Connect Pay Now Arrival Safe to Cloudbeds

• Reads the connected property's profile, reservation, primary guest, rooms, rate plan and add-on information needed to identify and register Arrival Safe.
• Receives Cloudbeds reservation and app-state webhooks, then verifies every commercial decision through the Cloudbeds API.
• Registers one Pay Now Arrival Safe practice per eligible Cloudbeds reservation.
• Keeps the existing practice aligned with authoritative stay-date, room and guest-count changes without creating another practice.
• Writes the Pay Now practice code and claim link to the Cloudbeds reservation note after successful registration, then updates that same note when the relevant stay, occupancy or service status changes.
• Reconciles missed reservation notifications through a bounded active data pull.

Full details of what Arrival Safe includes, eligibility, fees and cancellation conditions are in About Arrival Safe at the end of this article.

Contact info@paynowsolution.com to start the commercial onboarding process.

1. Sign in to Cloudbeds and open the Marketplace.
2. Search for Pay Now Solution and open the integration page.
3. Select Connect App.
4. Review and approve the requested permissions.
5. Cloudbeds redirects you securely to Pay Now. The connection and property profile are created automatically; no API key needs to be copied by the property.
6. The Pay Now page refreshes while the technical connection is completed and then displays the agreement for each ready property.
7. Review the agreement, select the required acceptance checkbox and submit it. Acceptance and activation happen together.
8. Pay Now displays the setup guide and sends the onboarding notifications. Only eligible bookings created from the activation instant onwards are processed.

If a property connects before completing a direct commercial discussion with Pay Now, Pay Now may contact the property afterward to complete the commercial relationship.

Choose and complete one configuration only:

• Configuration A - Dedicated Rate Plan or Package (Cloudbeds blueprint Flow 2): Arrival Safe is included in the total room/package rate.
• Configuration B - Optional Booking Engine add-on (Cloudbeds blueprint Flow 3): the guest selects Arrival Safe separately and Cloudbeds adds its price to the booking.

Do not make the standalone add-on selectable while an active dedicated Rate Plan or Package includes the same service.

Configuration A - Dedicated Rate Plan or Package (Flow 2)

Use this configuration when Arrival Safe must be included in a dedicated Cloudbeds Rate Plan or Package. The standalone add-on remains a technical inclusion of that rate, but guests must not also be able to select it as a separate extra.

A1. Create the Arrival Safe item or service

1. In Cloudbeds, go to Settings → Products.
2. Select + New Item.
3. Enter the public item name exactly as ARRIVAL SAFE - for guests arriving by air.
4. Select Services as the item type.
5. Enter or generate the SKU. Add an internal item code if the property uses one.
6. Select or create the appropriate category.
7. Add the public description and any required translations. State that the scheduled flight-arrival date must be the same calendar day as the scheduled Cloudbeds check-in date.
8. Do not require a reservation note unless the property has a separate operational reason to collect one.
9. Enter the approved item price and apply the correct taxes or fees.
10. Save the item.

A2. Create the add-on used by the Rate Plan or Package

1. Go to Settings → Property Configuration → Add-ons.
2. Select + New Add-On.
3. Enter the public add-on name, exactly as ARRIVAL SAFE - for guests arriving by air.
4. Select the item created in step A1 as the Inventory Item.
5. Set the Charge Type to match the approved Flow 2 pricing basis. For the current room-and-night configuration, select Room/bed per night.
6. Add an internal transaction code if the property uses one.
7. For date availability, select Not Applicable unless the property has an approved arrival/departure restriction.
8. Post the transaction immediately when receiving the reservation.
9. If the reservation is canceled or becomes a no-show, select Keep the transaction posted. The connector applies the separate cancellation rule described below.
10. Select Calculate based on the full price so the add-on value remains fixed for revenue allocation when the room rate changes.
11. Upload the Booking Engine image and save the add-on.

A3. Create the add-on availability interval

The add-on is unavailable unless at least one interval is configured.

1. In the add-on, select + Add Interval.
2. Enter an internal interval name.
3. Select every room type for which the dedicated Arrival Safe rate will be sold.
4. Set the interval start date, end date and all intended days of the week.
5. Enter the approved price for the selected charge type.
6. Set Minimum overlap to 2. Leave the maximum blank or at the Cloudbeds no-limit value unless Pay Now has approved a maximum.
7. Add the date range and save the add-on.

