If you don’t have a smartphone, or if you work at a shared front desk where using a personal phone isn't practical, these alternative methods are your best choice. They allow you to log in quickly and securely using tools built into your computer or a small USB device.
This guide is for:
- New users activating their Cloudbeds account for the first time.
- Existing users who want to switch from their current MFA method (such as Okta Verify) to a phone-free alternative.
Best for:
- Shared Front Desks: Use Windows Hello or a shared Security Key.
- Non-Smartphone Users: High security without needing a mobile app.
- Faster Logins: Use your fingerprint or a USB tap instead of typing codes.
🟢To ensure a smooth login process, each user must clear their cache and cookies before logging into the system after another user.
🛑Already locked out? If you cannot log in because you lost access to your authentication device, you cannot complete this setup yourself. Ask a property manager or owner to reset your MFA status from Settings > Users first, then return to this guide. More info: Reset Multi-Factor AuthenticationReset Multi-Factor Authentication
1. Activate Your Account
If this is your first time accessing the system or if you are resetting your user, follow the steps below:
- Once your user is created, you will receive an email. Click Activate Your Account.
- Enter your new password according to the on-screen requirements
- Repeat the new password
- Click Create My Account
2. Choose Your Method
Security Key or Biometric Authenticator
You will be prompted to select a security method. For these "phone-free" options, look for the following:
Option A: Security Key or Biometrics (Fastest)
This option uses your computer's built-in hardware or a physical USB key.
- Windows Hello / Touch ID: Use the fingerprint scanner or facial recognition already on your laptop.
USB Security Key (e.g., YubiKey): A small device you plug into your computer and tap with your finger.
Choose this method to use a security key (USB or Bluetooth) or a biometric authenticator (Windows Hello, Touch ID, etc.).
- Enroll
Follow the steps prompted on your device:
- If using a device with biometric authentication, it will prompt you to enable it for Cloudbeds PMS. Follow the prompt on your screen:
- On Mac: It will ask to use Touch ID.
- On Windows: It will ask to use Windows Hello (Face or Fingerprint).
- USB Key: Insert your key into the USB port when prompted and tap the sensor.
- Otherwise, it will prompt you to register a security key.
Option B: Google Authenticator (Backup)
Use this if you prefer a 6-digit code. While it is named "Google," this is a universal standard.
- On your computer: Select Google Authenticator and your device type to see a QR code.
- On your device: Open your chosen app, tap the + sign, and select Scan QR Code.
Verify: Enter the 6-digit code shown in your app onto the computer screen and click Verify.
- Select your device type: iPhone or Android
- Download the Google Authenticator app
- Next
From your phone:
- Open the Google Authenticator app
- Tap +
- choose "Scan QR Code"
-
Scan the QR code on your screen
- Next
If you encounter any issues, these guides might help:
- Enter the code from the app
- Verify
- Finish
- You will now access the system
Important: Shared Computer Best Practices
To keep the system running smoothly and securely at a front desk:
- Clear Cache and Cookies: Always clear your browser history if you are logging in after a different staff member.
- Log Out: Ensure you fully log out of the PMS before leaving the desk.
Need a USB Security Key? If your front desk computer doesn't have a fingerprint scanner, ask your manager about providing a USB Security Key for the team.
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