Set Up Cloudbeds PMS Integration

Quick Setup

Connecting Cloudbeds usually takes about 10 minutes. Cloudbeds now requests item access, read-only add-on access, and read access for hotel, rate, and taxes/fees.

This guide helps you connect Cloudbeds. It keeps reservation, guest, housekeeping, payment, room, currency, hotel, rate, and tax data in sync. If Cloudbeds rejects the connection, AVA now shows the exact reason on the error banner.

Where to Find It

Settings → Essentials → Property Management System (PMS) Integration

Before You Start

You'll need:

• A Cloudbeds account with admin access
• Your Cloudbeds login credentials
• Permission to authorize third-party apps

warning

Only one Cloudbeds account can be connected at a time per property.

Connecting to Cloudbeds

Step 1: Select Cloudbeds as Your PMS

1. Go to Settings → Essentials
2. Scroll to Property Management System (PMS) Integration
3. Click the Cloudbeds card
4. A checkmark (✓) appears to confirm selection

Step 2: Start the Connection

1. Click the Connect to Cloudbeds button
2. A new window opens to Cloudbeds

Step 3: Authorize Access

1. Log in to your Cloudbeds account
2. Review the permissions AVA is requesting
3. Click Authorize or Allow
4. The window closes automatically

AVA now requests these permissions:

Permission	What AVA uses it for
read:hotel	View hotel metadata
read:guest	View guest details
write:guest	Update guest details
read:housekeeping	View housekeeping data
write:housekeeping	Update housekeeping data
read:rate	View rate plan data
read:payment	View payment data
write:payment	Update payment data
read:reservation	View reservation data
write:reservation	Update reservation data
read:room	View room data
write:room	Update room data
read:currency	Read property currency settings
read:taxesAndFees	View taxes and fee data
read:item	View item catalog data
write:item	Update item catalog data
read:addon	View add-on catalog data

Older Connections

If you connected Cloudbeds before this update, reconnect it to refresh the granted read scopes.

Step 4: Verify Connection

1. Return to AVA settings
2. Wait for "Finalizing connection..." (5-10 seconds)
3. Status shows a green checkmark
4. Message displays: "Cloudbeds Account Linked"

Connection complete! 🎉

Cloudbeds OAuth Errors

When Cloudbeds blocks the connection, AVA shows a readable message. You no longer need to guess from a generic failure.

What you see	What it means	What to do
Cloudbeds did not return the OAuth state parameter.	Cloudbeds callback is missing state data.	Start the connection again.
Cloudbeds did not return an authorization code.	Cloudbeds did not finish authorization.	Reconnect from Settings → Essentials.
Cloudbeds OAuth state verification failed.	The callback state was invalid or expired.	Reconnect Cloudbeds.
Could not identify the merchant for this Cloudbeds link.	AVA could not match the callback to your hotel.	Check you are logged into the right property.
Cloudbeds rejected the authorization code exchange.	Cloudbeds blocked token exchange.	Check scopes and redirect URI, then try again.
Failed to link Cloudbeds account.	AVA could not map the backend error.	Copy the full message and contact support.

What Syncs Automatically

Cloudbeds uses webhooks for real-time updates. When changes happen in Cloudbeds, AVA is notified immediately:

Event	What Happens
Reservation created	AVA receives notification and can schedule pre-arrival messages
Reservation dates changed	AVA updates any scheduled messages
Check-in/out status	Status syncs in real-time

When you view reservations in AVA, the system fetches the latest data directly from Cloudbeds. This ensures you always see current information.

info

Data flows primarily from Cloudbeds → AVA. Guest updates made in AVA (like check-in completion) are sent back to Cloudbeds.

Guest & Staff Impact

• Guest forms adapt to Cloudbeds rules. Required fields and hidden fields change based on Cloudbeds configuration, so guests only see what is needed.
• Reservation lookup uses Cloudbeds. If Cloudbeds is not connected, the guest lookup step will fail.
• Room condition setting affects housekeeping sync only. This setting controls whether AVA sends Clean or Inspected status to Cloudbeds when a room is marked clean in AVA. It does not change the guest UI.
• AVA requests item access and read-only add-on access. write:addon stays excluded on purpose.
• Cloudbeds read scopes refresh on reconnect. Reconnect if you need hotel, rate, or taxes/fees data on an older grant.

Disconnecting Cloudbeds

Only disconnect if you're:

• Switching to a different PMS
• Changing Cloudbeds accounts
• Troubleshooting sync issues

To disconnect:

1. Go to Settings → Essentials
2. Click Disconnect from Cloudbeds
3. Confirm when prompted

caution

Disconnecting stops all synchronization immediately. Existing data remains but won't update.

Troubleshooting

Connection stuck on "Connecting..."

1. Wait 30 seconds
2. Refresh the page
3. Check your internet connection
4. Try a different browser
5. Disable popup blockers

Cloudbeds OAuth error message

What you see: A Cloudbeds OAuth message appears in the banner.

Fix:

1. Read the message first.
2. Match it to the table above.
3. Reconnect Cloudbeds if the message mentions state, code, or token exchange.
4. Confirm you are using a Cloudbeds admin account.
5. Check the redirect URI if token exchange keeps failing.

info

The banner now shows Cloudbeds' own error details when available. That gives you a clearer starting point for support.

Reservations not syncing

1. Wait 15 minutes for the initial sync
2. Check connection status (should show green)
3. Try disconnecting and reconnecting
4. Verify reservations exist in Cloudbeds

Catalog tabs do not appear

What you see: The Items or Add-ons tab is missing.

Fix:

1. Reopen the Rooms page.
2. Check the Cloudbeds permission prompt.
3. Confirm the prompt includes read:item, write:item, and read:addon.
4. Contact support if catalog tabs still do not appear.

Popup window doesn't open

1. Check your browser's popup blocker settings
2. Allow popups from the AVA domain
3. Try a different browser or incognito mode

Security

• Connection uses secure OAuth 2.0
• Your password is never stored in AVA
• Revoke access anytime from Cloudbeds
• Connection expires after 90 days of inactivity

Frequently Asked Questions

Can I connect multiple Cloudbeds properties? No, one property per AVA account.

Will disconnecting delete my data? No, existing data remains but won't update.

Can staff members connect Cloudbeds? No, only administrators can manage PMS connections.

Still Stuck?

Contact success@vouch-technologies.com if:

• ❌ The same OAuth error appears after reconnecting.
• ❌ Cloudbeds keeps rejecting the authorization code exchange.
• ❌ You cannot confirm the correct Cloudbeds account or property.

Helpful to include:

• Screenshot of the error banner
• Time the issue started
• The exact message shown in AVA

Related Guides

• PMS Connection
• PMS Options
• PMS Connection Errors