cloudbeds-guide
Cloudbeds Integration
Velaro connects to Cloudbeds to handle guest inquiries, front desk overflow, and after-hours questions without staff involvement. The AI bot accesses live reservation data, folio details, and housekeeping status from your Cloudbeds PMS.
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Connect Cloudbeds
1. Go to Settings → Integrations → Cloudbeds
2. Click Connect with Cloudbeds
3. You are redirected to Cloudbeds — sign in with your Cloudbeds credentials and click Authorize
4. You are returned to Velaro with the integration active
The connection uses OAuth. Velaro does not store your Cloudbeds password. You can disconnect at any time from Settings → Integrations → Cloudbeds.
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What AI Can Do
| Action | Details |
|---|---|
| Look up reservation | Find a booking by guest name, email address, or booking number |
| Confirm check-in | Return reservation status, room assignment, and check-in time |
| Get folio details | Return current charges, payments, and balance for a reservation |
| Room availability | Answer questions about available room types for requested dates |
| Housekeeping status | Return current clean/dirty/inspected status for a room |
| Answer property questions | Return check-in/out times, amenities, parking, and policies from your Cloudbeds property settings |
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Use Cases
Guest calls to confirm their booking — Bot pulls the reservation by name or booking number and confirms dates, room type, and check-in time. No staff needed for routine confirmations.
After-hours check-in question — Guest arrives late and texts asking for check-in instructions. Bot retrieves their reservation, confirms the room, and provides property access details.
Billing question during stay — Guest asks about charges on their folio. Bot retrieves the current folio and summarizes charges so far, reducing trips to the front desk.
Front desk overflow during peak check-in — Multiple guests contact the property at once. Velaro handles routine lookups while staff focuses on guests who need hands-on service.
Housekeeping coordinator — Team member asks which rooms are clean and ready. Bot queries Cloudbeds housekeeping status and returns a room list.
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Permissions and Data Access
Velaro requests the following scopes during OAuth authorization:
| Scope | Used for |
|---|---|
| Reservations (read) | Reservation lookup and status |
| Guests (read) | Guest name, email, and contact info |
| Folios (read) | Charges, payments, and balance |
| Rooms (read) | Room type, availability, and housekeeping status |
| Property (read) | Check-in/out times, amenities, and policies |
Velaro does not process payments, modify reservations, or access your Cloudbeds financial reporting.
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Troubleshooting
| Symptom | What to check |
|---|---|
| Bot cannot find reservation | Confirm the guest is using the exact name or email on the Cloudbeds booking. Confirm the booking exists and is not cancelled in Cloudbeds. |
| Integration shows Disconnected | The OAuth token may have expired or been revoked. Go to Settings → Integrations → Cloudbeds and click Connect with Cloudbeds to re-authorize. |
| Folio shows no charges | Folio data is pulled live from Cloudbeds. If charges are missing, confirm they have been posted in Cloudbeds for that reservation. |
| Availability shows no results | Confirm your Cloudbeds property has rooms configured for the requested dates. Check that the connected Cloudbeds account has access to availability data. |
| Housekeeping status is stale | Status is fetched live from Cloudbeds on each request. If status looks wrong, update it in Cloudbeds directly. |
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