| Purpose | Connect a supported distribution channel to Cloudbeds PMS using the general connection workflow. |
| Best for | Property administrators, managers/GMs, owners, revenue managers, distribution managers, and other users responsible for channel setup. |
| Use this when | You know which channel you want to connect, have confirmed that Cloudbeds supports it, and the channel uses the general connection workflow described in this article. |
| Requirements | The required Cloudbeds PMS role privileges, the channel account or listing details needed for your setup path, and access to the channel extranet when the channel requires it. |
| Expected result | The channel is enabled, mapped to the correct accommodations and applicable rate settings, and ready to sync the information supported by that connection. |
| Limitations | This workflow does not apply to every channel. Dedicated setup guides, Express Connect, and calendar-based iCal connections can use different steps and capabilities. |
Introduction
Cloudbeds PMS connects to distribution channels through the Cloudbeds Channel Manager so supported rates, availability, restrictions, and reservations can move between Cloudbeds and the channel according to that connection's capabilities.
If you are new to Distribution and want to understand the page before choosing a channel, start with the Distribution page overview. If you are still choosing a channel or need to confirm its connection type, setup method, or dedicated guide, review Supported distribution channels in Cloudbeds PMS first.
Continue with this article when the channel uses the general connection workflow. The process guides you from finding the channel in Cloudbeds PMS through channel activation, mapping, and post-connection checks.
Table of contents
- Who this affects and how
- Before you connect
- Connect the channel
- Channel-specific settings
- After connecting the channel
- Connection troubleshooting
Who this affects and how
Channel setup can involve both configuration work and business checks. Use the role guidance below to focus on the parts of the workflow that matter most to you.
| Role | What to know |
|---|---|
| Property administrator | Confirm that the channel uses this connection path, prepare the required account or connection details, and follow the connection and mapping workflow. |
| Manager/GM or owner | Make sure the channel listing, rooms, rates, and availability are ready before activation. Review the post-connection checks after setup. |
| Revenue or distribution manager | Confirm the rates, availability, room mapping, Base Rate Adjustment, and any channel-specific settings that affect what the channel receives. |
Before you connect
Distribution channels do not all use the same connection method. Confirm the correct path before starting so you do not follow steps intended for a different connection type.
| If your channel... | What to do |
|---|---|
| Has a dedicated setup guide | Follow the channel-specific guide listed in Supported distribution channels in Cloudbeds PMS. |
| Uses Express Connect | Start with Cloudbeds Express Connect for distribution channels. That guide explains the available setup actions and when the general connection workflow is still needed. |
| Uses a calendar-based iCal connection | Do not use the workflow in this article. Calendar-based channels use a different connection method and only sync availability. Follow Calendar-based channels and iCal connections in Cloudbeds PMS. |
| Uses the general connection workflow | Continue with the steps in this article. |
For a channel that uses the general workflow, prepare the information that applies to your setup before you begin:
- If you already have an account or listing with the channel, confirm that it is active or live and that the required rooms or listings are configured in the channel extranet.
- If you do not yet have an account or listing, Step 1 shows where to review the account-creation options available for that channel.
- Confirm that your rates and availability are correct in Cloudbeds PMS.
- Have the credentials or connection details required by the channel, such as a Hotel ID, Hotel Key, password, email, account number, or access token.
Review your rates and availability before completing the connection. Depending on the channel and connection status, this information may be sent to the channel when setup is completed.
Connect the channel
The general connection workflow has three stages. Start by opening the channel in Cloudbeds PMS, then complete the activation method required by the channel, and return to Cloudbeds PMS to map the connection.
Step 1: Find the channel and start the connection
Everyone using the general connection workflow starts in the Discover tab, whether you already have a channel account or need to create one.
- From the Account Menu
, select Distribution
- Go to the Discover tab.
- Search for the channel you want to connect.
- Click View Channel.
Use the numbered example below to locate Distribution, open the Discover tab, search for the channel, and select View Channel.
On the channel setup page, review the options available for that specific channel.
