Cloudbeds

Two ways in

Both ways end with the history import and a review of what MAYA found. The Marketplace way comes with a free trial (7 days), needs no code, and connects several properties at once (paying for a group of properties). From inside MAYA you pay first, a code may be needed, and one property connects at a time.

Way 1: from the Cloudbeds Marketplace

1. 1

   In Cloudbeds, open the Marketplace, find MAYA and click Connect App. Approve the permissions Cloudbeds lists. They come from MAYA's Marketplace listing.

2. 2

   Create your MAYA account, or switch to Sign in if you have one. The page says "Your Cloudbeds property is connected. Create your account to finish setting it up." A new account gets a confirmation email: open its link in the same browser and you are signed in with the property attached.

3. 3

   Click Set up payment. Nothing is charged until the trial ends, and you can cancel any time.

A sign-in page that says "Your Cloudbeds connection is active again. Sign in to pick up where you left off." means the property already has an owner, so this was a reconnect. Sign in. A property already connected from inside MAYA is never added a second time: Connect App reconnects it instead (read "Disconnecting and reconnecting", below).

Way 2: from inside MAYA

1. 1

   On the screen titled Connect your property system, click Connect → beside Cloudbeds (Sign in with your Cloudbeds account).

2. 2

   Sign in on Cloudbeds' site and approve, within 15 minutes. MAYA asks to read bookings, write bookings, read rooms, read and write rates, read property details, and read taxes and fees.

3. 3

   You are back in MAYA. It names the property from Cloudbeds (adding "(2)" if that name is taken), reads its time zone and currency, and starts the history import. A property that is already in MAYA under someone else stops here with "This Cloudbeds property is already in MAYA, so nothing new was added. Ask its General Manager to invite you, or email us." and nothing is set up.

Messages you may see

• "Cloudbeds needs an access code", with "You paid without a code, and Cloudbeds needs one to connect." The system you chose at checkout needed no code, and Cloudbeds does. A code cannot be added after paying, so email us.
• "Your property's system uses KRW. MAYA doesn't price in KRW yet, so nothing was set up or imported. Email us and we'll tell you when it does." (with your currency's code). For now MAYA works only in dollar, euro and pound style currencies, and checks yours as you connect, from either way in. Nothing about the property is kept. When you had already paid, it adds "Reply to your receipt and we'll sort out your payment." In a group, only the properties in other currencies are left out, and the sign-in page says how many. Which currencies MAYA works in has the list.
• "This Cloudbeds login covers 3 properties. MAYA signs one property up at a time right now" (with your own number). MAYA cannot tell which property you paid for, so email us and we set them up.
• "Cloudbeds wasn't connected", with "MAYA wasn't given access, so nothing was changed." You clicked Deny on Cloudbeds' page. Start again and allow access.
• Anything else, such as "We hit a snag connecting your property", "Cloudbeds didn't finish connecting" or "We couldn't check your signup", usually clears if you try again in a moment. "We hit a snag connecting your property" has a Try again button, or Back to setup where trying again would fail the same way. The other two have Back to setup. Messages you might see, explained has each one.

What MAYA reads from Cloudbeds

About every five minutes, MAYA reads bookings made or changed since the last read, with each room's own nightly rate, and your room types with the number of units in each. About once an hour it reads your own nightly rates for the next 396 nights from each base rate plan. Once a day it reads the whole booking window again. It also asks for your taxes and fees, because Cloudbeds requires it, but keeps none of that and uses none of it.

Your property's name is read once, at connect. Its time zone and currency are read at connect and again once a day: MAYA follows a new time zone, and a new currency only while you are in simulation, with a line in the change log either way. Once you are live, a currency change in Cloudbeds is not followed; email us.

Cloudbeds sends availability and restrictions (such as minimum stays) with your room types and nightly rates, and guest names with bookings. MAYA uses none of them and keeps none of them. It never asks for room blocks, allotments or other guest details.

A booking picked up from an allotment block arrives with the block's code, and one attached to a group profile can carry the group's code. A code can name a guest, so MAYA never keeps it: it turns it into a scrambled key that can't be turned back, keeps only the key, and counts the group's bookings as one booking for booking speed. Pickup and occupancy count every room. Groups count once from when MAYA has read your booking history with the codes, so similar past nights count their groups the same way: the first import does that, and for a property connected earlier, Get suggestions from my data reads it again. Until then each reservation counts as its own booking. Read What is counted.

