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Portal-Cloudbeds

Portal guide to connect Cloudbeds and send doorcodes as Custom Fields and Door Lock Keys

Written by Sarah Mousavi

Overview

Cloudbeds can be connected to Portal using secure login (OAuth).
Once connected, reservations and rooms (spaces) sync automatically. Doorcodes are sent back to Cloudbeds as a Custom Field and as Door Lock Keys on the reservation.

This guide explains:

  • How to connect Cloudbeds

  • How reservations and rooms sync

  • How Doorcodes are sent and updated

  • How Door Lock Keys appear in Cloudbeds

  • 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

  1. Log in to Portal.

  2. Go to Apps.

  3. Select Cloudbeds.

Step 2: Connect

  1. Click Connect to Cloudbeds.

  2. You will be redirected to Cloudbeds.

  3. Enter your Cloudbeds login details.

  4. Click Allow / Authorise.

  5. Choose the correct property

Step 3: Confirm Connection

After authorising:

  • You are redirected back to Portal.

  • Status changes to Connected / Active.

No API token is required.

NOTE: Instead of disconnecting, you can use the Reconnect to Cloudbeds button if there are any connection issues.

Disconnect Cloudbeds

  1. Go to Apps → Cloudbeds.

  2. Click Disconnect.

  3. Confirm.

Portal will stop syncing immediately. Door Lock Keys already on reservations stay in Cloudbeds.

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:

  1. Go to Doors.

  2. Click Import from PMS.

  3. 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

NOTE: Set the variable as portal_doorcode if you are customizing by Whistle.

Guest Name Update Rule

If only the guest name changes:

  • The update is applied on the next Doorcode change.

4. Door Lock Keys in Cloudbeds

Cloudbeds added a Door Locks feature that gives each reservation a dedicated key section. Portal sends doorcodes to this section as Door Lock Keys, in addition to the Portal Doorcode Custom Field. Staff can see each guest's current code and its status on the reservation without leaving Cloudbeds.

Requirements

  • Cloudbeds is connected in Portal.

  • The Send doorcode back to PMS on allocation toggle is ON.

  • The reservation was imported from Cloudbeds.

  • Door Locks is enabled for Portal on your Cloudbeds account.

What the Key Shows

  • Type: Access Code

  • Code: the same code the guest sees in the Portal Keys app

  • Status: Completed

  • Guest name and room

  • Start and end: the guest's keychain validity in Portal, not the booking's check-in and check-out

When Keys Are Created and Updated

  • Code allocated: the key appears within a couple of minutes, once the property's allocation window opens. It does not appear at booking time.

  • Code changed: the existing key shows the new code, with no duplicate.

  • Dates changed: the old key is removed and replaced with one showing the new dates.

  • Guest moved to another room: the old room's key is removed and the new room's key appears.

  • Keychain revoked: the key is removed. This covers cancellation, no-show, guest removed, check-out, and manual revoke.

Multiple Guests, Rooms and Splits

  • There is one key per guest, per room, per split.

  • Guests sharing a room each get their own key and code.

What Is Not Sent

  • Only doorcodes are sent. Keycards and smart keys never appear in Cloudbeds.

  • Reservations not imported from Cloudbeds (manual, other PMS) never get keys.

  • With the toggle OFF, Portal does not send doorcodes to Cloudbeds: no Door Lock Keys and no Custom Field updates. Reservations and rooms still sync from Cloudbeds to Portal as normal.

Email Templates

Cloudbeds email templates do not yet support Door Lock Keys. Keep using the Custom Field (portal_doorcode) in your templates.

NOTE: Portal receives all reservation updates from Cloudbeds. The only thing Portal sends to Cloudbeds is doorcodes.

  • Changing the reservation status in Cloudbeds (cancelled, no-show, checked-out) revokes the keychain in Portal, and the key is removed from Cloudbeds.

  • Pressing Issue Keys in Cloudbeds does not create a key in Portal. Keys are created only from Portal.

5. 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

6. 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.

7. Troubleshooting

Reservations not appearing

  • Refresh Portal

  • Confirm correct Cloudbeds property was authorised

  • Confirm integration shows Connected/Active

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

Door Lock Key not visible in Cloudbeds

  • Confirm the Send doorcode back to PMS on allocation toggle is ON.

  • Confirm the reservation came from Cloudbeds and the credential is a doorcode.

  • Confirm the allocation window has opened.

  • If Cloudbeds was connected before door lock permissions existed, reconnect via Apps → Cloudbeds. Keys appear from the next keychain change.

  • If Door Locks was enabled on the Cloudbeds side without a reconnect, keys can take up to 30 minutes to start appearing.

  • If Cloudbeds rejects the key (for example, a room it does not recognise), no key appears and no error shows. The code keeps working.

Existing codes have no key

  • Codes issued before this feature, before a reconnect, or before the reservation reached Portal get a key on the next change to the keychain.

Cloudbeds temporarily unreachable

  • Portal keeps retrying, and the key appears once Cloudbeds responds. The guest's code works the whole time.

Integration shows Broken

  • Nothing is sent until you reconnect. Keys resume on the next keychain change, and nothing is sent for the gap.

Toggle switched OFF while keys exist

  • Existing keys stay in Cloudbeds, including for keychains revoked while the toggle is off.

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

Who can open the key section in Cloudbeds is set by Cloudbeds user roles, not Portal.

FAQs

Portal: Do I need an API token?
No. Portal uses secure Cloudbeds login (OAuth).

Portal: How fast do updates appear?
Near real-time. Refresh after a few seconds.

Portal: Can I disconnect completely?
Yes. Disconnect in Portal or revoke access in Cloudbeds.

Portal: 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.

Portal: Can I issue keys from Cloudbeds?
No. Keys are created only from Portal.

Portal: Is the Custom Field still needed?
Yes. It keeps being filled as before and is still used for Cloudbeds email templates.

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