article explains how the Debtor Profile works in Apaleo, how Bookboost retrieves debtor data, and how our system processes it. Understanding this process ensures accurate handling of reservation and billing details.
How Apaleo Handles Debtor Profiles
When a reservation is created in Apaleo, a debtor profile is always automatically generated. This is Apaleo’s default behavior, and Bookboost does not influence this logic.
Apaleo’s Profile Structure for Reservations
Each reservation in Apaleo consists of three profiles:
- 📖 Booker Profile – The person who made the reservation.
- 🛏️ Primary Guest Profile – The person staying at the property.
- 💰 Debtor Profile – Automatically created for the reservation’s folio.
By default, Apaleo copies the debtor’s details from the primary guest’s profile. This means:
- If no specific debtor is assigned at booking, Apaleo will automatically set the debtor’s information based on the primary guest.
- If a debtor profile needs to reflect the booker instead of the guest, this must be configured in Apaleo.
📌 Important Note: A debtor may not always have an email. If the primary guest does not have an email, the debtor profile (which is copied from the guest) will also not have an email.
How Bookboost Uses Debtor Data
Bookboost does not modify the debtor logic in any way. We retrieve the debtor email directly from the debtor profile associated with the reservation folio in Apaleo. Since Apaleo is the source of truth, Bookboost only stores and reflects the data as received.
How Bookboost Handles Profiles When Matching Data
Bookboost performs profile matching to ensure clean and unified customer data. Here’s how it works:
- If multiple profiles (booker, guest, and debtor) have the same name, but only one of them has a valid email, Bookboost merges them into a single profile.
Example:
Profile Type | Name | Email |
📖 Booker | John Doe | john@gmail.com |
🛏️ Guest | John Doe | (No Email) |
💰 Debtor | John Doe | (No Email) |
➡ Bookboost will merge all three into one profile: "John Doe – john@gmail.com" because there is only one valid email.
This ensures that even though Apaleo assigns the debtor as the guest (who may not have an email), Bookboost retains the correct email when merging profiles.
Summary ✅
- Apaleo always assigns a debtor to every reservation.
- By default, the debtor’s details are copied from the primary guest.
- Bookboost does not modify this logic—we only store and display what Apaleo provides.
- If a debtor has no email, Bookboost merges profiles to ensure the correct email is retained.
- If debtor assignment needs to change (e.g., booker instead of guest), it must be configured in Apaleo.