Getting Started with Cloudbeds: Preparing for Onboarding and Going Live

Juss Reyes

Updated January 23, 2026 19:07

Setting up your Cloudbeds account is a collaborative process guided by your Onboarding Coach. During your kickoff call, your coach will review your property details, confirm configurations, and help you complete the steps required to go live successfully.

This guide provides a high-level overview of the setup process for customers who want to:

Get familiar with the required steps before the kickoff call
Start preparing information in advance
Review or update their setup after meeting with their Onboarding Coach

The steps outlined here are not a replacement for onboarding guidance, but a summary of the main areas involved in getting your account ready.

Before getting started

1. List your property on your preferred Distribution Channels

Setup your property at each channel before connecting to Cloudbeds PMS. Signing up with an OTA involves signing a negotiated contract and Cloudbeds cannot create a new OTA account on your behalf.

Before connecting your Cloudbeds PMS account to Distribution Channels (OTAs), your property must be active and already listed on the corresponding channel. Meaning that, to sell on Booking.com or Expedia, for example, your property must be already bookable on their sites.

Learn more about the Recommended OTAs and Distribution Channels.

2. Rates & Availability

Complete your rates and availability stored centrally in either Cloudbeds channel manager or a document stored online (Ex: Evernote, Google docs, Office365, etc).

Keep in mind that, being a PMS (Property Management System), Cloudbeds does not upload or import rates and availability from other systems.

3. If you're changing PMS providers

Any direct reservations made in your previous PMS provider's system (booking engine, walk-ins, email) will need to be transferred over manually or using our bulk import feature.
Begin preparing to disconnect your previous PMS system: You will not need to fully do this until Step 2: Setting Up Distribution but inform your previous PMS provider immediately in case there's a required wait period on your contract with them.

4. If you currently have a Cloudbeds channel manager account

Make sure that the number of accommodations in your Cloudbeds channel manager account is the same as the number you signed up for with Cloudbeds PMS. If it's not, inform your Onboarding Coach.
Check that your rooms are currently set up as room-types and that you're practicing one-to-one mapping. More information available in the Distribution Mapping Guidelines.
To forward future credit card details from Booking.com and Expedia, make sure to have a credit card password set.

Things to note: Any bookings previously received by the Cloudbeds channel manager can be automatically imported into Cloudbeds PMS by our Reservation Import team once the mandatory information has been completed in the setup process.

If you choose to import from Cloudbeds channel manager, make sure you have not already manually added these bookings to Cloudbeds PMS. This will create duplicate copies of the reservation that will cause false overbookings in the system.
Make sure your Cloudbeds channel manager credit card password is up to date before requesting reservations import. If the password is not the current one, credit card payment details will not be transferred in compliance with financial security standards.

Self-setup process

To go live with Cloudbeds, your property setup typically includes:

1. Add the basics

Fill out a few required sections to transform your Cloudbeds PMS account into a reflection of your property.
This section covers the key information to be included: How to Update Your Property Setup in Cloudbeds PMS: Add the Basics.

2. Set up Distribution

Channel Distribution is one of the most essential steps of the process for your business.
Activate your channels and learn how to map your rooms correctly. Check: How to Set Up Distribution Channels in Cloudbeds PMS.

3. Go Live

After your system is connected to the preferred channels and your property information is complete, you are ready to go live and receive reservations through your Cloudbeds Booking Engine.
Visit our Resource Center for useful material, tips, and additional information about the Cloudbeds Products and Services.