- If you already have an account or listing: Do not create a new one. Continue to Step 2: Complete the channel-manager activation.
- If you need to create an account or listing: Use Create New Account or the equivalent account-creation option when it is available. If Cloudbeds sends you to the channel extranet, complete the channel's registration there, then continue to Step 2.
The channel setup page can show different actions depending on the channel. In this example, Enable Channel is available for an existing account, and Create New Account is available for a new account.
Step 2: Complete the channel-manager activation
Some channels require Cloudbeds to be enabled as the channel manager before mapping can begin. Confirm the connection method in Supported distribution channels in Cloudbeds PMS, then expand the method that applies to your channel.
Direct activation channels
- Log in to the channel extranet.
- Open the channel's connectivity settings.
- Enable Cloudbeds as your channel manager.
- After activation is complete, continue to Step 3: Map the channel in Cloudbeds PMS.
If you cannot find the connectivity settings in the channel extranet, contact the channel support team or your channel account manager for assistance.
Activation by request channels
- Contact your channel account manager or partner support contact.
- Ask them to connect your property to the Cloudbeds Channel Manager.
- After the channel confirms the connection, contact Cloudbeds Support so the connection can be enabled on the Cloudbeds side.
- When the channel status changes to Ready for Mapping, continue to Step 3: Map the channel in Cloudbeds PMS.
Before contacting Cloudbeds Support, gather the channel name, your current connection status or setup step, any exact error message or request from the channel, and what you already tried.
The Channels tab below shows the Ready for Mapping status and the action used to continue mapping.
If a channel asks for your Cloudbeds Channel Manager Property ID
Some distribution channels may ask for your Cloudbeds Channel Manager Property ID before they can enable the connection. This ID is not retrieved from the channel extranet or the Distribution page. To request it, contact Cloudbeds Support.
When contacting Cloudbeds Support, provide the channel name and your current connection status or setup step. This gives the team the context needed to locate the correct Property ID for your connection.
Activation time varies by channel and can depend on channel-side approval or processing. A channel may not be ready for mapping immediately after the activation request is submitted.
Step 3: Map the channel in Cloudbeds PMS
After the channel is enabled and ready for mapping, return to Cloudbeds PMS and complete the mapping workflow.
- From the Account Menu
, then open the Channels tab.
- Click + Add Channel.
The Channels tab shows where to add another channel before starting mapping.
- Search for the channel you want to connect, then select the channel card.
The Discover tab displays the matching channel after you search for it.
- Click Enable Channel.
The channel setup page shows the action used to enable the connection before entering channel credentials.
- Enter the credentials or connection details required by the channel, such as a Hotel ID, Hotel Key, password, email, account number, or access token, then continue.
The Channel Login page displays the credential fields required by that channel.
- Map each Cloudbeds PMS accommodation to the corresponding channel accommodation.
Cloudbeds strongly recommends one-to-one room type mapping. Other mapping configurations can create overbooking, reservation, or synchronization risks. Review the Room Mapping Guidelines before using another mapping configuration.
The Room Mapping page pairs each Cloudbeds accommodation with the corresponding channel accommodation.
- If needed, add a Base Rate Adjustment for the mapped accommodations. If you do not want to adjust rates at this time, continue without an adjustment.
The Base Rate Adjustment step lets you enter an adjustment for each mapped channel accommodation or leave the adjustment unchanged.
If the channel does not display additional settings, complete the mapping. If extra settings appear, review the settings that apply before finishing the connection.
Channel-specific settings
Some channels display additional settings during mapping. These options vary by channel and are not required for every connection. Expand only the settings that appear for the channel you are configuring.
Currency
Set the appropriate currency when the channel uses a different currency than your default Cloudbeds PMS currency.
The Extra Settings page shows the currency control only when it applies to the channel.
Rate plan mapping
Select which rate plan Cloudbeds PMS will update in the channel. Use the rate plan required by your channel setup.
If you need to sync multiple rate plans for the same room type, review Advanced Channel Rates.
The Rate Plan Mapping page shows the mapped accommodation and the control used to configure its rate plan.
