KBS Bridge

PMS vendors selling in Turkey

KBS reporting is something every PMS used in Turkey has to do, and it is hard to keep working. The Police systems in particular change from time to time; in July 2026 the General Directorate of Security (EGM) replaced the whole guest registration system. Every change means updating the PMS, rolling it out to all customers and, meanwhile, answering the hotels whose reporting has stopped.

KBS Bridge takes this job out of the PMS. The PMS only writes the guest file (kbs_bekleyen.txt) and reads the result file (kbs_sonuc.txt). We follow the changes on the KBS website side and we update KBS Bridge. The PMS code stays as it is.

• The PMS writes the file. Whenever a guest is saved, checks out or has their details changed, the PMS generates kbs_bekleyen.txt from its database from scratch.
• KBS Bridge reports. It reads the file every few minutes. It reports the check-in of a new guest and the check-out of a departing one. It notices a room change by itself and updates it on the KBS website.
• The result comes back. KBS Bridge writes the result of every record to kbs_sonuc.txt. The PMS reads this file, updates its own reporting flag and, if there is an error, can show the reason to the user.
• The reception keeps an eye on it. KBS Bridge's window shows the day's reports and, if there is a problem, its cause.

This section is a short summary to show how much work the integration is. All columns, examples and the full rules are in the integration guide.

Files

The PMS and KBS Bridge use the same folder. If the folder is on another computer it can be shared on the network.

Guest file

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;;;
12348;1;icerde;108;Elif;Demir;23456789012;TC;K;05.09.1992;Bursa;22.10.2026 18:20;;;;
#SON

• UTF-8, semicolon separator. First line is the header, last line #SON. Without #SON KBS Bridge treats the file as incomplete and does not read it.
• The file is generated from the database from scratch every time, written under a temporary name first and then moved into place. Nothing is appended to it.
• For Turkish guests the Turkish ID number and the room are enough; first and last name may be left empty. For foreign guests the document number, first name, last name, date of birth, gender and nationality are required; the Police also require the place of birth.

Reporting flag

The PMS keeps a reporting flag for every record in its own database. KBS Bridge knows what to do from this flag and the guest's status.

Result file

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: doğum yeri;23.10.2026 14:07;;;
12351;giris;1;tamam;KBS sitesine giriş bildirildi.;23.10.2026 14:09;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
#SON

Lines are processed in order. If the flag in the database is 3, only duzeltme lines are applied. Otherwise, for a record that comes back tamam the PMS sets the flag to the value in the line, but only if that value is higher than the one in the database. The flag of a record that comes back hata is left alone and the message is shown to the user. If the uyari column says adfarkli, the user is shown a warning to check the ID number.

For Turkish guests first and last name may be left empty in the file; the KBS website finds the person by the ID number. In that case KBS Bridge writes the masked name shown by the KBS website (for example ME*****) to the ad and soyad columns. From the initials the PMS can see that the right person was reported.

What KBS Bridge handles by itself

• Room change: the PMS writes only the new room number. KBS Bridge sees the difference and updates it on the KBS website.
• Synchronising after an outage: compares the records on the KBS website with those in the PMS, reports what is missing and does not repeat what was done by hand. Details in the integration guide.
• Deleted record: if a guest whose check-in was reported is deleted in the PMS, and the PMS keeps writing the record with status iptal, KBS Bridge removes the guest from the KBS website.
• Identity correction: removes the wrong record of a guest whose identity details were corrected in the PMS after the check-in was reported, and registers the guest again with the correct details.
• Temporary errors: if the KBS website cannot be reached or returns a temporary error, it tries again in the next round. Waiting guests are not lost.
• Missing details: does not send a record the KBS website would reject, and writes the reason clearly to kbs_sonuc.txt.

Police and Gendarmerie

For the PMS there is no difference between the two; the same file is written. The authority is selected in KBS Bridge's settings. With the Police, KBS Bridge logs in to the EGM system with the hotel's KBS user name and password; the hotel's authorised person reads the EGM SEC code from their phone and types it into KBS Bridge's window. With the Gendarmerie, KBS Bridge uses the web service the Gendarmerie provides to accommodation facilities, with the hotel's facility code and web service password.

📄 Full integration guide

KBS reporting is the hotel's legal obligation. A lapse in reporting should not come to light only when a fine arrives. KBS Bridge usually runs as an icon next to the clock, so when something goes wrong it warns the reception itself:

• Ongoing problem: the PMS's file cannot be read, the KBS website cannot be reached or there is a licence block, and this lasts 10 minutes.
• Backlog: guests waiting to be sent could not be sent for 30 minutes.
• Rejected guest: the KBS website rejects a guest — immediately.

The warning opens in a small window at the bottom right of the screen, together with a notification next to the clock, and stays open until "Tamam" (OK) is clicked. The window does not take the focus, so the receptionist does not have to stop what they are typing. If the same problem continues, the warning is repeated at most once an hour. In addition, if no report has been made for 3 hours — for example because the PMS was left closed — a reminder is shown for information.

The KBS website is sometimes unavailable: the Police change the system, the hotel's internet goes down or the computer running KBS Bridge breaks. Meanwhile the reception registers and checks out guests on the KBS website by hand. When the outage is over, some of the guests shown as "not reported" in the PMS are in fact registered on the KBS website, and some have been checked out by hand. Finding and fixing these one by one is a heavy load on the staff, and reporting a guest twice or not at all is easy.

When KBS Bridge runs again it compares the records on the KBS website with those in the PMS and brings the two in line. It does not send a guest who was registered or checked out by hand again, and it makes the PMS mark that guest as "reported" too. It reports the check-ins and check-outs that are missing. Since only the reception can know that a guest was registered and checked out by hand on the KBS website, it asks instead of guessing. In this way identity reporting is done in line with the regulations and by the most accurate method possible.

• Guest data does not leave the hotel: guest details travel only between the computer where KBS Bridge is installed and the KBS website. They are not sent to AKÇAM Software or to any third-party server.
• No ID numbers in the logs: ID numbers are not written to KBS Bridge's activity logs. Logs are kept for 30 days.
• Password stored encrypted: the KBS password is stored only on the computer where KBS Bridge is installed, encrypted with Windows' user-bound encryption.
• Licence check: when checking its licence, KBS Bridge sends only the hotel's KBS user name to akcam.com.tr. The licence response is signed.

KVKK is Turkey's personal data protection law.

• Windows 10 and Windows 11, 32 or 64 bit.
• Single file: no installer; no .NET or other component to install.
• A computer at the hotel that stays on: the KBS website accepts reports only from the hotel's own internet connection. A laptop taken out of the hotel is not suitable.
• Shared folder: if the PMS runs on another computer, the folder is shared on the network and both computers must be able to write to it.
• First start: the licence agreement is accepted, then the folder, the authority and the KBS details are entered. "Bağlantıyı dene" (Test connection) shows at once that the file is read and, with the Gendarmerie, that the connection is established.

The licence is tied to the hotel's KBS user name and is issued per property. The licence expiry date is always visible in KBS Bridge's window; as it approaches, KBS Bridge warns the reception in advance.

PMS vendors: if you sell your PMS in Turkey, we offer reseller terms so that you can supply KBS Bridge to your hotels together with your own product. Contact us for details.

Once the PMS has been adapted, trial use is provided. Contact us for information and purchase.

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