CardFree & Cloudbeds Integration Guide

This article will guide you through connecting CardFree with Cloudbeds, enabling seamless room charges for online orders and your Clover POS.

1. Introduction

CardFree provides an integration to Clover POS as well as a robust mobile and online ordering platform integrated with Clover and other POS such as Oracle Simphony. By connecting to Cloudbeds, you can allow guests to:

  • Charge online or mobile food and beverage orders directly to their room/reservation.
  • Pay for existing orders via room charge.
  • Apply Room Charge Clover POS transactions through the Cloudbeads API posting room charges to the guest folio.

2. Prerequisites

Before starting the integration, ensure you have:

  • An active Cloudbeds account.
  • An active CardFree agreement.
  • A Clover POS system (if using the POS integration).

3. How to Connect CardFree to Cloudbeds

We use the Email Delivery method for secure authentication.

  1. Find us in the Marketplace: Log in to your Cloudbeds account and navigate to Account → Apps & Marketplace.
  2. Search for CardFree: Locate our app and click Connect App.
  3. Approve Permissions: Review the requested permissions (e.g., Guest Data, Reservation Data, Folio Access) and click Approve.
  4. Authorization Notification: Once you click approve, a notification is sent to our team.
  5. Finalizing the Connection: Our support team will receive your unique API key via Cloudbeds. We will finalize the backend link and send you a confirmation email within 3 business days.
  6. Configuration: Once confirmed, log in to your CardFree dashboard to view branding and other configuration properties.

4. Specific Functionality

Online & Mobile Ordering

When a guest places an order via your branded mobile link or website provided by CardFree, they will see “Room Charge” as a payment option.

  • The system validates the guest’s status (must be “Checked-In”) using their Room Number and Last Name.
  • Once validated, the charge is posted instantly to the Cloudbeds Folio.

Clover POS Integration

For in-person dining, your Clover POS will now feature a “Room Charge” button:

  1. Open the order on Clover.
  2. Select Pay and choose Room Charge.
  3. Enter the guest’s Room Number and validate the last name matches.
  4. The transaction will sync to the guest’s folio in Cloudbeds, including item details and taxes.

5. Supporting Group Accounts (Optional)

If your property is part of a Group Account, CardFree allows you to select which specific properties within the group should enable room charging. You can manage these settings under the ‘Location’ tab in our dashboard.

6. How to Disconnect

If you wish to stop the integration:

  1. Log in to Cloudbeds and go to Apps & Marketplace → My Apps.
  2. Find CardFree and click Disconnect.
  3. You should also notify support@cardfree.com to ensure your subscription settings are updated.
  4. For more details, see Cloudbeds: How to Disconnect an App.

7. Limitations

  • Charges can only be posted to reservations with a status of “Checked-In”.
  • Payments made via Room Charge can only be refunded from the CardFree Portal and Clover POS while the guest is still “Checked-In”. Once the guest checks out and all services are finalized and applied to the quest payment method. Any refunds to the guest’s payment method must be adjusted or voided within the Cloudbeds Folio.

8. Frequently Asked Questions (FAQ)

Q: Can I restrict room charges for certain guests? A: Yes, if a guest is marked as “Cash Only” or has no credit card on file in Cloudbeds (depending on your settings), the room charge may be declined.

Q: Does the integration sync taxes? A: Yes, taxes are calculated at the POS/Ordering level and posted to the Cloudbeds folio as part of the total line item.

9. Support

If you encounter any issues or need help with setup, please contact our support team:

  • Email: support@cardfree.com