Cloudbeds is a web-based Property Management System that helps increase your guest relationships. The Cloudbeds integration allows customers to charge their food and beverages from Lightspeed POS to their guest folio.

To use the Cloudbeds integration, you’ll need a Cloudbeds account. Visit Cloudbeds to get started.

Setting up the Cloudbeds integration

In your Cloudbeds PMS back office, follow the steps on the Cloudbeds Help Desk to connect to Lightspeed K-Series.

In your Lightspeed K-Series Back Office:

1. Navigate to Configuration > Settings > Payment methods.
2. Click Add a payment method.
3. Create a new payment method with the following information:
• Payment method type: Charge to Room
• Code: IKPMS
• Name: Cloudbeds
• PMS Server: Other (if available)
• Enable manual search: Checked (if available)
4. Click Save.

Frequently asked questions

• Charge to room:

  • Room charges: Yes
  • House accounts: No
  • Room charges are posted in real-timeCharge to house accounts (aka Paymaster): No
    Tips

  Non-room charges (Credit card payments): No

  Partial Payments: Yes

  Voids: Yes

  Refunds: Yes

  Full Revenue posting: No

  Revenue Centre Mapping Opportunities:

  • Business Location: No
  • POS Configuration: No
  • Floor plan: No

• Closing time is set by default to 5.30am (in line with POS closing time). This can be changed by Lightspeed support.

• The inquiry for the guest's name is made via the POS. It is possible to search for the first and/or last name of a guest, or the room number. Partial matches and alphanumeric matches are also recognized. If the search is successful, the PMS provider returns the matching guest name or names and its associated room numbers are displayed. In general, the search function helps to find checked-in guests or rooms. Guests who have not checked in cannot be found using the search function.

• No, Cloudbeds does not offer the possibility to restrict room charges.

• If a transaction has to be voided from a Guest Reservation because the wrong guest was chosen or the wrong items have been charged, the whole receipt must be voided on the POS which will send a negative posting to the PMS.

  Handling on the same day is the same as for regular Guest Reservation charges:

  • Send the room inquiry first to verify the guest is still checked in.
  • Void the receipt via the “VOID RECEIPT” action on the POS.
  • A cancellation on the same day or on a following day is only possible and supported at the POS not via the Back Office.

  A void on the same day or on a following day is only possible and supported at the POS not via the Back Office.

• If a transaction has to be refunded / voided from a Guest Reservation because of a wrong payment method or the wrong items have been charged, the whole receipt must be voided from the POS.

  Handling of a cancelation on a future day:

  • Check via room search if the Guest is still checked in.
  • Create a new transaction, with (-) refund items and charge it to the same room / Company Account on which the transaction to be corrected was charged in the past.

  A void on the same day or on a following day is only possible and supported at the POS not via the Back Office. A cancellation is equivalent to a (-) minus charge, and is posted with the date of the future day to the Guest Reservation / Company Account.

• Yes, service charges are supported. For the service charge, a %-item (% applies for the entire account) can be created in an accounting group with either a 0% tax or the applicable tax rate.

• On the guest's reservation folio, no breakdown by taxes, items, service charges or tips are currently displayed. The total amount of the room charge is shown in a line, with the relevant Lightspeed receipt ID.

• Please reach out to Cloudbeds Support for any integration questions via their Helpdesk.