Set up and Edit Terms and Conditions

Mariia Korostashevych

Updated August 04, 2026 18:30

Purpose	Add and maintain your property's Terms and Conditions, understand how guests access them in the Booking Engine, and confirm guest acceptance on an individual reservation.
Best for	Property Owners, Property Admins, general managers, and users who manage the property's legal content or direct booking experience.
Use this when	You need to publish or revise your Terms and Conditions, require guests to accept them during the Booking Engine reservation process, or verify whether a guest accepted them.
Requirements	Access to Cloudbeds PMS with the relevant role privileges for Hotel Policies, Booking Engine settings, and reservation activity.
Expected result	Your Terms and Conditions are available through the Booking Engine, and you can identify where to configure required acceptance and verify it for a specific reservation.
Limitations	Terms and Conditions are not shared with connected channels. Acceptance records are available only in the individual reservation's activity history, not in the property-wide Activity Log.

Introduction

Your property's Terms and Conditions are legal information that guests can access during the direct booking experience. You create and maintain this content from the property Policies page in Cloudbeds PMS.

Publishing the content and requiring guests to accept it are separate parts of the setup. First, add the Terms and Conditions that the Booking Engine will display. Then, decide whether guests must confirm their acceptance before completing a reservation.

This article follows that sequence and explains where to verify acceptance after a reservation is created.

Add or edit your Terms and Conditions
Understand how guests access the content
Require guests to accept the Terms and Conditions
Verify acceptance for a reservation
Use property-specific policies for SMS compliance

Add or edit your Terms and Conditions

Start by entering the legal content your property wants to publish. This content is managed from the property Policies page and applies to the Cloudbeds Booking Engine.

Terms and Conditions entered here are displayed through the Cloudbeds Booking Engine only. They are not shared with connected OTAs or distribution channels.

Open the Account menu , select Settings , and go to Property → Policies.
Select the Terms & Conditions tab.
Select the language in which you want to enter the content.
Enter the property's Terms and Conditions and apply formatting as needed.
Click Save.

Cloudbeds does not translate the Terms and Conditions automatically. Select each language and add the translated content manually to display it in that language in the Booking Engine.

Review the Policies Overview before going live to confirm that your property policies are complete and clearly described for guests.

Understand how guests access the content

After you save content in the Terms and Conditions field, the Booking Engine publishes it for guests automatically. No separate publishing action is required.

A fixed Terms & Conditions link appears in the Booking Engine footer. The footer remains available throughout the Booking Engine, rather than appearing only during the reservation completion process.

When a guest selects the link, the Booking Engine opens a dedicated, publicly accessible page containing the Terms and Conditions entered by your property. Guests do not need to sign in to access the page.

Terms and Conditions visibility:

If the Terms and Conditions field is empty, the corresponding footer link is not displayed.
There is no separate option to save the content without displaying its footer link.
Cloudbeds does not provide built-in legal templates inside the Policies page. Your property is responsible for reviewing, publishing, and maintaining its legal content.

The example below shows that the Terms & Conditions link remains available in the Booking Engine footer as the guest moves through the booking experience. Selecting the link opens the property's Terms and Conditions on a dedicated page.

Require guests to accept the Terms and Conditions

Saving Terms and Conditions makes the content available to guests, but it does not automatically require them to accept it before booking.

To require acceptance, enable Require terms and conditions acceptance in the Guests tab of the Booking Engine Settings page. When this option is enabled, guests must confirm their acceptance before completing a Booking Engine reservation.

For the setting location and additional Booking Engine behavior, see Booking Engine Settings page overview.

Verify acceptance for a reservation

After a guest completes a Booking Engine reservation while the acceptance requirement is enabled, Cloudbeds records the acceptance in that individual reservation's activity history.

Open the reservation and select Reservation Activity to confirm that the guest accepted the property's Terms and Conditions while completing the Booking Engine reservation.

Acceptance records are reservation-specific:

The acceptance record appears only in the individual reservation's Reservation Activity tab.
It cannot be searched or filtered from Settings → Logs → Activity Log.
The record is created only for Booking Engine reservations completed while the acceptance requirement is enabled.
Reservations created directly in Cloudbeds PMS are not included.

Use property-specific policies for SMS compliance

Properties using Cloudbeds Guest Experience SMS in the United States or Canada may need their own publicly accessible Privacy Policy and Terms and Conditions for A2P 10DLC registration.

The legal content must apply to the property and identify the property, rather than Cloudbeds, as the business collecting guest information and communicating by SMS. Do not use Cloudbeds' corporate Privacy Policy or Terms of Service as the property's guest-facing legal documentation.

Cloudbeds provides recommended SMS wording, but your property remains responsible for reviewing and maintaining its legal content.

Review Configure and use SMS messaging for the current A2P 10DLC preparation requirements, SMS consent wording, and registration workflow.

You can also review the available Terms & Conditions Templates. These resources are separate from the Policies page and do not replace your property's responsibility to review its legal content.

Next Operational Step

Your Terms and Conditions are ready for the Booking Engine after you enter the content, confirm how guests can access it, and review whether acceptance should be required during the reservation process.

Continue with the resource that matches your next task:

Review the Booking Engine Settings page overview to configure or confirm whether guests must accept the Terms and Conditions before completing a reservation.
Review Configure and use SMS messaging when preparing a United States or Canada property for Guest Experience SMS and A2P 10DLC registration.