Managing Rental Property Content and Software Sync

Rental records in Oliver can combine data from your property management software (PMS) with content managed directly in the CMS. Which fields you can edit depends on the sync options enabled for the software connection attached to the rental.

The key rule is simple: when a data point is synchronized, the PMS is the source of truth; when that data point is not synchronized, the CMS can manage it locally.

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Why some rental fields are read-only

Open Properties > Rentals and select a rental. If a field is disabled, displays a sync tooltip, or an expected tab is missing, that field is usually controlled by an enabled software sync data point.

Read-only fields are intentional. Allowing a CMS edit while the same value continues to sync from the PMS would create a temporary change that could be replaced during the next scheduled or on-demand sync.

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Where sync options are managed

Open Settings > Connections and select the software connection used by the rental. The Sync Options card lists the data points supported by that PMS connection.

Each switch applies to the software connection, not only to the rental you were viewing. Changing a sync option can therefore affect every rental connected to that software record. Sync options apply to both automatic scheduled syncs and manual or on-demand syncs.

How Oliver Syncs Data with Your PMS goes into more depth on synchronization categories, timing, and how updates move between systems.

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Common rental sync data points

The exact options depend on the PMS and its available API data, but common rental data points include:

• Titles: property names. When enabled, edit names in the PMS. Turn this off when website-facing rental names should be managed separately in Oliver.
• URL Titles: URL-friendly rental names. When enabled, the CMS URL Title is read-only and follows synchronized data.
• Basics: rental type, teaser, property and software codes, bedrooms, bathrooms, maximum guests, and address information. When enabled, these fields are read-only in the rental Details tab.
• Descriptions: the main rental description and related content. When enabled, the Content/HTML tab is hidden because the PMS owns that content.
• Features: amenities, attributes, and property features such as pet-friendly status, pools, or views.
• Photos and Videos: media files, captions, and sort order when supported by the connection.
• Status: whether a rental is active. When enabled, Oliver follows the PMS or distribution status and the local Active switch is hidden.
• Blocks: property availability and calendar blocks.
• Rates: static or seasonal rate data where the PMS supports it.
• Restrictions and Turn Days: minimum-stay rules, arrival/departure restrictions, and turn-day settings.
• Reviews: guest reviews and, when configured, rating thresholds for automatically displaying synchronized reviews.
• Reservations: reservations booked outside CMS-connected websites.

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What happens when a sync option is turned off?

Turning off a data point stops that category from updating during subsequent scheduled and on-demand syncs. Existing CMS data is not automatically erased, so it becomes the starting point for local management.

When a rental is downloaded into Oliver for the first time, disabled data points may still be imported to establish a base rental record. After that initial download, those disabled categories no longer receive routine PMS updates.

Before turning off synchronization, decide who will own that information going forward. Once Oliver owns the field, future PMS changes to that category will not appear automatically in the CMS.

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What happens when a sync option is turned back on?

Re-enabling a data point makes the PMS the source of truth again. A future sync can replace CMS-managed values with the values currently stored in the PMS.

Before re-enabling a category:

1. Review the corresponding PMS values.
2. Move any CMS-only changes that should be preserved into the PMS when possible.
3. Enable the sync option.
4. Run or wait for a sync.
5. Review several rentals to confirm the expected values and formatting.

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A safe workflow for editing rental content

1. Open the rental in Properties > Rentals.
2. Check which fields are editable and look for sync tooltips.
3. If a field is synchronized, make the change in the PMS.
4. If the website needs a different value from the PMS, review the connection-level Sync Option before disabling it.
5. After disabling the appropriate data point, return to the rental and refresh the page so the edit controls reflect the new ownership.
6. Make and save the CMS changes.
7. Review the rental on the website after saving.

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Editing CMS-managed descriptions

When Description sync is off, the rental includes a Content/HTML tab. Use it to manage the full website description while leaving a shorter teaser in the Details tab.

Use clear headings, short paragraphs, and useful lists for amenities or location highlights. Avoid copying formatting directly from word-processing software when it introduces unnecessary styles. For more detail on the shared content editor, media tools, and SEO fields, see Managing Website Pages and SEO Metadata.

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Editing photos and videos

The Media tab displays images and videos associated with the rental. Whether CMS changes remain in place depends on the Photo and Video sync settings for the software connection.

If media sync is enabled, add, remove, caption, and reorder media in the PMS whenever possible. CMS-only media changes may be replaced by a later sync. If media sync is disabled, Oliver can manage the website's media independently.

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Editing features and amenities

The Features tab contains amenities and structured property attributes. When Feature sync is enabled, the PMS or integration mapping controls those values. When it is disabled, features can be maintained in Oliver, but future PMS amenity changes will not be imported automatically.

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Active status versus Software Active

A connected rental may show both its Oliver status and a read-only Software Active value. Software Active reflects the rental's status in the connected PMS.

When Status sync is enabled, Oliver follows that software status and manages whether the rental is active in the CMS. When Status sync is disabled, the local Active switch is available and can differ from the PMS.

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Manual syncs and data-point triggers

The software settings page may provide a full manual sync and individual Trigger buttons for enabled data points. Triggering a data point requests an immediate sync for that category; it does not bypass the enabled/disabled ownership setting.

Use a targeted trigger after correcting PMS data when you want Oliver to retrieve that category without waiting for the next automatic cycle. Sync status cards and run history on the software page help confirm when processing completes.

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Changing property management software

Sync ownership deserves extra review during a PMS transition because identifiers, available data points, formatting, and media behavior may change. Switching Property Management Software explains the broader planning, mapping, testing, and migration process.

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Recommended ownership checklist

• Keep operational data such as availability, rates, restrictions, and reservations synchronized whenever the PMS provides reliable values.
• Choose one system to own each content category; avoid maintaining the same field independently in two places.
• Disable Titles, Descriptions, Features, or Media only when the website intentionally needs content different from the PMS.
• Document connection-level sync changes because they can affect every rental using that software record.
• Review representative rentals after changing a sync option or running a manual sync.