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Cloudbeds Setup

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Cloudbeds Setup Guide

Connect your Cloudbeds account to PropertyPlex so your rooms, reservations, and housekeeping statuses stay in sync automatically.

checklistWhat You'll Need

schedule This setup takes about 10 minutes. You'll create API credentials in Cloudbeds, enter them in PropertyPlex, then authorize the connection.

Step 1: Create API Credentials in Cloudbeds

You need to register API credentials in Cloudbeds so PropertyPlex can securely connect to your account.

  1. Log in to your Cloudbeds account
  2. Click your Account (top right) → Settings
  3. In the left menu, go to Marketplace → API Credentials
  4. Click Create New API Key
  5. Fill in the required fields:
    • App Name: PropertyPlex
    • Redirect URI: https://prprtyplex.com/api/v1/connectors/oauth/cloudbeds/callback
  6. Set the API permissions using the table below
  7. Click Save
  8. Copy your Client ID and Client Secret immediately — save them somewhere safe
warning Important: The Redirect URI must be entered exactly as shown, including https://. If it doesn't match, the authorization step will fail.

Which Boxes to Check

From the permissions list that appears when creating your API credentials, check only the following:

Permission Read Write Why PropertyPlex needs it
Hotel ✓ — Test connection, get your property name
Room ✓ — Sync room inventory (names, numbers, types, floors)
Reservation ✓ — Sync guest reservations, check-in/checkout dates, special requests
Housekeeping ✓ ✓ Read current room status + push status changes back to Cloudbeds
Guest ✓ — Read guest names for room cards and work orders

Leave everything else unchecked. PropertyPlex never touches payments, billing, rates, adjustments, addons, door locks, or any other sensitive data.

Step 2: Add the Connector in PropertyPlex

Now enter those credentials into PropertyPlex:

  1. In PropertyPlex, go to System Admin → Integrations
  2. Click the Add Connector button
  3. Select Cloudbeds from the list, then click Next
  4. Enter a connector name (e.g., "Stonecliffe Cloudbeds")
  5. Select which PropertyPlex property this should connect to
  6. Paste your Client ID and Client Secret from Step 1
  7. Click Test & Connect

Step 3: Authorize with Cloudbeds

After clicking Test & Connect, PropertyPlex will open a new browser tab:

  1. A Cloudbeds login page will open in a new tab
  2. Log in with your Cloudbeds admin account if prompted
  3. Review the permissions and click Authorize
  4. You'll see a "Connected!" confirmation — close this tab
  5. Back in PropertyPlex, the connector will show as Active and rooms will sync within seconds
check_circle Done! PropertyPlex will automatically sync rooms and reservations every 5 minutes. Check-ins and check-outs update instantly via webhooks. When your staff marks a room clean in the app, the status pushes back to Cloudbeds.

How Room Conditions Sync

Cloudbeds has three housekeeping conditions: dirty, clean, and inspected. How they map to PropertyPlex depends on whether Inspection Required is enabled for the property (System Admin → Properties).

With Inspection Required ON

The inspection step happens inside PropertyPlex between the housekeeper and the manager.

StepIn PropertyPlexIn Cloudbeds
1. Guest checks out Dirty ↔ dirty
2. Housekeeper marks clean Inspection (awaiting approval) → clean (housekeeper done)
3. Manager approves Clean (ready to sell) → inspected (approved)
3b. Manager rejects Dirty (redo) → dirty

With Inspection Required OFF

No inspection step — housekeeper marks clean and it's done.

StepIn PropertyPlexIn Cloudbeds
1. Guest checks out Dirty ↔ dirty
2. Housekeeper marks clean Clean (ready to sell) → clean
info Note: Cloudbeds uses inspected to mean "has been inspected and approved" (past tense). PropertyPlex uses Inspection to mean "waiting for inspection." The mapping handles this difference automatically.

Local-Only Conditions

These PropertyPlex conditions do not sync to Cloudbeds:

ConditionWhy
Maintenance Always local-only across all connectors. Flags rooms with active work orders.
Occupied Set automatically by reservation check-in/check-out sync. Not a housekeeping condition.

What Gets Synced

meeting_room Room Inventory

Room names, numbers, types, and floors pulled from Cloudbeds and kept up to date automatically.

calendar_today Reservations

Guest reservations for the next 30 days — names, dates, confirmation codes, guest counts, and special requests.

login Check-ins & Check-outs

Real-time updates when a guest checks in or out in Cloudbeds. Room status changes automatically.

sync_alt Housekeeping Status

When staff marks a room clean/dirty in PropertyPlex, the status is pushed back to Cloudbeds.

About the Connection

autorenew PropertyPlex automatically refreshes the connection token every 8 hours. The refresh token is valid for 365 days (rolling). You should never need to re-authorize unless you revoke the app in Cloudbeds or the token goes unused for over a year.

If you ever need to re-authorize, open the connector in System Admin → Integrations, and click Connect in the info banner.

Something Not Working?

error_outline "Redirect URI mismatch" error during authorization

The Redirect URI in your Cloudbeds API credentials must exactly match: https://prprtyplex.com/api/v1/connectors/oauth/cloudbeds/callback. Go to Account → Settings → Marketplace → API Credentials and update it.

error_outline "Authorization expired" error

The connection token has expired. Open the connector in System Admin and click Connect to re-authorize.

error_outline Rooms aren't showing up

Make sure your rooms are set up in Cloudbeds. If they are but aren't appearing, click the connector and hit Sync Now.

error_outline Status changes aren't syncing back to Cloudbeds

Check that Housekeeping Write permission is enabled in your Cloudbeds API credentials.

error_outline Connector auto-disabled

After 10 consecutive failures the connector auto-disables. Check the error in connector detail, fix the issue, then toggle it back on.

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