Cloudbeds PMS Notification Preferences

Juss Reyes

Updated June 12, 2024 12:34

This article offers an overview of the Notifications tab and explains how to use each of the available options for Notification Preferences.

Overview

On the System Notification Preferences page, you may select which system notifications should be sent out and to whom. They include:

Reservation Notifications: When a new reservation is received, a reservation is modified, or a reservation is canceled, the email address(es) listed below will receive notifications.
Payment Processing Notifications: When a credit card payment (via the payment gateway) is processed successfully or unsuccessfully, the email address(es) listed below will receive notifications.
Cash Drawer Notifications: When a cash drawer is closed, the summary of the closed cash drawer will be sent to the email address(es) listed below.

Property owner has access to manage System Notification Preferences by default. Other users must have this privilege enabled by the property owner.

Access and Use

In your Account menu, go to the Settings Page and click on the System section
Click on Notifications

Manage your preferences:

To select or enable/disable your System Notifications, simply click on/off the corresponding toggle and then save your changes.
To edit the System Notifications recipients, click on the Edit Recipients option next to the corresponding notification. Learn more below.

Things to note:

Association Users will be in the staff list so their email preferences will be customizable.
Association Owners aren't included in the staff list, so you will need to add them by their emails.
If no recipients are added to this field, notification emails will go to the email registered on Property Profile by default.

System Notifications Categories

1. Reservation Notifications

Reservation Notifications are sent out to email address(es) added as recipients in System Notification Preferences. You will be notified when there is:

New Reservation Received
Reservation Cancelled
Reservation Modified (modification from OTA)
Modification to Reservation with Unmapped Rooms
No Shows Auto-Reported to Booking.com
- This option will only be displayed if the feature "Report No Show reservations from Cloudbeds PMS" is enabled. Learn more: How to report No Show reservations to the channels from CloudbedsPMS

These notifications will be sent out:

When creating/confirming/cancelling a reservation from a system and clicking Confirm and Email Guest / Cancel and Email Guest.
On behalf of certain channels (OTAs) only: Expedia, Booking.com, Hotelbeds, TripAdvisor, Reconline, Agoda), other OTAs are responsible in sending the reservation notification to you.
If a booking for an unmapped room is imported
For reservations coming from the Booking Engine (new reservation received).
Always in the Property Language.

Example:

2. Payment Processing Notifications

These notifications are sent out when a transaction is processed on Cloudbeds PMS (if payment processing is enabled). They include:

Payment processed successfully: When the payment processor processed the transaction successfully.
Unable to process payment: When the payment processor failed to process a transaction due to some reason.
Chargeback Notifications / Resolutions (available for Cloudbeds Payments only): When a guest is disputing a charge and the result of the dispute. Learn more: Cloudbeds Payments - How to Handle a Retrieval or Chargeback

These notifications will always be sent out in the Property Language.