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.
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.
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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