How to change OTA information when renewing or changing a business certificate

When running a hotel, it is rather rare that the information that was initially reported remains the same. Business names are rebranded, the number of rooms is increased by expanding, and operators are often changed. In this case, it's easy for bosses to think that they've finished their work after processing the change report with the competent authority. But the problem is next. If you've already registered your accommodation on multiple OTAs, Changes processed by competent authorities are not automatically reflected on each platform. Information must be updated separately for each platform, and if this process is missed, there will be a discrepancy between the information on the reservation page and the actual license information.

🔎 Renewal procedures and required documents are different for each OTA

Typical items to be notified to the OTA when the details of the business certificate change include the business name, representative (operator), number of rooms, and address details. The problem is that each platform has a different way of updating this information. Some places can be modified directly at the partner center, others require submission of change documents to the manager in charge for approval, and others require a procedure close to a review for changes of a certain size or larger (such as a change of representative or a significant increase in the number of rooms). The processing time and required document format also vary from platform to platform, so it's best not to say, “I've registered in one place, so other places will be similar.” There is also an OTA that automatically reflects sales report information in conjunction with the system, and even in this case, the scope of reflection (whether it is all items or some items) may vary depending on the platform policy, so confirmation is necessary in advance.

⚠️ Problems caused by delaying renewals

In particular, if the representative or operator information has changed and the update is postponed, there may be delays due to document discrepancies during the settlement phase even if the reservation is received normally. If changes are made, it is necessary to make a habit of collecting OTA updates as soon as possible and at the same time apart from processing by the competent authority that is in the process of reporting.

✅ Checklist to check when making changes

• Has the competent authority issued the latest copy of the revised business registration certificate (or registration certificate)

• Did you accurately sort out the actual changes in the company name, representative name, number of rooms, and address

• Have you listed a list of all registered OTAs and checked each platform's procedures for changing information (whether self-correction is possible, whether documents must be submitted)

• Did you inquire about the processing period for each platform in advance and adjust the reservation calendar operation so that there are no gaps in the operation of the reservation calendar

• Have you double-checked whether the property information (name, room type, photo description, etc.) displayed after the change is complete matches the actual one

🎯 Finishing

The point at which the license information changes may seem trivial, but if missed, it can lead to troublesome problems during the reservation and settlement process. Once you've reported the change, we recommend setting aside time to check all registered OTA partner centers one by one.