File format for hotel software

1How it works

The PMS writes the guests to be reported to kbs_bekleyen.txt. KBS Bridge reads this file every few minutes, reports the check-ins and check-outs to the KBS website and writes the result to kbs_sonuc.txt. The PMS reads the result and updates the reporting flag in its own database.

Files

The PMS and KBS Bridge use the same folder, for example C:\KBS\. If the folder is on another computer, it is shared on the network and both computers can write to it.

The PMS touches only the file it writes; the others it only reads or ignores.

2What the PMS does

The PMS first writes the guests to kbs_bekleyen.txt, then reads the result from kbs_sonuc.txt.

The number in the middle of the result line is the record's new flag; the PMS writes that flag to the database.

Step by step

1. The PMS writes kbs_bekleyen.txt. The file is not a list of new records to report; it is the hotel's current state. Whenever a guest is saved, edited, checked out, deleted or has their flag changed, the PMS rewrites the file from scratch: all records in the database whose flag is 0, 1 or 3 (including those whose status has not changed).
   Records with flag 2 and guests who have not checked in (still in reservation) are not written. The file is written even when there is no guest to send; it then has only the header line and #SON.
2. KBS Bridge processes the file. It reads the file every few minutes, reports check-ins, check-outs and room changes to the KBS website, and writes the result of each record to kbs_sonuc.txt.
3. The PMS reads kbs_sonuc.txt. It reads the file every few minutes, processes the lines in order and writes nothing to the file. Example
   kbs_sonuc.txt

   kayitno;islem;bayrak;sonuc;mesaj;zaman;ad;soyad;uyari
   12345;giris;1;tamam;KBS sitesine giriş bildirildi.;23.10.2026 14:07;;;
   12346;cikis;2;tamam;KBS sitesine çıkış bildirildi.;23.10.2026 14:07;;;
   12349;giris;0;hata;eksik bilgi: cinsiyet;23.10.2026 14:07;;;
   12350;duzeltme;3;tamam;Eski kayıt KBS sitesinden çıkarıldı. Doğru bilgilerle giriş yapılacak.;23.10.2026 14:07;;;
   12352;giris;1;tamam;KBS sitesine giriş bildirildi. Yazılan ad ile KBS sitesindeki ad farklı görünüyor (KBS sitesinde: HA***** YI*****). Kimlik numarasının kontrol edilmesi gerekebilir.;23.10.2026 14:12;;;adfarkli
   #SON

   • 12345 → Flag in the database is 0; 1 in the line is higher, the flag in the database is set to 1.
   • 12346 → Flag in the database is 1; 2 in the line is higher, the flag in the database is set to 2.
   • 12349 → hata; the flag in the database does not change, mesaj is shown to the user.
   • 12350 → First step of a correction; the flag in the database stays 3. When the correction is finished this line is replaced by 12350;duzeltme;1;tamam;Kimlik bilgisi KBS sitesinde düzeltildi., and then the flag is set to 1.
   • 12352 → The flag in the database is set to 1; in addition, because the uyari column says adfarkli, the user is told to check the ID number (section 5).
   After changing the flags, the PMS rewrites kbs_bekleyen.txt (step 1). Records with flag 2 thus drop out of the file.

3kbs_bekleyen.txt

The guest file written by the PMS.

kayitno;bayrak;durum;oda;ad;soyad;kimlikno;uyruk;cinsiyet;dogumtarihi;dogumyeri;giris;cikis;plaka;telefon;eskikimlikno
12345;0;icerde;105;Ayşe;Yılmaz;12345678901;TC;K;14.03.1985;İzmir;23.10.2026 14:05;;35ABC123;05321234567;
12346;1;cikti;107;John;Smith;C01X00T47;GBR;E;02.07.1979;London;21.10.2026 16:30;23.10.2026 11:10;;;
12347;1;iptal;110;Mehmet;Kaya;98765432109;TC;E;01.01.1990;Aydın;23.10.2026 09:00;;;;
12348;1;icerde;108;Elif;Demir;23456789012;TC;K;05.09.1992;Bursa;22.10.2026 18:20;;;;
12349;0;icerde;112;Anna;Müller;C7F2K91LX;DEU;;11.05.1988;Berlin;23.10.2026 13:40;;;;
12350;3;icerde;114;Mehmet;Öztürk;34567890123;TC;E;20.06.1979;Denizli;22.10.2026 20:15;;;;34567890132
12351;0;icerde;116;;;45678901234;TC;;;;23.10.2026 14:02;;;;
12352;0;icerde;118;Ali;Koç;56789012345;TC;E;03.04.1980;Ankara;23.10.2026 14:10;;;;
12354;0;cikti;122;Can;Şahin;78901234567;TC;E;07.07.1987;İstanbul;22.10.2026 21:30;23.10.2026 10:30;;;
#SON

Hover over a line (tap on a phone) to see what the case is.

Columns

Which details are mandatory

Without the details below the KBS website does not accept the guest; KBS Bridge does not send and writes the reason to kbs_sonuc.txt.

Rules

• UTF-8 (with or without BOM), semicolon separator, line endings CRLF or LF. The first line is exactly:
  kayitno;bayrak;durum;oda;ad;soyad;kimlikno;uyruk;cinsiyet;dogumtarihi;dogumyeri;giris;cikis;plaka;telefon;eskikimlikno
  The last line is #SON.
• Values must not contain a semicolon or a line break (example: Ay;han).
• The file is first written in the same folder under a temporary name specific to the computer (for example kbs_bekleyen_RESEPSIYON1.tmp), then moved over kbs_bekleyen.txt.
• Column names, values (icerde, tamam, #SON …) and the messages in kbs_sonuc.txt are in Turkish and stay as they are. The PMS shows the messages to the user as they are; the reception staff reading them is Turkish.

