1. Cloudbeds
  2. Payment Processing
  3. Taking Payments

Saved Cards & Authorizations: Managing Guest Payment Methods (New UI)

Mariia Korostashevych
Updated
Purpose Manage saved payment cards and card authorizations from the reservation screen.
Best for Front desk users, night auditors, property managers, and property admins.
Use this when Adding or importing a card, setting a default card, authorizing funds, capturing or voiding a hold, or reviewing card activity.
Requirements A reservation or group or event profile and the required payment or card-viewing permissions for the intended action.
Expected result The card or authorization is saved, updated, captured, voided, or reviewed as intended.

Introduction

The reservation screen includes separate Saved Cards and Authorizations widgets. Use them to store guest payment methods, manage default cards, authorize funds, capture payments, void holds, and review card activity without leaving the reservation.

The same widgets are available on individual reservations and group or event profiles. The sections below explain each workflow and the situations that can affect card or authorization behavior.

Table of contents

Audience and impact

The widgets support different payment responsibilities across the property:

Role What to know
Front desk user Store guest payment methods, authorize funds at check-in, and capture payments at checkout.
Night auditor Monitor active authorization holds and capture pending authorizations before checkout.
Property manager or General Manager Configure Smart Policies and confirm which saved card is the default for automated payments.
Property admin Manage payment gateway connections and credit card viewing permissions.

Saved Cards widget

The Saved Cards widget appears on the right side of the reservation screen. The number in parentheses shows how many cards are stored for the guest.

Add a card manually

  1. Open the Saved Cards widget.
  2. Click Add Card.
  3. Use Active to enable or disable the card.
  4. Optional: Enable Set as Default if Smart Policies should use this card.
  5. Enter the cardholder name, card number, expiration date, and CVV.
  6. Click Save.

The card appears with its brand icon, last four digits, and cardholder name.

 Tip: Save a card as inactive when you want to keep it as a backup payment method.

Add a card through a terminal

  1. In the Saved Cards panel, click Add Card via Terminal.
  2. If the property has multiple terminals, select the terminal in use.
  3. Insert or swipe the card at the terminal.
  4. After confirmation, verify that the card appears in the list.

 Terminal limitation: Tap or contactless payments cannot be used to save cards. This is a payment processor limitation.

Import a card from another reservation

If the guest has a saved card on another reservation, import it instead of entering the card again.

  1. In the Add Card panel, use the Search field.
  2. Find and select the card from the guest's other reservation.
  3. Click the card to import it.

Default card

When a reservation has multiple saved cards, Smart Policies use the designated default card for automated payments.

  1. Open the three-dot menu on the card.
  2. Select Set as Default.

 Changing the default card affects only Smart Policies automations. It does not change how staff process payments manually. If the default card is deactivated, Cloudbeds prompts you to select another default.

Card authorizations

An authorization places a temporary hold on funds without capturing a payment. Use authorizations to verify a card or reserve funds before checkout.

Authorize a card

  1. Open the three-dot menu on the card.
  2. Select Authorize.
  3. Enter the hold amount in the Authorize Credit Card window.
  4. Click Authorize.

After authorization, the card menu displays Capture Authorization and Void.

Capture an authorization

Capturing converts all or part of an authorization into a payment.

  1. Open the card's three-dot menu or the Authorizations widget.
  2. Select Capture Authorization.
  3. Keep the prefilled amount or enter a smaller amount for a partial capture.
  4. Click Capture Authorization.

  5. Now you can see it as a captured Authorization in the card's Activity

 Partial capture: The processor releases any uncaptured portion of the hold, and it cannot be recovered. To charge more than the captured amount, create another authorization or add a payment to the folio.

Void an authorization

Voiding cancels the authorization and releases the entire hold.

  1. Open the card's three-dot menu or the Authorizations widget.
  2. Select Void or Void Authorization.
  3. Confirm the action.
  4. Now you can see it as a Voided amount in the card's activity:

 Irreversible action: A voided authorization cannot be restored.

Authorizations widget

The Authorizations widget appears below Saved Cards when the reservation has at least one active, uncaptured authorization. The number in parentheses shows how many authorizations are open.

Expand the widget to review each authorization's:

  • Card's last four digits
  • Cardholder name
  • Authorization amount

Total Capturable shows the combined amount available to capture. This helps night auditors confirm pending holds, capturable totals, and the cards with active authorizations before checkout.