A4. Create the dedicated Rate Plan or Package

1. Go to Rates and Availability → Rate Plans & Packages and create a new Rate Plan or Package.
2. Enter clear public and private names. The public name must state that Arrival Safe is included and applies to guests arriving by air.
3. Choose whether the plan is derived from an existing rate or priced independently. If it is derived, set the approved fixed or percentage adjustment and select the source rate.
4. In Do you have any add-ons included in this rate plan/package?, select the Arrival Safe add-on created in step A2.
5. In the public inclusions and conditions, repeat the same-day flight-arrival/check-in rule and explain that Arrival Safe is included.
6. Upload the public Rate Plan image.
7. Select Website / Booking Engine as a sales source and save the Rate Plan or Package.

The total Rate Plan or Package price entered in Cloudbeds must already include the Arrival Safe amount. Cloudbeds does not add the attached add-on on top of that total.

A5. Configure the Rate Plan availability and restrictions

1. Add an availability interval to the new Rate Plan or Package.
2. Select the intended room types, date range and days of the week.
3. Enter the final rates and any additional-guest pricing for each supported room type and occupancy.
4. Set Minimum length of stay (Min LOS) to 2 nights.
5. Configure a 2-day Cut-off so new bookings of this rate close two days before arrival.
6. Configure any approved maximum stay, last-minute booking, closed-to-arrival or closed-to-departure rules. Do not invent restrictions that Pay Now has not approved.
7. Save the interval and make the Rate Plan active for Website / Booking Engine.

The two-day cutoff limits new bookings of the rate. It does not itself cancel a practice or enforce the separate 48-hour cancellation rule.

A6. Prevent a duplicate standalone offer

Deactivate the add-on's standalone Booking Engine sale/visibility while keeping it attached to the dedicated Rate Plan or Package. Confirm in a private Booking Engine window that:

• the dedicated Arrival Safe rate is visible;
• its total already includes the Arrival Safe amount; and
• Arrival Safe is not offered again as a separately selectable extra.

Do not delete the add-on: the Rate Plan or Package requires it as an inclusion.

Configuration B - Optional Booking Engine add-on (Flow 3)

Use this configuration when guests may add Arrival Safe optionally during the Cloudbeds Booking Engine checkout. The add-on is priced once per selected guest, not once per guest per night. In multi-room bookings, Cloudbeds shows the extras separately for each accommodation, so the guest must select Arrival Safe in each applicable room tab.

B1. Create the Arrival Safe item or service

1. In Cloudbeds, go to Settings → Products.
2. Select + New Item.
3. Enter the public item name, for example ARRIVAL SAFE - for guests arriving by air.
4. Select Services as the item type.
5. Enter or generate the SKU. Add an internal item code if the property uses one.
6. Select or create the appropriate category.
7. Add the public description and any required translations. State that the scheduled flight-arrival date must be the same calendar day as the scheduled Cloudbeds check-in date.
8. Do not require a reservation note unless the property has a separate operational reason to collect one.
9. Enter the approved one-time price per guest and apply the correct taxes or fees.
10. Save the item.

B2. Create the guest-selectable add-on

1. Go to Settings → Property Configuration → Add-ons.
2. Select + New Add-On.
3. Enter the public add-on name, for example ARRIVAL SAFE - for guests arriving by air.
4. Select the item created in step B1 as the Inventory Item.
5. Set Charge Type to Guest. Do not select Guest per night.
6. Add an internal transaction code if the property uses one.
7. For date availability, select Not Applicable unless the property has an approved arrival/departure restriction.
8. Post the transaction immediately when receiving the reservation.
9. If the reservation is canceled or becomes a no-show, select Keep the transaction posted. The connector applies the separate cancellation rule described below.
10. Select Calculate based on the full price.
11. Upload the Booking Engine image and save the add-on.

B3. Create the add-on availability interval

The add-on is unavailable unless at least one interval is configured.

