Connect Cloudbeds to Portal (Staff Guide)
A concise, step‑by‑step guide for Staff to connect a property’s Cloudbeds account to Portal via secure login, and understand how rooms/spaces and reservations sync.
Overview
Connection type: OAuth (sign in to Cloudbeds and authorise Portal).
What syncs: Current & upcoming reservations (with status, dates, reference, and guest info), and spaces (rooms) from Cloudbeds to Portal.
Latency: Reservation changes typically appear quickly (near real‑time). Refresh the page if needed.
What you’ll need
A Portal account with access to the Apps tab.
A Cloudbeds user account with permission to authorise third‑party apps for your property.
No API token is required for the initial connection—just sign in and authorise Portal when prompted.
Quick Start
Open Portal → Apps
Sign in to Portal and navigate to the Apps tab.
Choose Cloudbeds
Select Cloudbeds from the list of available apps.
Connect
Click Connect to Cloudbeds. You’ll be redirected to the Cloudbeds login/authorisation page.
Sign in & Authorise
Enter your Cloudbeds username & password, then Allow/Authorise Portal to access your property data.
Return to Portal
You’ll be redirected back to Portal. The integration status will change to Connected/Active once authorisation succeeds.
Disconnect
Select Cloudbeds from the list of available apps. Click the Disconnect button in the Cloudbeds app.
After Connecting
Reservations
Portal shows current and upcoming reservations imported from Cloudbeds.
Each reservation includes a reference number, check‑in/check‑out dates, status, and guest information (name, contact, etc.).
Updates made in Cloudbeds (e.g., date changes, status changes such as Cancelled) typically appear in Portal shortly after you refresh.
Spaces (Rooms) import & mapping
If Spaces is empty, you’ll see Import from PMS. Click it to import all rooms from Cloudbeds into Portal.
Once imported, room‑to‑space mapping is visible in Spaces. The Import from PMS button is hidden after a successful import.
If you delete all spaces in Portal, the Import from PMS button will reappear so you can re‑import the structure from Cloudbeds.
Common Tasks
Change a reservation in Cloudbeds → Refresh Portal: the reservation’s dates/status should update.
Cancel a reservation in Cloudbeds → Refresh Portal: the reservation will show as Cancelled (or equivalent) in Portal.
Rebuild Spaces → Delete spaces in Portal and click Import from PMS to re‑import from Cloudbeds.
Edge Cases & Errors
Wrong Cloudbeds credentials
If you mistype your login, Cloudbeds will not authorise; Portal remains Disconnected. Try again with the correct credentials.
Authorisation Denied
If you click Deny on the Cloudbeds authorisation screen, Portal cannot connect. Click Connect again and choose Allow/Authorise.
Access later revoked in Cloudbeds
If you revoke Portal’s access from the Cloudbeds dashboard/Marketplace, Portal will eventually reflect a Broken/Disconnected status. This may take a short time to update.
Fix: Re‑connect from Portal → Apps → Cloudbeds → Connect and re‑authorise.
Troubleshooting
I connected CB to Portal, but I don’t see reservations.
Refresh Portal after a short wait.
Ensure you authorised the correct property in Cloudbeds.
Confirm your Cloudbeds user has permissions for the reservations you expect to see.
I changed a date/status in Cloudbeds and nothing happened in Portal.
Refresh the page; changes are near real‑time but not instantaneous.
Verify the integration still shows Connected/Active.
I deleted spaces and can’t find them.
Go to Spaces and use Import from PMS to pull rooms from Cloudbeds again.
FAQs
Q: Do I need an API token for Cloudbeds?
A: No—Portal uses Cloudbeds’ secure login & authorisation flow.
Q: Can I disconnect completely?
A: You can revoke access in Cloudbeds or disable the integration in Portal. If revoked in Cloudbeds, Portal will show Broken/Disconnected until you reconnect.
Q: How fast do updates appear?
A: Generally near real‑time. If you don’t see an update, refresh after a few seconds.