Card details and security

View card details and activity

  1. Open the card's three-dot menu.
  2. Select View Details.

The panel includes:

  • Totals summary: Authorized, Charged, Refunded, and Processed amounts for the card on the reservation
  • Activity tab: Transaction timestamps, types, and amounts

View sensitive card data without a gateway

For properties without a payment gateway connection:

  1. Open the card's three-dot menu.
  2. Select View Details.
  3. Go to Sensitive Card Data.
  4. Click Reveal.
  5. Enter the Credit Card Viewing Password.

 For properties connected to Cloudbeds Payments or Stripe, the Sensitive Card Data section does not appear. Gateway-processed cards cannot be revealed through this workflow.

Additional workflows and limitations

3D Secure verification

Some cards require the guest to complete 3D Secure or Strong Customer Authentication before authorization.

  • While verification is pending, the authorization is unavailable in the Authorizations widget.
  • Another authorization attempt shows that verification is still pending.
  • Ask the guest to check their email for the card issuer's verification request.
  • If necessary, use another card or payment method.

 There is no cancel button for an authorization waiting for 3D Secure verification. The card triggers 3D Secure again on the next authorization attempt.

Group and event profiles

Use Saved Cards and Authorizations on group and event profiles to add cards, authorize funds, capture payments, and void holds as you would on an individual reservation.

Smart Policies automations

Smart Policies can schedule automatic payments against the default card. Scheduled payments do not appear in Authorizations until the day they run. Check the reservation Activity log to confirm an upcoming payment.

Deactivate a card

Deactivating a card removes it from active use without deleting it permanently.

  1. Find the card in Saved Cards.
  2. Turn the card toggle off.

Inactive cards remain stored but are not used for Smart Policies or manual payments.

Known limitations

Cards added before the cardholder-name field was introduced may have a blank cardholder name. The missing name cannot be backfilled; newly added cards include the field.

Transition from the classic reservation screen

Use this mapping when moving card workflows from the classic reservation screen to the new screen:

Action Classic screen New screen
Add card manually Credit Cards tab > Add Saved Cards > Add Card
Add card through terminal Credit Cards tab > Add with Terminal Saved Cards > Add Card via Terminal
Import card Credit Cards tab > Search Saved Cards > Search
Authorize card Authorize button Three-dot menu > Authorize
Capture authorization Capture button Three-dot menu > Capture Authorization, or Authorizations widget
Void authorization Void button Three-dot menu > Void, or Authorizations widget
View transaction history Logs tab View Details > Activity
View authorization totals Always-visible banner View Details > Totals summary
Set default card Not available Three-dot menu > Set as Default
See active authorizations Not available Authorizations widget
Deactivate card Deactivate Deactivate
View sensitive card data CCPWD prompt View Details > CCPWD prompt

Frequently asked questions

Expand a question for more information about card and authorization behavior.

Where are the Saved Cards and Authorizations widgets?

Both widgets appear on the right side of the reservation screen below the guest information. Authorizations appears only when active holds exist.

Can I use the widgets on group reservations?

Yes. Both widgets work on group and event profiles as they do on individual reservations.

What happens to an uncaptured authorization after checkout?

The processor releases the uncaptured portion. To recover the funds, authorize the card again. Capture or void active authorizations before checkout.

Can I edit a saved card?

No. Deactivate the existing card and add a new card when its details change.

Why is a scheduled Smart Policies payment missing from Authorizations?

Scheduled Smart Policies payments appear on the day they run. Check the reservation Activity log to confirm an upcoming payment.

Why does a PromptPay guest enter their information twice?

The payment form collects the information first. The processor's hosted page collects it again before generating the QR code. This behavior comes from the processor's flow.

How long does an authorization hold last?

The timeframe depends on the guest's bank and card type. Uncaptured authorizations are generally released within 3 to 5 business days, but some banks hold them longer. Ask the card issuer for the applicable timeframe.

Is a payment gateway required to use Saved Cards?

No. Cards can be stored and authorizations can be run without a payment gateway. Gateway-connected properties also support automatic fund capture and settlement.

Now that you can manage saved cards and authorizations, review these resources for adjacent payment, refund, gateway, and card-security workflows:

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