Cloudbeds Integration

In this article:

• What Does the Integration Do?
• How to Set Up the Integration
• Associate Keycafe Keys with Your Cloudbeds Rooms
  • Add "keycafe" to Your Cloudbeds Room Descriptions 
  • Add Cloudbeds Room IDs to Keycafe Keys
• Using the Integration
• Editing a Reservation's Room
• Editing a Reservation's Dates
• Further Assistance

What Does the Integration Do?

Cloudbeds is a hospitality management system for hotels, short-term rentals, and other hospitality businesses. Using the Cloudbeds integration with Keycafe allows for key access codes and instructions to automatically be created and sent to your guests when a reservation is confirmed in Cloudbeds. Guests can then arrive at the property at their check-in time and independently retrieve their keys at a SmartBox.

How to Set Up the Integration

Associate Keycafe Keys with Your Cloudbeds Rooms

Add "keycafe" to Your Cloudbeds Room Descriptions 

For every room you'd like to include in the Keycafe integration, "keycafe" needs to be added to the description. If a description already exists for a room, you can simply add "keycafe" to the end of it. This allows you to differentiate between rooms that will be self-accessed by guests using the Keycafe integration, and rooms that you'd like to manually hand out keys for.

1. In your Cloudbeds dashboard, go to Settings → Property → Accommodations.
2. Select an Accommodation Type. Under Accommodation Naming and Organization, click the Edit button and add "keycafe" to the description for each room you'd like to be part of the Keycafe integration.

Create Your Keys and Add Cloudbeds Room IDs

Your Cloudbeds Room Type ID is used to identify the associated key in Keycafe. If you have multiple rooms and multiple keys, this must be done for each pair.

1. In your Cloudbeds dashboard, go to Settings → Property → Accommodations.
2.  
3. In your Keycafe dashboard, select Keys, then the key for a room. If you have not yet created the key for the room, see Adding a Key to do so.
4. Select About Key → Edit, then enter the Room ID in the External ID field and click Save.

Using the Integration

When a reservation is created in Cloudbeds with an assigned room, a Keycafe one-time booking for the associated key will be automatically generated with the same start and end date/time as the reservation's check-in and check-out. The booking code and instructions to access the key at your SmartBox are then automatically sent to the guest by email, based on the contact information entered for the Cloudbeds reservation.

Things to note:

• If the reservation is created without an assigned room, the one-time booking will not be created until a room is assigned
• If the assigned room has "keycafe" in the description but does not have an associated Keycafe key (with the Cloudbeds Room ID in the Keycafe External ID field), a key will automatically be created using the room name. Keep in mind that you will need to attach a Keycafe fob to this automatically created key and deposit it into the SmartBox.

Any changes to the reservation's room or dates in Cloudbeds will be reflected in the Keycafe booking. Please allow for 1-2 minutes for new reservations and changes to show up in Keycafe.

Editing a Reservation's Room

If you change the Room of an existing reservation in Cloudbeds, a new Keycafe booking will be created for the new room's associated key (assuming the Room ID has already been linked to a Keycafe key, otherwise a new key will be created), and the original booking will be revoked.

Editing a Reservation's Dates

If you change the Check-In and/or Check-Out Dates of an existing reservation in Cloudbeds, the associated Keycafe booking will mirror the change and update its start and end dates to match.

Further Assistance

Have questions about the integration or suggestions for improvements? Email us at support@keycafe.com.