1. In the add-on, select + Add Interval.
2. Enter an internal interval name.
3. Select every room type for which Arrival Safe may be offered.
4. Set the interval start date, end date and all intended days of the week.
5. Enter the approved one-time price per guest.
6. Set Minimum overlap to 2 so the add-on is offered only on reservations overlapping the interval for at least two consecutive days. This is an add-on availability rule, not a Rate Plan Min LOS restriction.
7. Leave the maximum blank or at the Cloudbeds no-limit value unless Pay Now has approved a maximum.
8. Add the date range and save the add-on.

B4. Display the add-on before confirmation

1. Go to Settings → Booking Engine → Settings → Confirmation.
2. Find Display add-ons.
3. Select Before confirmation so the guest chooses and pays for Arrival Safe during the Cloudbeds checkout and its amount is included in the deposit calculation.
4. Save the Booking Engine settings.

B5. Prevent a duplicate rate-plan offer

Make the standalone add-on active for the Booking Engine, but do not keep any active dedicated Rate Plan or Package that includes the same Arrival Safe add-on. Confirm in a private Booking Engine window that Arrival Safe appears only as the optional add-on.

Verify Configuration A

1. Open the Cloudbeds Booking Engine in a private browser window.
2. Search for a stay of at least two nights, more than two days before arrival.
3. Confirm that the dedicated Arrival Safe Rate Plan or Package is visible with the correct final price, same-day eligibility wording and inclusions.
4. Confirm that Arrival Safe is not offered again as a standalone extra.
5. Complete a test reservation and confirm that the folio contains the included add-on breakdown once.

Verify Configuration B

1. Open the Cloudbeds Booking Engine in a private browser window.
2. Search for a stay that overlaps the add-on interval for at least two nights.
3. Confirm that the standard room rate does not already include Arrival Safe.
4. Before confirmation, select Arrival Safe for every applicable room. For multi-room bookings, check each room tab separately.
5. Confirm that Cloudbeds calculates the approved one-time amount for the selected guests and adds it once to the booking.
6. Complete a test reservation and confirm that the folio contains the selected add-on once.

Verify Pay Now synchronization for either configuration

1. Confirm that Pay Now registers one practice and adds one Cloudbeds reservation note with the practice code and claim link.
2. Modify the stay dates, rooms or guest count and confirm that the existing Pay Now practice and the same Cloudbeds reservation note are updated without creating a second practice. Confirm that Pay Now sends the modification notification.
3. Cancel an eligible test reservation strictly before the 48-hour boundary and confirm that Pay Now cancels the existing practice.

Pay Now synchronizes relevant date, room and guest-count changes with the existing practice. It does not create a second practice and does not calculate or reprice any Cloudbeds amount. Every price remains entirely within the Cloudbeds Booking Engine, folio and property configuration.

For Configuration B, Cloudbeds documents that standalone Booking Engine add-ons are not automatically recalculated after stay-date modifications. The property must review the add-on transaction after a reservation change and correct the Cloudbeds price manually when necessary. Pay Now continues to synchronize the practice data, but does not post a custom item, adjustment, refund or payment.

• Cloudbeds Group Accounts are not currently supported. Each property in a group must connect Pay Now separately using a property-level Cloudbeds user.
• The property creates and maintains the item, add-on, Rate Plan or Package, prices, taxes, restrictions and availability in Cloudbeds. Pay Now does not create or edit them.
• The integration does not use a separate external checkout or write a second folio item or payment.
• Packages, custom items, accounting transactions and payment-card data are not read by Pay Now.
• Arrival Safe must be configured separately on any connected OTA where the property wants to sell it.
• Blue Ribbon Bags provides baggage tracking only; it does not guarantee recovery and does not pay compensation if a bag is not found.

Before disconnecting, contact info@paynowsolution.com so active practices and the property's commercial status can be reviewed.

An authorized Pay Now operator can disconnect one property from the integration. The property can also remove the app directly in Cloudbeds by following Cloudbeds' disconnect-an-app instructions.

Disconnecting stops new synchronization and removes Cloudbeds webhook subscriptions for that property. It does not erase historical reservations, practices, contracts or audit records already held by Pay Now.

For setup, connection, reservation, practice, contract or claim-link assistance, contact info@paynowsolution.com.

