How to connect Hotelbeds to Cloudbeds PMS

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By connecting to Hotelbeds, your property will gain unrivaled exposure to the world's travel trade including more than 3,500 Tour Operators, over 65,000 Travel Agents, 40+ Airlines, Loyalty/Employee Points Plans and OTA's. 

GTA Travel and Tourico are now part of the Hotelbeds network - the operations are managed by Hotelbeds.

How to connect Hotelbeds to Cloudbeds PMS

Hotelbeds has a minimum requirement of 10 rooms to sign up.

Step 1 - Getting Started

If you don’t have an account at Hotelbeds

  1. You need to create an account at Hotelbeds.
    Here's the sign-up link.
  2. In 5-7 days you should receive an email with your Hotel ID and Username.
  3. Once you receive this email from Hotelbeds, proceed to Step 2.

If you do have an account at Hotelbeds and your Hotel ID

Go ahead and proceed with Step 2.

Step 2 - Connect myallocator Channel Manager to Hotelbeds

Once you login to your Cloudbeds PMS account:

  1. Click Manage (gear icon).
  2. Access the Channels tab.
  3. Search for Hotelbeds and click Not Setup.
  1. Click Enable channel.
  1. Add your Hotelbeds ID. We will contact the channel for you to get you enabled as quickly as possible. 

Once the request has been sent, the channel status will change to Awaiting Activation while Hotelbeds processes this request. It may take a few days.

When Hotelbeds confirms the connection, they will email the Cloudbeds support team with the required information and Cloudbeds will enable the connection for you!

Step 3 - Start mapping Hotelbeds in Cloudbeds PMS
  1. Once you receive the Cloudbeds email notifying that it is ready for mapping, go back to the Channels page.
  2. Hotelbeds will be displayed on your channels list as Ready for mapping, click there to proceed.
  1. Select your Property/Product. A single HotelBeds account can have multiple properties associated to it; therefore, Cloudbeds PMS requires users to first select their property.
  1. Select the Hotelbeds rooms from the drop down that correspond to myallocator rooms (channel manager by Cloudbeds)
  2. Click CONTINUE when completed.
  1. Click Configure to choose which contract (s)/rate plans you would like to update.
  2. Click Save.

A Hotelbeds contract can be seen as a rate type or rate plan. For example: BAR BB1 | BAR BB All Markets 20% (12345)

Where:

  • BAR = Best available rate
  • BB = Bed and breakfast
  • 12345 = Rate ID

It is possible to select from multiple HotelBeds contracts on the Rate Plan drop-down menus:

  • When Advanced Channel Rates is disabled, you can only map the base rate to your Hotelbeds contract.
  • When Advanced Channel Rates is enabled, you can map multiple rate plans on Cloudbeds PMS to your Hotelbeds contracts.

See the Distribution Channel Mapping Guidelines for detailed information about the mapping process.

  1. Add Base Rate Adjustment for each room type if needed, or leave it at zero to skip it.
  2. Click CONTINUE when completed.

Click here to learn more about the Base Rate Adjustment. In most cases, this can be left blank.

  1. The channel setup is now complete. Click to Finish.
  1. It is strongly advised to send a full refresh now to make sure that availability and rates are fully updated on the channel. Click Full Refresh on the top right of the page.

Frequently Asked Questions

Which features does this channel support?

HotelBeds supports:

  • Automatic adjustments
  • Automatic adj. for cancellations (it means that when a reservation is canceled, your availability will be updated automatically)
  • Minimum length of stay
  • Maximum length of stay
  • Closing rate plan for bookings

HotelBeds does not support:

  • Close days for arrival
  • Close days for departure
What's the difference between HSI and BMS options?

According to HotelBeds Support - March /2019

  • HSI = Hotelbeds Supplier Interface {ARI = Availability, Rates, Inventory updates}
  • BMS = Booking Migration System { ResDelivery = Delivery of reservations to the channel manager}

When the property wants to get connected they must request both HSI/BMS {ARI & ResDelivery}

For how long Hotelbeds accepts inventory updates?

In the Cloudbeds PMS, it is possible to configure rates and availability for a long period. However, even if you have configured 3 years of inventory, for example, note that the availability, rates and inventory updates to Hotelbeds will be for a longer period of a maximum 2 years.

You can control the period the Cloudbeds PMS will update distribution channels. Check this article for more information: How to change the allotment of rooms sent to distribution channels

Hotelbeds Contracts Information and selection

If you have multiple properties, it's possible to have them under 1 Hotelbeds account and own a different contract for each one of them.

When connecting the Cloudbeds PMS to Hotelbeds, make sure you have the correct contract for the property. Each contract has a unique hotel code to identify the property.

Hotelbeds contracts are set up and managed directly in the Hotelbeds extranet. On Cloudbeds side, we update rates, availability for multiple contracts per account, and we download all the bookings.

Who sends emails for Hotelbeds booking confirmations?

Be advised that Hotelbeds disables sending emails to the property directly once you are connected to a channel manager. As soon as you are connected to a channel manager, we must take over the emailing responsibility.

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