Connect Cloudbeds to WhatsApp, Instagram, TikTok and AI Chat
Yes. AeroChat books directly into Cloudbeds. It reads live availability and rates, and creates or changes the reservation through Cloudbeds’ API only after the guest confirms, on WhatsApp, Instagram, web chat and every other channel your guests use.
Guests message your hotel on WhatsApp to ask if you have a room next weekend, to change their dates, or to ask for an early check-in. Your rooms, rates and reservations are already in Cloudbeds. AeroChat answers those messages and works from Cloudbeds directly: it reads availability and rates, creates the reservation and adds requests to it, so the chat and the front desk see the same booking.
This page covers what you can automate, how the connection works and what stays in Cloudbeds. Each use case links to a page with a description you can paste into AeroChat.
What you can do with Cloudbeds and AeroChat
- Take hotel bookings on WhatsApp. Quote room types and direct rates from Cloudbeds, take a deposit by payment link and create the reservation.
- Change or cancel a booking within the rate’s policy. Find the reservation, check the new dates and update it once the guest confirms.
- Add pre-arrival requests to the reservation. Early check-in, airport transfers, cots and late arrivals go on the booking as notes or paid extras.
- Answer “what time is check-in?” for a booked guest. Read the reservation, then answer from your fact sheet with the guest’s own dates and room.
- Hand complaints to the duty manager with the room number. Look up the guest’s reservation so the person who takes over already knows who they are.
- Recognise returning guests. AeroChat looks up the guest in Cloudbeds, so someone who has stayed before does not have to give all their details again.
- Collect the balance before arrival. AeroChat reads what the guest still owes on the reservation, sends an Airwallex payment link in the same chat and records the payment on the reservation in Cloudbeds. See booking deposits on WhatsApp.
What it looks like on WhatsApp
Guest: Hi, do you have a room for 2 adults next Friday and Saturday? (example)
AeroChat: Yes. A Double Room is USD 95 a night (example), USD 190 for both nights, and a Garden Suite is USD 140 a night (example), USD 280 in total. Both include breakfast. Which would you like?
Guest: The Double Room. Ana Reyes, ana@example.com (example).
AeroChat: To confirm: Double Room, Friday and Saturday night, 2 adults, USD 190 in total. Here is the link for the first night’s deposit of USD 95. Your room is booked once it is paid.
AeroChat: Deposit received. You’re booked. Reservation number 7HX2K9 (example). Check-in is from 2pm (example).
In Cloudbeds: a new reservation for the Double Room on both nights, created after the guest chose the room and paid, with a note that the deposit was paid in chat.
Guest: Can we change to Saturday and Sunday instead? Booking under Ana Reyes. (example)
AeroChat: I found your booking for Friday and Saturday. The Double Room is free on Saturday and Sunday at the same total of USD 190 (example), and your rate allows the change. Shall I move it?
Guest: Yes please.
AeroChat: Done. You now arrive on Saturday and leave on Monday morning.
In Cloudbeds: the same reservation now shows Saturday and Sunday nights, changed only after the guest said yes, with a note recording the change.
Guest: What time can we check in? (example)
AeroChat: Check-in is from 2pm (example) on Saturday for your Double Room. If you arrive earlier, we can keep your bags at the front desk.
In Cloudbeds: nothing changes. AeroChat read the guest’s reservation to answer with her own dates and room.
Works on every chat channel
Your guests message you wherever they already are. The same Cloudbeds connection and the same workflows run on every channel AeroChat supports, and Cloudbeds stays the record whichever one they use.
| Channel | What your guests can do |
|---|---|
| Message your WhatsApp Business number to check availability, book a room or change their dates. Voice notes are transcribed, so a spoken request works too. | |
| Send the same requests by direct message. A comment on your post can get an automatic reply that moves the conversation to a DM. | |
| Facebook Messenger | Send the same requests to your Facebook Page. Comments on your Page posts can get an automatic reply too. |
| TikTok | Send the same requests by TikTok direct message or TikTok Shop buyer chat. Both arrive in the same TikTok inbox. |
| Telegram | Send the same requests to your business on Telegram. |
| Web chat | Do the same from the chat on your website, without leaving the page. |
| Write to your Gmail or Office 365 address and get the same answer the chat gives. |
How the connection works
AeroChat connects through Cloudbeds’ public REST API (Cloudbeds developer documentation). Through it, AeroChat reads available room types and rates for given dates, finds reservations and guests, creates reservations, updates dates or status, and adds notes to a reservation.
- What AeroChat reads from Cloudbeds: room types, availability and rates for the guest’s dates, reservations, guest details and the balance still owed.
- What AeroChat writes to Cloudbeds: new reservations and changed dates or status, each only after the guest confirms, notes on the reservation and payments taken in chat.
To connect, a Cloudbeds user at your property creates an API key under Account, Apps and Marketplace, API Credentials. You describe the workflow in your own words, AeroChat builds it and asks for the key by name. You enter the key in the AeroChat dashboard. It never passes through the conversation. Cloudbeds expires a key that goes unused for 30 days, so a live workflow keeps it active.