4kbs_sonuc.txt

The result file written by KBS Bridge. The PMS only reads it.

kayitno;islem;bayrak;sonuc;mesaj;zaman;ad;soyad;uyari
12345;giris;1;tamam;KBS sitesine giriş bildirildi.;23.10.2026 14:07;;;
12346;cikis;2;tamam;KBS sitesine çıkış bildirildi.;23.10.2026 14:07;;;
12347;cikis;2;tamam;KBS sitesine çıkış bildirildi.;23.10.2026 14:07;;;
12348;oda;1;tamam;KBS sitesinde oda 104 → 108;23.10.2026 14:07;;;
12349;giris;0;hata;eksik bilgi: cinsiyet;23.10.2026 14:07;;;
12350;duzeltme;3;tamam;Eski kayıt KBS sitesinden çıkarıldı. Doğru bilgilerle giriş yapılacak.;23.10.2026 14:07;;;
12351;giris;1;tamam;KBS sitesine giriş bildirildi.;23.10.2026 14:07;ME*****;KA*****;
12352;giris;1;tamam;KBS sitesine giriş bildirildi. Yazılan ad ile KBS sitesindeki ad farklı görünüyor (KBS sitesinde: HA***** YI*****). Kimlik numarasının kontrol edilmesi gerekebilir.;23.10.2026 14:12;;;adfarkli
12354;giris;1;tamam;KBS sitesine giriş bildirildi.;23.10.2026 14:07;;;
12354;cikis;2;tamam;KBS sitesine çıkış bildirildi.;23.10.2026 14:07;;;
#SON

Hover over a line (tap on a phone) to see what the PMS does.

The example lines above are the result of the kbs_bekleyen.txt example in section 3 at a hotel under the Police. At a hotel under the Gendarmerie the columns and values are the same; only the mesaj texts differ (for example "Jandarma'ya giriş bildirildi.").

Rules

• UTF-8, semicolon separator. The first line is the header line above, the last line is #SON. A file whose last line is not #SON is not processed that time; it is tried again on the next read.
• The PMS opens the file for reading only, reads it and closes it at once. It does not delete, change or clean up lines.
• Lines are deleted by KBS Bridge: tamam lines once the PMS has updated the flag and written kbs_bekleyen.txt with the new flag; a hata line when the record is fixed or drops out of the file; an oda line after 24 hours.

5Outages and special cases

This section describes what KBS Bridge does; nothing extra is required from the PMS. Results still arrive in kbs_sonuc.txt and are handled according to the table in section 2.

Synchronising with the KBS website

When the KBS website is down or the computer running KBS Bridge stays off, the reception can register and check out guests on the KBS website by hand. For this reason KBS Bridge compares every record with the record on the KBS website before sending it. It does not repeat what was done by hand and reports what is missing. In this way identity reporting is done in line with the regulations and by the most accurate method possible. This comparison relies on kbs_bekleyen.txt containing, every time, all records whose flag is 0, 1 or 3; a record that is not in the file cannot be compared. ↩ Back

Correct date

Police: the check-in day is today. Gendarmerie: the check-in time is not older than 72 hours.

Cases left to the user

6Status and Send now

These two files are optional. If it wishes, the PMS can show the status of KBS Bridge on its own screen and offer the user a "Send now" button.

kbs_durum.txt — whether KBS Bridge is running

KBS Bridge writes this file once a minute. The PMS can look at it and show the reception "KBS Bridge is running" or "not running"; for example, if the computer running KBS Bridge has been switched off, the reception sees it in the PMS.

zaman;surum;oturum;bekleyengiris;bekleyencikis;sontur;hata
24.10.2026 14:08:00;2026.10.24.1;acik;0;1;24.10.2026 14:07:12;
#SON

kbs_simdi.txt — Send now

KBS Bridge sends every few minutes. For a user who wants to send without waiting, the PMS can add a "Send now" button. The button leaves an empty file named kbs_simdi.txt in the folder; KBS Bridge sees the file within a minute, deletes it and starts sending.

7Testing (Test Environment)

Whether the changes made in the PMS for KBS Bridge work correctly can be tested with the KBS Bridge "Test Environment". The Test Environment takes the place of the KBS website; it answers as if the guest's check-in, check-out and room change were being sent to the KBS website, but nothing goes to the KBS website. KBS Bridge is downloaded from the link at the end of this section; no KBS user name or password is needed.

How to test

1. Download KBS Bridge, unzip and run it.
2. In the Ayarlar (Settings) window, select the folder where the PMS writes kbs_bekleyen.txt. Klasörü dene (Test folder) shows that the file is read.
3. In KBS Bridge, open the Test Ortamı › Rehber ve rapor (Test Environment › Guide and report) tab. The 11 steps there are performed in the PMS. KBS Bridge sees from the files that each step was done correctly and puts a ✓ next to it.
4. When the steps are finished, save the report with Raporu kaydet (Save report) and e-mail it to AKÇAM.

Rules

• Testing is done with the PMS's test database.
• The files and rules are exactly those in this document. Nothing separate is written into the PMS for testing.
• Every mesaj in kbs_sonuc.txt starts with TEST — . The PMS shows the message as it is.
• The report file is sent as it is; it is not opened and re-saved in another program.

Test IDs

The Test Environment accepts any ID number; the number does not have to belong to a real person. Error and warning cases are tested with these numbers:

Timing

So that the test does not take long, the times in the Test Environment are short. KBS Bridge looks at kbs_bekleyen.txt every 15 seconds.

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