A few Cloudbeds details:

• Bookings count when Confirmed, Checked In, Checked Out or Confirmation Pending, even before they are given a room. Cancelled and No Show come off on the next read.
• The booking date is the one Cloudbeds reports. MAYA does not shift it to another time zone. MAYA keeps its time too, to the minute, on your property's clock, so separate bookings made together can count as one (What is counted).
• A virtual room type is read like any other. If it makes your room count too high, you can untick Counts as a room for it on the PMS tab. Unticking it also stops bookings made on that room type counting towards occupancy and booking speed. If guests book it, email us before you untick it.
• Blocked rooms are not read. Record them under Rooms out of service on the PMS tab.

What MAYA writes: the base rate

Once you go live, MAYA sends the prices that changed every cycle, for tonight and the next 395 nights, to each room type's base rate. Plans that follow it (derived plans, such as a non-refundable rate at 10% off) move by Cloudbeds' own rules. MAYA never writes to any other plan and never creates one.

There is no setting to choose a different plan. To have a plan move with MAYA's prices, make it follow the base rate in Cloudbeds.

A room type with no base rate is priced on the calendar but not sent, and the change log says "MAYA can't find a base rate for Deluxe in Cloudbeds, so its rates can't be changed". Once you add one, the held prices go out on a later cycle. Read when your property system does not accept a price.

MAYA never writes bookings, availability, restrictions, minimum stays, close-outs, taxes, room types or settings, and never sends a price of 0 (set a comp night to 0 in Cloudbeds yourself). The "write reservations" permission MAYA asks for when you connect from inside MAYA is never used.

PIE and MAYA

If you use Cloudbeds PIE (Price Intelligence Engine), Import from PIE on the Rules tab brings its occupancy rules and price limits into MAYA from a screenshot of PIE's Rules and Alerts page. MAYA never reads or changes PIE itself. PIE has already adjusted the nights its rules match today, so the rules that were on in PIE are added on with those nights left as they are, and they act on changes from then on. Read Import your rules from PIE.

MAYA doesn't have PIE's history, so after you switch from PIE it can't take back adjustments PIE already made. For example, a night PIE raised stays raised in Cloudbeds after PIE is off, and MAYA reads that as the night's normal rate. If you want a clean start, reset your rates in Cloudbeds when you switch PIE off.

Once you are live, PIE and MAYA should not both change the same rates: each would write over the other's base rate, and you could not be sure which set the price a guest sees. After importing, turn PIE's rules off in Cloudbeds before you go live. If PIE has to stay on, choose MAYA's price wins in Settings, so MAYA sends its own price again whenever a rate it sent is changed. Read Settings.

Disconnecting and reconnecting

You disconnect in Cloudbeds, under Marketplace, then My Apps. If you uninstall MAYA in Cloudbeds, Cloudbeds usually tells MAYA within seconds and the connection reads Disconnected. If it is still disconnected an hour later, every General Manager and Hotel Admin gets one email saying so, which you can ignore if you meant to disconnect. Disconnecting does not cancel your subscription, so if you are leaving, cancel on the Billing page first.

To reconnect, a General Manager or Hotel Admin clicks Reconnect Cloudbeds on the PMS tab and signs in at Cloudbeds. Rules, history and settings are untouched. Any login that reaches this property works, a group login included, however you first connected. A login that does not reach it stops with "This login is for a different property." before anything changes. MAYA never sees your Cloudbeds password, so after a password change, reconnect only if prices stop updating.

• If the property came through the Marketplace, clicking Connect App again also reconnects.
• If you connected from inside MAYA, clicking Connect App again also reconnects, and never adds a second property: MAYA finds your property by its Cloudbeds property. Sign in to MAYA first, in the same browser, as its General Manager or Hotel Admin, and you land on its PMS tab with "Reconnected." Anyone else sees "This property is already in MAYA, so nothing new was added." and nothing changes.

A reconnect sign-in slower than 15 minutes stops with "That sign-in link ran out after 15 minutes. Start again from MAYA." and nothing changes: press Back to the PMS tab and click Reconnect Cloudbeds again.

When the person who connected MAYA leaves. Cloudbeds ties the connection to the user who approved it. Once that user is deactivated, nothing is read, priced or sent, though the PMS tab may still read Connected (Last sync stops moving). Reconnect with another login, before you remove them if you can.

Read reconnecting and disconnecting for the rest. For login or data problems inside Cloudbeds, ask Cloudbeds Support at myfrontdesk.cloudbeds.com.