How to setup PMS Integration.
Connect your Cloudbeds property with Omnitec to automate access code and key card generation
Overview
The Omnitec integration with Cloudbeds automatically synchronizes reservations and generates access codes, physical key cards, and digital keys when guests check in. This integration eliminates manual data entry and ensures seamless access management for your property.
- Automatically generates access codes when guests check in
- Creates physical key cards for room access
- Generates digital keys (mobile keys) on demand
- Synchronizes reservation status changes (check-in, check-out, cancellations)
- Updates Cloudbeds custom fields with access information
Requirements
- An active Cloudbeds account with a user that has API Credentials and Integrations permission
- An Omnitec account with OSAccess configured
- Your Cloudbeds Property ID
Setup Instructions
1 Connect Your Cloudbeds Account
In Cloudbeds Connect, find the Omnitec integration and click "Connect" or "Install". You will be redirected to authorize the integration.
2 Authorize the Integration
During the OAuth flow, Cloudbeds will ask for permission to access your property data. Click "Authorize" to proceed.
- Subscribe to necessary webhook events
- Create custom fields in Cloudbeds (
OmnitecPasscodeandPhysicalToken) - Store your API credentials securely
3 Verify Connection
Once connected, the integration is ready to use. You can verify the connection by checking that the custom fields OmnitecPasscode and PhysicalToken appear in your Cloudbeds reservation settings.
How It Works
Automatic Check-in Processing
When a guest checks in through Cloudbeds:
- The integration receives a webhook notification from Cloudbeds
- It automatically creates a reservation in OSAccess
- Generates a physical key card with the guest's access permissions
- Creates an access code (passcode) for the guest
- Updates Cloudbeds custom fields with the access code and card information
- No manual intervention required
- Access codes appear in Cloudbeds reservation details
- Physical card information is stored for reference
Requesting Additional Keys
If you need to generate additional keys (passcodes, digital keys, or re-encode cards) after check-in:
- Use Cloudbeds' door lock key request feature
- The integration will automatically generate the requested key type
- The key status will be updated in Cloudbeds
In the reservation view, open the three-dot menu and select Issue keys, then choose the key type you want to issue.
Check-out and Cancellations
When a guest checks out or a reservation is cancelled:
- All access codes are automatically deactivated
- Rooms are checked out from the access system
- No manual cleanup is required
Custom Fields
The integration automatically creates two custom fields in your Cloudbeds account:
OmnitecPasscode
- Contains the guest's access code (passcode)
- Visible in reservation details, booking view, and card view
- Automatically updated when the guest checks in
PhysicalToken
- Contains information about the physical key card
- Includes the card UID and room assignment
- Updated when a physical card is encoded
Troubleshooting
Integration Not Working
If something is not working as expected, please contact Omnitec Support and we will help you right away.
To speed things up, please include:
- What were you trying to do when the issue happened?
- Where did it happen in Cloudbeds, and approximately when?
- Your Property ID and Reservation ID (if available)
- What you expected to happen, and what happened instead
- A screenshot or the exact message shown (if available)
Access Codes Not Appearing
- Ensure the guest has checked in (status = "checked_in")
- Verify that custom fields exist in Cloudbeds
- Check that the reservation has valid dates and room assignments
Physical Cards Not Encoding
- Verify that your physical card encoder is connected and configured
- Ensure the guest has a valid email address (required for some operations)
- Check that the OSAccess reservation was created successfully
Disconnecting the Integration
To disconnect the integration:
- Go to Cloudbeds Connect and find the Omnitec integration
- Click "Disconnect" or "Remove"
- The integration will automatically:
- Remove all webhook subscriptions
- Clean up integration settings
- Disable the app in Cloudbeds
Support
If you need assistance with the integration:
- Check this documentation for common issues
- Review the FAQ page for frequently asked questions
- Review the integration logs for error details
- Contact Omnitec support for technical assistance
Omnitec - Cloudbeds Integration
Automated access management for your property