Overview
Cloudbeds can be connected to Portal using secure login (OAuth).
Once connected, reservations and rooms (spaces) sync automatically, and Doorcodes can be sent back to Cloudbeds as Custom Fields.
This guide explains:
How to connect Cloudbeds
How reservations and rooms sync
How Doorcodes are sent and updated
Troubleshooting common issues
Before You Start
Make sure:
You have access to Portal → Apps
You have a Cloudbeds account with permission to authorise third-party apps
Doors are created and mapped correctly (for Doorcode sync)
1. Connect Cloudbeds to Portal
Step 1: Open the Apps Page
Log in to Portal.
Go to Apps.
Select Cloudbeds.
Step 2: Connect
Click Connect to Cloudbeds.
You will be redirected to Cloudbeds.
Enter your Cloudbeds login details.
Click Allow / Authorise.
Step 3: Confirm Connection
After authorising:
You are redirected back to Portal.
Status changes to Connected / Active.
No API token is required.
Disconnect Cloudbeds
Go to Apps → Cloudbeds.
Click Disconnect.
Confirm.
Portal will stop syncing immediately.
2. What Syncs from Cloudbeds to Portal
Reservations (Keys)
Portal automatically imports:
Current reservations
Upcoming reservations
Status (Confirmed, Checked-in, Checked-out, Cancelled)
Check-in/check-out dates
Reference number
Guest information
Changes in Cloudbeds (room/date/status) appear in Portal after refresh.
Spaces (Rooms)
Import Rooms
If Doors are empty:
Go to Doors.
Click Import from PMS.
Rooms are imported and mapped from Cloudbeds.
After successful import:
The Import button is hidden.
Mapping becomes visible in the Door’s Mapping tab.
If all doors are deleted:
The Import from PMS button appears again.
3. Sending Doorcodes to Cloudbeds (Custom Fields)
Portal automatically sends Doorcodes to Cloudbeds as a Custom Field.
Before that, you should make sure that sending Doorcode to PMS toggle is on via Portal Customization.
When Doorcodes Are Sent
Doorcodes sync when:
A Key is created
The Doorcode changes
The room assignment changes
A guest is added or removed
Doorcode Format in Cloudbeds
The Custom Field follows this exact format:
Guest Name - Room Name - Doorcode: XXXX
For multi-room reservations:
Example
John Smith - Room 101 - Doorcode: 1234|John Smith - Room 102 - Doorcode: 5678
Guest Name Update Rule
If only the guest name changes:
The update is applied on the next Doorcode change.
4. Common Tasks
Change a Reservation in Cloudbeds
→ Refresh Portal
→ Updates appear automatically
Cancel a Reservation
→ Reservation shows as Cancelled in Portal
Rebuild Doors
→ Delete Doors
→ Click Import from PMS
5. Edge Cases & Errors
Wrong Cloudbeds Credentials
Portal remains Disconnected.
Reconnect using correct login details.
Authorisation Denied
If you click Deny in Cloudbeds:
Portal cannot connect.
Click Connect again and Authorise.
Access Revoked Later
If you revoke Portal access in Cloudbeds:
Portal eventually shows Broken / Disconnected.
Fix:
Apps → Cloudbeds → Connect → Re-authorise.
6. Troubleshooting
Reservations not appearing
Refresh Portal
Confirm correct Cloudbeds property was authorised
Confirm integration shows Connected
Reservation updated but not reflected
Refresh the page
Confirm integration status is Active
Doorcodes not visible in Cloudbeds
Confirm Doorcode was generated
Confirm room mapping is correct
Confirm Cloudbeds Custom Field is configured properly
Permissions & Access
Role | Can Connect | Can Send Doorcodes |
Owner | Yes | Yes |
General Manager | Yes | Yes |
Team | No | Yes (via Key creation) |
Installer | No | No |
Housekeeping | No | No |
FAQs
Do I need an API token?
No. Portal uses secure Cloudbeds login (OAuth).
How fast do updates appear?
Near real-time. Refresh after a few seconds.
Can I disconnect completely?
Yes. Disconnect in Portal or revoke access in Cloudbeds.
If I delete a reservation in Cloudbeds, does it delete in Portal?
No, deleting a reservation in Cloudbeds does not reflect in Portal; instead, the keys get revoked.