Extra bed rate setting
Some channels support extra bed rate settings in Cloudbeds PMS. If the channel does not display this option but requires an extra bed rate, contact your channel account manager or partner support to confirm how that channel manages the setting.
The extra bed rate options can include using the room rate, not setting an extra bed rate, or entering a separate amount when the channel supports those choices.
Occupancy-based pricing rules
Some channels may display occupancy-based pricing options for extra infants, children, or adults. When these settings appear, the selected option and value must match the configuration in the channel extranet.
- Charge per extra infant: Use this when the channel supports an extra infant charge and the same rule is configured in the channel extranet.
- Charge per extra child: Use this when the channel supports an extra child charge and the same rule is configured in the channel extranet.
- Charge per extra adult: Use this when the channel supports an extra adult charge and the same rule is configured in the channel extranet.
The option and value selected in Cloudbeds PMS must match the channel extranet. If they do not match, the channel may not apply the expected pricing rules correctly.
If you are unsure which option or value the channel expects, confirm the setting with your channel account manager or partner support before completing the mapping.
Advanced booking settings
Some channels may display advanced booking settings during mapping. These settings control how far in advance guests can book through the channel.
- Minimum Advanced Booking Offset: Defines the latest point when the room can be booked before the date of stay. For example, 720 hours means the rate stops being available 30 days before check-in.
- Maximum Advanced Booking Offset: Defines how far in advance the room becomes available to book. For example, 72 hours means the rate becomes available 3 days before check-in.
Default values:
- Minimum Advanced Booking Offset: 0. This means the latest booking point is midnight on the date of stay.
- Maximum Advanced Booking Offset: 13200. This means the room becomes available 550 days before the date of stay.
If you set the Minimum Advanced Booking Offset or Maximum Advanced Booking Offset to 0, both fields may be set to 0 on the channel. This can prevent the property from being bookable until midnight on the date of stay.
The example below shows occupancy-based pricing and advanced booking settings together on a channel's Extra Settings page.
After connecting the channel
After the connection is complete, verify the mapping and channel settings before relying on the connection for ongoing distribution.
- Confirm that the mapped room types are correct.
- Confirm that any Base Rate Adjustment you configured is correct.
- Review any channel-specific settings completed during mapping.
- Check the channel extranet to confirm that the property information and listing details are correct.
- Monitor the Distribution page for connection statuses or channel errors.
Connection troubleshooting
The checks below cover issues that can block or invalidate a new connection. Expand the issue that matches what you are seeing. For broader channel errors after setup, also review Channel Distribution troubleshooting.
The channel is not ready for mapping
Confirm that the channel approved or enabled the connection and that any required channel-side activation steps are complete. For activation-by-request channels, wait until the Distribution page shows Ready for Mapping before continuing.
The channel credentials are not accepted
Confirm the required credentials or connection details with the channel account manager or partner support contact. If the channel confirms the credentials and the issue continues in Cloudbeds PMS, contact Cloudbeds Support.
Before contacting Cloudbeds Support, gather the channel name, your current connection status or setup step, any exact error message or request from the channel, and what you already tried.
Expected room types do not appear during mapping
Confirm that the expected rooms or listings exist and are active in the channel extranet, then reload the mapping workflow. If the channel configuration is correct and the issue continues, contact Cloudbeds Support.
Before contacting Cloudbeds Support, gather the channel name, your current connection status or setup step, any exact error message or request from the channel, and what you already tried.
Rates or availability look incorrect after setup
Review your Base Rates, Availability Matrix, restrictions, room mapping, and any Base Rate Adjustments that apply to the connection. If the channel-side setup and Cloudbeds configuration are correct and the issue continues, contact Cloudbeds Support.
Before contacting Cloudbeds Support, gather the channel name, your current connection status or setup step, any exact error message or request from the channel, and what you already tried.
Next Operational Step
After the channel is connected and validated, monitor its status from the Distribution page. If an issue appears after setup, use Channel Distribution troubleshooting to identify the next action.
Comments
Article is closed for comments.