Guest allergies integration on Opera OHIP for Flexkeeping

1. What does the allergies feature support? 

The allergies feature helps your team to: 

• See each guest’s food allergies in Flexkeeping, in a structured way (not just free text). 
• Stay aligned with Opera OHIP: when profile allergies change in Opera, they are updated in Flexkeeping; when we export, Opera receives the same set of allergies as profile preferences. 
• One common allergy list available across the app, so everyone talks about the same allergy codes (e.g. “PEANUTS”, “GLUTEN”). 

This reduces the risk of missing or misreading important allergy information and keeps the PMS and Flexkeeping in sync. 

2. How does it work? (Conceptual) 

You don’t need to know database details, but it helps to understand the basics: 

There is a master list of allergies 

• Examples: “PEANUTS”, “GLUTEN”, “LACTOSE”. 
• This list can be: 
  • Global (same for all properties), or 
  • Per property (each hotel can have its own codes if needed). 

Each guest is linked to one or more items from that list

• When a guest has “PEANUTS” in Opera, the integration links that guest to the “PEANUTS” item in Flexkeeping (not just to the word “Peanuts”). 

For Opera OHIP integrations:

1. Opera sends allergy info in guest profile events (NEW PROFILE / UPDATE PROFILE).
2. The integration:
   1. Adds, changes, or removes the guest’s allergies in Flexkeeping to match Opera.
   2. Later, we export allergies back to Opera as profile preferences so Opera also sees the latest state, if such change was done for a guest on room order. 

3. Setting up allergies for Opera OHIP 

Because there is no self‑service mapping tool, some one‑time configuration must be done by the Mews/Flexkeeping team on your behalf. What you provide is crucial. 

3.1. Does the system automatically create a list of mapped items from the PMS? 

No. The system does not automatically read the full allergy dictionary from Opera and create items for you. 

Instead: 

• There is an internal master list of allergies (managed by our team). 
• Each item on that list must be manually connected to a specific allergy code from Opera. 
• Only mapped allergies: 
• Can be imported from Opera into Flexkeeping, and 
• Can be exported back to Opera. 

If Opera sends an allergy code that is not on the mapped list: 

• The guest will still be created/updated, but without that allergy. 
• The system logs a technical message for support (“allergy not in our DB yet or not mapped”). 

What you need to provide for OHIP mapping 

To get a correct setup, you should: 

Confirm which allergies you want supported 

1. Mews/Flexkeeping support can pull the list of allergy codes from Opera and create the internal master list for you. 
2. You then confirm whether that list is complete for your needs or if you want to limit it to a smaller subset for now (for example, only the most common food allergies). 

Provide details for each allergy: 

1. Clear name you want staff to see (e.g. “Gluten”, “Peanut allergy”). 
2. Whether the allergy should: 
   • Be used for all properties, or 
   • Be limited to specific properties (if you manage several hotels). 

Keep Mews/Flexkeeping informed when your Opera allergy list changes 

1. If you add, remove, or rename allergies in Opera, inform the Mews/Flexkeeping team.
2. Confirm whether these changes require updates to the internal allergy list or to the mappings so the integration continues to reflect the current Opera setup. 

Once you send this information, our team will configure the mappings so that: 

• When a guest has an allergy in Opera, you’ll see the same allergy in Flexkeeping. 
• When we export, Opera receives a matching update. 

3.2. Can users add allergies that are not mapped with the PMS? 

For OHIP‑connected properties, think carefully about unmapped allergies: 

• Inside Flexkeeping only 
  • You can track additional allergies as notes or internal entries, but if they are not mapped to an Opera code, they: 
    • Will not be automatically updated based on Opera. 
    • Will not be exported back to Opera.
• For Opera sync
  • To have a proper two‑way sync, every allergy you rely on operationally should be mapped to an Opera code.
  • If some codes cannot be mapped (for example, if Opera doesn’t support them in the same way), use an assignment message or comment instead, and keep in mind this information does not live on the guest profile and will not be visible in Opera. 

In practice, we recommend: 

• Make sure your standard menu of food allergies is fully mapped (nuts, gluten, shellfish, dairy, etc.). 

 

4. How to request changes and what to send us 

Because there is no user‑facing mapping tool, all changes to the allergy setup must go through Mews/Flexkeeping support or your account contact. 

When you want to set up or change the allergy integration send a ticket or message with: 

1. Property details 
   1. Property name(s). 
2. Allergy list (ideally in Excel or a table) For each allergy you want supported, include at least: 
   1. Opera code 
   2. Readable name (what your staff will see). 
   3. Whether it should be: 
      1. Available to all hotels, or 
      2. Only particular hotels (list them). 

Our team will then configure or update the internal mapping. 

You’ll be informed once the mapping is live, so you can test with real guest profiles.