| Purpose | Choose which system notifications your property receives and manage their email recipients. |
| Best for | Property Owners and PMS Administrators |
| Use this when | You need to review available system notifications, change which notifications are active, or update who receives them. |
| Requirements | The Property Owner can manage System Notification Preferences by default. Other users need the applicable privilege assigned by the Property Owner. |
| Expected result | Your available notification preferences and recipients reflect how your property wants to receive system emails. |
| Limitations | The Chargeback Notifications / Resolutions setting is available only for Cloudbeds Payments and cannot be activated or deactivated by property users. |
Introduction
The System Notification Preferences page controls system-generated email notifications for reservation activity, payment processing, cash drawer activity, and invoice processing. Each available notification shows whether it is active and which email address(es) will receive it.
Most notification preferences can be managed by the Property Owner or another user with the required privilege. Some notification types have additional product or access requirements, which are explained in the relevant sections below.
Table of contents
Access and manage notification preferences
Use the Notifications tab in System settings to review the notifications available to your property, switch eligible notifications on or off, and manage recipients.
- From your
Account Menu, go to Settings, and select System.
- Select the Notifications tab.
Manage your preferences:
- To enable or disable an eligible System Notification, select the corresponding toggle and save your changes.
- To edit notification recipients, select Edit Recipients next to the corresponding notification.
Chargeback notification exception: The Chargeback Notifications / Resolutions toggle for Cloudbeds Payments is enabled by default and cannot be activated or deactivated by property users. If this setting needs to be changed, contact Cloudbeds Support.
Before contacting Support, have the property name, the affected notification, the current toggle state, and the recipients you want to use available.
Recipient behavior:
- Association Users appear in the staff list, so their email preferences can be customized.
- Association Owners are not included in the staff list. Add their email addresses manually when needed.
- If no recipients are added, notification emails are sent by default to the email registered in the Property Profile.
System notification categories
The notification categories displayed depend on the workflows and features available to the property. The page can include Reservation Notification, Payment Processing Notification, Cash Drawer, and Invoice Notification.
The image below provides a reference for how the notification categories and their recipients appear on the page.
Expand each category below to understand when its notifications are sent.
1. Reservation Notifications
Reservation Notifications are sent to the email address(es) configured as recipients when supported reservation activity occurs. They include:
- 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 is displayed only if Report No Show reservations from Cloudbeds PMS is enabled. See How to report No Show reservations to the channels from Cloudbeds PMS.
When reservation notifications are sent:
- When creating, confirming, or cancelling a reservation in the system and selecting Confirm and Email Guest or Cancel and Email Guest.
- On behalf of certain channels, including Expedia, Booking.com, Hotelbeds, TripAdvisor, Reconline, and Agoda. Other OTAs are responsible for sending their own reservation notifications.
- When a booking for an unmapped room is imported. See Reservations for unmapped rooms.
- For reservations received through the Cloudbeds Booking Engine.
Reservation notifications are always sent in the Property Language.
Example
This example shows the reservation summary included in a reservation notification.
2. Payment Processing Notifications
Payment Processing Notifications are sent when a credit card payment is processed successfully or unsuccessfully through the configured payment gateway. These notifications are available when payment processing is enabled.
- Payment Processed Successfully: Sent when the payment processor successfully processes the transaction.
- Unable to Process Payment: Sent when the payment processor cannot process a transaction.
- Chargeback Notifications / Resolutions: Available only for Cloudbeds Payments. These notifications inform the property when a guest disputes a charge and when the dispute receives a result.
Chargeback Notifications / Resolutions cannot be changed by property users. This setting is enabled by default to help properties receive dispute notifications and timeline updates. Contact Cloudbeds Support if the setting needs to be changed.
Before contacting Support, have the property name, the current toggle state, and the intended notification recipients available.
Payment Processing Notifications are always sent in the Property Language.
Example
This example shows a successful payment processing notification.
3. Cash Drawer Notifications
When a cash drawer is closed, the Drawer Closure Summary is sent to the configured recipient email address(es). This notification applies when the cash drawer is enabled.
The Drawer Closure Summary is always sent in the User's Application Language.
Example
This example shows the drawer activity included in a Drawer Closure Summary.
4. Invoice Notification
Invoice Notification sends an email to the configured recipient address(es) when an invoice that requires communicating with an external service is processed successfully or unsuccessfully.
The notification appears as Invoice Processing Updates in System Notification Preferences.
Related articles
Now that you understand how System Notification Preferences work, review these resources for more information about user privileges, property contact details, and workflows connected to specific notification types:
Comments
Need a notification for each reservation that have add ons / extra
Hello, Yusha Eka,
Thank you so much for your valuable feedback 💛
We have received a similar idea about add-on notifications. Please feel free to see it and vote for it by clicking here.
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