Cloudbeds

The Cloudbeds integration connects Akiles with Cloudbeds, a hotel and short-stay property management system. When connected, Akiles automatically creates members for hotel reservations and provisions PINs or Magic Links that guests can use to open doors.

Sign up for Akiles

If you haven’t already, sign up for Akiles by filling the contact form in our website: akiles.app.

Connecting Cloudbeds

  1. In the Akiles admin panel, go to Integrations and create a new Cloudbeds integration.
  2. Click Connect to Cloudbeds.
  3. Authorize the Akiles application in Cloudbeds.

Once connected, you will see the connected user’s name and email along with the list of properties the integration covers.

Resource mapping

After connecting, Akiles imports your Cloudbeds rooms as resources. Each room appears in the integration’s resource list.

For each room, you can assign an Akiles member group. This determines which doors guests staying in that room will be able to access. Reservations for unmapped rooms will not be synced.

How members are synced

Each key within a Cloudbeds reservation becomes a member in Akiles. The member’s access period matches the key’s start/end date and time, which by default is the reservation’s check-in and check-out times, but you can modify it manually when creating the key.

Reservations that are canceled or no-show are skipped. You can see the skip reason in the integration member list.

Settings

PIN

When enabled, Cloudbeds-issued access code keys produce a PIN in Akiles. When the Cloudbeds admin clicks “Issue Key” with type access code on a reservation, Akiles generates a random PIN and pushes it back to the Cloudbeds key record. Guests can use that PIN to open mapped doors.

Auto-create PIN

When PIN is enabled, this option additionally tells Akiles to issue an access-code key automatically for all reservations. Only triggers once for each reservation. If you delete the auto-created PIN key no new one will be created, but you can still create one manually.

When enabled, Cloudbeds-issued mobile key keys produce a Magic Link in Akiles. When the Cloudbeds admin clicks “Issue Key” with type mobile key on a reservation, Akiles generates a magic link and pushes it back to the Cloudbeds key record. Guests can open the link on their phone to open mapped doors.

When Magic Link is enabled, this option additionally tells Akiles to issue a mobile key automatically for all reservations. Same idea as auto-create PIN but for mobile keys. Only triggers once for each reservation. If you delete the auto-created mobile key no new one will be created, but you can still create one manually.

Custom fields

Akiles automatically creates custom fields on your Cloudbeds reservations to store the generated PINs and magic link URLs:

These fields are visible on the reservation folio and on registration cards. They are updated automatically whenever a key is created, deleted, or a room is reassigned.

For reservations with a single room, the field contains just the value (e.g. 1234). For multi-room reservations, each value is prefixed with the room name (e.g. Room 101: 1234), one per line.

This is useful if you don’t have Cloudbeds Guest Experience (Whistle). You can set up Cloudbeds’ automatic email templates to include these custom fields, so guests receive their PINs or magic links by email without needing the Whistle add-on.

Disconnecting Cloudbeds

First, delete the integration from the Akiles side:

  1. In the Akiles admin panel, go to Integrations
  2. Click on the Cloudbeds integration
  3. Click the Delete button.

Next, disconnect the integration from the Cloudbeds side. Note this will cause all Cloudbeds integrations linked to your Cloudbeds account to get disconnected, so don’t do it if e.g. you have multiple integrations in multiple organizations connected to this Cloudbeds account and want to disconnect only one.

  1. Click on Account (top right icon)
  2. Apps & Marketplace
  3. Connected Apps
  4. Find the Akiles application, click Disconnect.
Note

Deleting the integration doesn’t delete the members created by it. If you want to delete them, you can do it from the Members page.