Importing Existing Reservation Cards During Onboarding

The Import Cards page lets you add payment cards to your existing reservations directly in Cloudbeds PMS - one at a time, without navigating away from the page.

This page is available for a limited time during your onboarding window. Your onboarding coach will let you know when it is active for your property.

Before You Start

• The Import Cards page is only visible during your onboarding window. If you do not see it, contact your onboarding coach.
• For PCI compliance, card details must be entered directly by your staff through your own Cloudbeds PMS login - they cannot be shared with or entered by Cloudbeds on your behalf. The Import Cards page is designed to make this process as straightforward as possible.
• Cards added here must be charged manually. Adding a card to an existing reservation does not create an automatic payment schedule.

How to Find the Import Cards Page

1. Log in to Cloudbeds PMS
2. Go to the Reservations list
3. Look for the Import Cards icon in the top toolbar
4. Click it to open the Import Cards page

How to Add a Card

1. In the search field, type the guest name or reservation ID
2. Select the target reservation from the dropdown
3. Enter the card details: cardholder name, card number, expiry date, and CVV
4. Click ➕ to save

The card is saved and classified automatically - you will see a badge on the row:

• VCC (green): the system identified this as an OTA virtual card
• Guest card (gray): the system classified this as a standard guest card

You do not need to select the card type yourself - the system determines this automatically.

What Happens After Saving

• The row updates to show the masked card number, expiry, cardholder name, and card type badge
• The card is marked Active by default - it is available to be charged from the reservation. You can toggle it to Inactive if you need to mark a card as not processable. Inactive cards can be reactivated at any time.
• A new search field opens below for your next reservation
• You can continue entering cards without leaving the page

VCC and Guest Cards - What to Expect at Charge Time

VCC cards are stored in a way that allows them to be charged without triggering additional authentication (3DS). This is the correct behaviour for OTA virtual cards.

Guest cards may trigger 3DS authentication when charged, depending on the card and the issuing bank. This is standard card security behaviour and cannot be bypassed. If a guest card requires 3DS at charge time, a validation email is sent to the guest. The guest must approve it before the transaction can be processed. We recommend notifying the guest in advance so they are expecting the email and can respond promptly.

What This Page Does Not Do

• Does not create automatic payment schedules. Cards added to existing reservations must be charged manually. The system does not retroactively schedule charges for reservations that were created without a card.
• Does not apply to new reservations created after your go-live date. This page is for pre-existing reservations only.

Frequently Asked Questions

1. How long is the Import Cards page available?
   The page is available for a limited window during your onboarding. If you do not see it or need more time, contact your onboarding coach.
2. Can I change the VCC or Guest card classification after saving?
   No. Classification is automatic and cannot be overridden. If you believe a card has been mis-classified, contact your onboarding coach.
3. Why can I not just send the card details to my onboarding coach?
   Card data must be entered directly through a secure, compliant system - it cannot be shared via email, spreadsheet, or any other file format. The Import Cards page is the supported path.
4. What if a card fails to save?
   Check that all required fields are filled in. If the issue persists, contact your onboarding coach.
5. Can I import cards to a group profile?
   Not through this page. The Import Cards page supports individual reservation card entry only. If you need to add a card to a group profile, you can do so directly from the group profile screen in Cloudbeds PMS.
6. After importing cards, do I need to do anything else?
   Yes - you will need to process charges manually for these reservations. Automatic payment scheduling does not apply to cards added after a reservation was created.