Workflows to copy
Seven ready-made workflows for Cloudbeds. Copy one into AeroChat, add your Cloudbeds API key, and it runs on every channel. Every workflow that creates or changes a reservation asks the guest to confirm first.
1. Take hotel bookings on WhatsApp
Copy this into AeroChat
When a guest asks if we have a room, ask for their dates and the number of adults and children. Check Cloudbeds for the room types available for every night and their direct rates. Offer up to three options with the total price and what the rate includes. When they choose one, collect their full name, email and phone number, send a deposit payment link for the first night, and when it is paid create the reservation in Cloudbeds with a note that the deposit was paid in chat. Send the confirmation with the reservation number, dates, room type and our check-in time. Only quote rates Cloudbeds returns. Never give a discount.
2. Change or cancel a booking within the rate’s policy
Copy this into AeroChat
When a guest asks to change or cancel their booking, ask for the reservation number, or the booking name and arrival date, and find the reservation in Cloudbeds. If it was booked through an online travel agency, tell the guest to change it with that agency. For a direct booking, check the rate’s change and cancellation terms. To change dates, check Cloudbeds for the same room type on every new night and tell the guest the new total. To cancel, explain what the rate’s terms mean for their deposit. Update or cancel the reservation in Cloudbeds only after the guest confirms, and add a note saying what changed in chat. Never waive a charge.
3. Add pre-arrival requests to the reservation
Copy this into AeroChat
When a guest with a booking asks for early check-in, a late arrival, a baby cot or an airport transfer, find their reservation in Cloudbeds by name and arrival date. Add the request to the reservation as a note. For an airport transfer, quote the price from our extras list and send a payment link. Tell the guest early check-in depends on the room being ready and the front desk will confirm on the day.
4. Answer “what time is check-in?” for a booked guest
Copy this into AeroChat
When a guest asks about check-in, check-out, parking or breakfast, find their reservation in Cloudbeds by name and arrival date. Answer from our fact sheet using their own dates and room type, for example check-in from 2pm (example). If they ask for an early check-in, add it to the reservation as a note and say the front desk will confirm on the day. Never share another guest’s details.
5. Hand complaints to the duty manager with the room number
Copy this into AeroChat
When a guest complains, apologise once and ask for their name or room number. Find their reservation in Cloudbeds and ask what happened and when. Hand the conversation to the duty manager with the guest’s name, room, dates and the complaint in two sentences, and add a note to the reservation that a complaint was raised in chat. Do not offer refunds, discounts or upgrades yourself.
6. Recognise returning guests
Copy this into AeroChat
When a guest wants to book, ask for their email address and look them up in Cloudbeds. If they have stayed before, greet them by name, confirm the phone number and email we have on file and ask only for what has changed. If they are new, collect their full name, email and phone number. Then follow the booking workflow, and create the reservation only after the guest confirms.
7. Collect the balance before arrival
Copy this into AeroChat
When a guest with a booking asks what they owe or wants to pay before arrival, find their reservation in Cloudbeds and read the balance due. Tell them the amount, for example USD 95 (example), and send an Airwallex payment link for it in the chat. When the payment is confirmed, record it on the reservation in Cloudbeds and confirm that nothing is left to pay at check-in. Never change the price of the stay.
Who uses it
Independent hotels, guesthouses, hostels and serviced apartments that run their rooms in Cloudbeds. See the hotel recipes for room availability questions, booking changes, pre-arrival requests and complaint handover.
What stays in Cloudbeds
Cloudbeds stays the record of every room, rate, reservation and guest. Your channel connections, rate plans and housekeeping keep running there as they do today. AeroChat handles the conversation: it asks the questions, reads what it needs and writes the reservation or the note. It does not change rates, restrictions or room assignments you have not described in the workflow.
WhatsApp workflows that use Cloudbeds
These end-to-end WhatsApp workflows run with Cloudbeds behind them. See them all in the WhatsApp workflows library.
Questions
Does AeroChat work with Cloudbeds?
Yes. It connects through Cloudbeds’ public API with an API key your property creates in Cloudbeds.
Can guests book a room through WhatsApp?
Yes. AeroChat reads availability and rates from Cloudbeds, takes a deposit by payment link and creates the reservation. It also works on Instagram, Messenger and web chat.
Do I need a developer?
No. You describe the workflow in your own words and AeroChat builds it. You create the API key in Cloudbeds and paste it into the dashboard.
Which plan do I need?
Workflows via Skills are on every plan. Choose by message volume: Starter covers 500 AI responses a month, Growth 2,000 and Advanced 5,000. You need Growth or above to send payment links for deposits.
Using a different system? If it has a public API, it connects to AeroChat the same way: describe what you want, paste in its key, and it runs.
Can’t find your tool? Message us in the chat on this page and we’ll tell you how it connects.
Take your first booking in chat
Paste the booking workflow, add your Cloudbeds API key, and message your own number asking for a room next weekend.
Start your 7-day free trial. No credit card needed.
Sign up for an annual plan on Growth or above and we’ll set up your workflows and connect Cloudbeds for you, free. See plans.