Requests are generally handled during business hours, Central European Time (CET/CEST), and answered within 24 to 48 hours at the latest.

When reporting an issue, include the property name, Cloudbeds reservation ID and a description of what you expected.
Never send API credentials or payment-card data by email.

What Arrival Safe includes

• An advance of up to €200 for the first hotel or apartment night lost after an eligible flight disruption, paid within 96 working hours after all required documents have been received and verified.
• Legal assistance when arrival at the final destination is delayed by more than three hours and compensation is legally due.
• Assistance for eligible flight cancellation, missed connection, denied boarding, overbooking and diversion.
• Filing the eligible airline claim within 96 working hours.
• Recovery of compensation of €250, €400 or €600 per passenger where Article 7 of Regulation (EC) No 261/2004 applies.
• Legal action at Pay Now's expense, at Pay Now's discretion, where sufficient legal grounds exist.
• Blue Ribbon Bags active baggage tracking for 96 hours.

What Arrival Safe does not include

• An accommodation-night advance where applicable law does not give the guest an enforceable right to recover the relevant loss.
• Losses for which the airline is not legally liable under the applicable passenger-rights legislation.
• A baggage payout or an advance for essential purchases. Blue Ribbon Bags provides tracking only.
• Accommodation more than 100 km from the airport, or accommodation on an island where reasonably available transport cannot be used.
• A guest who voluntarily abandons the journey, refuses available rerouting or otherwise chooses not to complete the journey.

Eligibility and required documents

The flight must be operated by a scheduled or charter airline and have identifiable flight times. The scheduled flight-arrival date must be the same calendar day as the scheduled Cloudbeds check-in date, and the lost night must coincide with that scheduled arrival date. The guest must have an enforceable right to recover the relevant loss, must purchase the service before the disruption and must not already have a claim for the same flight.

For baggage tracking, the service must be active before departure. The guest must report the delayed bag within 24 hours of landing and provide the Property Irregularity Report (PIR) and baggage-tag details.

Depending on the assistance requested, Pay Now may require:

• a valid identity document;
• the boarding pass or flight booking confirmation;
• where applicable, the email sent to the property before check-in to report that the guest would not arrive;
• a property statement confirming the no-show, lost night and non-refund;
• a signed mandate or power of attorney; and
• for baggage tracking, the PIR and Blue Ribbon Bags file reference.

Property documents must be provided within seven days of the event, airline-claim documents within 60 days and the baggage report within 24 hours of landing.

Fees related to a claim

The property's selected Cloudbeds configuration determines the price paid when Arrival Safe is purchased. The following fees apply later only when the corresponding assistance is provided:

• a €15 management fee per passenger, charged only if the accommodation-night advance is paid;
• 0% commission on airline compensation recovered for the first eligible passenger; and
• 20% of amounts recovered for additional passengers, including flight compensation and eligible baggage-expense claims.

Cancellation and refunds

Cancellation and any customer refund must be requested from and handled by the property in accordance with the conditions of the Cloudbeds booking.

If the Cloudbeds reservation is marked as canceled strictly before the instant 48 hours prior to the property's scheduled Cloudbeds check-in, the associated Arrival Safe practice is also canceled. Pay Now does not issue the customer refund. At or after that deadline, Arrival Safe remains active and non-refundable, including in the event of a no-show. Blue Ribbon Bags tracking is non-refundable and non-transferable.

Legal basis, provider and privacy

Arrival Safe may rely, where applicable, on Regulation (EC) No 261/2004, the Montreal Convention 1999, other applicable passenger-rights legislation and the Blue Ribbon Bags Service Agreement.

The service provider is PAYNOW TRAVEL CARE S.L.U., NIF B70908363, C/ Domingo J. Navarro 1, 35002 Las Palmas, Spain.

Personal data is processed under the GDPR for service, claim, payment and tracking management. Where necessary, data may be shared with appointed lawyers, service providers and Blue Ribbon Bags.

Read the Cloudbeds Privacy Note and the Arrival Safe Terms.

• Cloudbeds category blueprint and supported configurations
• Create Add-Ons
• Rate Plans and Packages - Everything You Need to Know
• Booking Engine Settings page overview