Hello Hotel connects to Cloudbeds so your guests and reservations flow into your workspace automatically. When a guest calls or texts, your team sees their name, stay dates, room, and status without opening Cloudbeds — and your automations can run on reservation events.
Using Mews instead? See Connecting Mews PMS.
You'll need a Cloudbeds property and a Cloudbeds user who is allowed to authorize a connected app for it.
Everything happens from Hello Hotel. There are no API keys to create in Cloudbeds or paste anywhere.
Go to Settings → Integrations and open the Cloudbeds card. Choose to connect, and sign in to Cloudbeds when it asks you to — you're approving Hello Hotel's access to your property. Once you've approved it, your guests and reservations start syncing in.
Once connected, you get the same guest context a Mews property gets:
Guest contacts — your guest contact book, matched by phone number, kept current as reservations change
Live reservation context — stay dates, room, and reservation status on the guest detail panel and in the conversation
Guest status labels — Arriving, In-House, Departing, Future, Past — and repeat-guest flags
Booking source — shown as "Cloudbeds (source name)"
A link to the booking — each reservation on the guest detail panel links straight to that booking in Cloudbeds
Reservation notes and guest notes — synced both ways (details below)
Reservation changes normally land within seconds — Cloudbeds sends Hello Hotel a notification and it's applied as soon as it arrives. If that notification is missed, a background check every five minutes picks it up.
A booking created and never edited afterwards, and any note change, are things Cloudbeds doesn't send a notification for. The hourly sync catches them, so those can take up to an hour. (A note also refreshes the moment someone opens that reservation's notes in Hello Hotel.)
Room names and descriptions edited in Cloudbeds refresh within about six hours.
Need it now? Request a sync from the Cloudbeds card in Settings → Integrations. It queues and completes within a few minutes.
This matters for automations: a trigger that depends on a reservation change fires when the change reaches Hello Hotel, so a change Cloudbeds didn't notify us about can take up to an hour to fire its workflow.
Contact edits — edit a guest's contact details in Hello Hotel and they write back to Cloudbeds; edits made in Cloudbeds flow into Hello Hotel.
Reservation notes — view, add, edit, and delete a reservation's notes from the guest detail panel. Changes write straight back to Cloudbeds.
Guest notes — notes on the guest (not a single stay) sync in from Cloudbeds with their real dates, and a note you add in Hello Hotel is written to Cloudbeds. Guest notes are add-only from Hello Hotel: a Cloudbeds guest note can't be edited or deleted here, and Cloudbeds' note categories don't exist in Hello Hotel.
Good to know: Cloudbeds credits every note added through an integration to the person who connected it. So a note written in Hello Hotel appears in Cloudbeds prefixed with the writer's name — "[Ada Lovelace via Hello Hotel] Late arrival" — so your team can still see who wrote it. The prefix is stripped when the note is shown in Hello Hotel.
Reservations, rates, and folio data are never written to Cloudbeds, and payments always go through Cloudbeds. A contact you import from a CSV that doesn't already exist in Cloudbeds stays in Hello Hotel only.
Reservation variables work in messages, snippets, templates, and automations — first name, room name and description, stay dates, and booking source — plus two links:
Payment link — a Cloudbeds pay-by-link for the reservation's outstanding balance. It's created when the message is sent and stays valid for 30 days. It needs a positive balance, and it needs Cloudbeds Payments on your property: a property without Cloudbeds Payments gets a link that doesn't work, and Hello Hotel can't tell in advance.
Check-in link — a link to the Cloudbeds Guest Experience portal (formerly Whistle). It's off by default because Guest Experience is a paid Cloudbeds module Hello Hotel can't detect, and for a property without it the link is a dead login page. A manager turns it on with Guest Experience check-in links on the Cloudbeds card. This link is never shortened, even with URL shortening on.
There's no check-out link, digital key, pre-authorization link, add-card link, or room directions for Cloudbeds reservations — Cloudbeds has no equivalent to hand out — so those variables don't appear in the picker.
Reservation-driven triggers work the same way: New Reservation Created, Reservation Status Change, Check-in and Check-out Upcoming, and Guest Checked Out. Two Mews triggers aren't offered for Cloudbeds — Online Check-in Completed and Space Status Change — because Cloudbeds doesn't send those signals.
For conditions, use Room (clean or dirty, read live from the Cloudbeds housekeeping board) in place of Room (Space) Status. Card-on-file, pre-authorization, identity-document, and online-check-in conditions aren't available for Cloudbeds. The editor hides what your PMS can't answer. See Using Conditions.
Availability and rate answers — AI Assist, the voice agent, and web chat room search — come straight from Cloudbeds' availability for the requested dates and party size, with taxes and fees included in the total. Only rates you've marked Active for Sources / Booking Engine in Cloudbeds are quoted, so the AI never names a rate your booking engine wouldn't sell. There's no booking engine URL to set — that field is for Mews properties.
Your rooms and rates aren't in the AI knowledge base yet; the agent quotes them from a live availability check instead. Check-in and check-out times on reservations use your property's default times from Cloudbeds.
No guest merge yet. Duplicate contacts are flagged on the Contact conflicts screen, but the Merge option isn't offered on a Cloudbeds property. See Contact Conflicts.
The link goes to the booking, not the guest. Cloudbeds has no guest-profile page to link to, so the guest detail panel links to each reservation instead.
Give it an hour before worrying. If a change you made in Cloudbeds hasn't shown up, it may be one of the hourly-sync cases above. Request a sync from the Cloudbeds card if you need it sooner.
Use the chat widget in the app, in this help center, or on hellohotel.co, or email us at [email protected].
