Cloudbeds builds automation around reservation events and guest journeys, so you can configure registration once and let Cloudbeds distribute it. Best Guest connects in two ways:

  • Automated messages — Cloudbeds Guest Experience → Automated Messages deliver your registration link.
  • iCal sync — Best Guest reads only the availability of your Cloudbeds rooms from iCal, not reservation details.

Estimated setup time: 5–10 minutes.

Before you start

  • An active Cloudbeds account with Guest Experience enabled
  • A Best Guest account
  • Your Best Guest registration link, e.g.
https://bestguest.app/l/your-listing?channel=cloudbeds

(Use your real link. ?channel=cloudbeds records the reservation origin.)

Using the right link: every listing — each apartment, room, tent, RV, or whatever counts as your smallest bookable unit — has its own unique registration link. If you manage more than one listing, double-check you’re copying the correct one. Find all your links in Best Guest under Properties → [property] → Listings → Copy listing link, or grab them during the Listings step of onboarding.

Path 1 — Automated message

In Cloudbeds, one automated message combines the schedule, the filter conditions and the message itself. Set it up once per property and Cloudbeds applies it to future reservations.

Step 1: Prepare the message text

Cloudbeds lets you type the message directly when you add the Message Guest automation type, so a separate template is not required. Use this text:

Hello {{guest.first_name}},

Before arrival, please complete your online guest registration:
https://bestguest.app/l/your-listing

It takes under 2 minutes. We look forward to welcoming you.

Keep messages short — Cloudbeds limits automated messages to 640 characters.

Step 2: Create the automated message

  1. Go to Automation → Guest Experiences → Automated Messages → New Automated Message.
  2. Enter the Title “Best Guest Registration” (internal only).
  3. Filter Condition: leave it empty so the message applies to all reservations (avoid one rule per OTA).
  4. Recipient Type: X Days Before Arrival → 2 days (1 day for short stays).
  5. Enable Missed Messages so reservations created after the scheduled time still receive the message immediately.
  6. Automation Type: Message Guest; paste the message text from Step 1.
  7. Channel: Email (SMS/WhatsApp optional), sent to the guest.
  8. Click Save and make sure the automation is active.

Best Guest automatically reminds the main guest if they started registration but haven’t finished it. If a guest never opens the form at all, though, that reminder can’t reach them — so it’s worth scheduling a second automation rule, timed 1 day after arrival instead of before it, using only the link:

Hello {{guest.first_name}},

Everything alright? Did you fill out all your forms and is the data correct?
Please follow this link if you still need to add/change some information:
https://bestguest.app/l/your-listing

Path 2 — iCal sync

The Cloudbeds iCal link gives Best Guest room availability only, not reservation details. It therefore does not import Cloudbeds reservations and does not feed Reservation Verification: Best Guest cannot tell from it which stays still need a registration. If you want to connect it anyway, copy the calendar export (.ics) link for each room type (Distribution → Discover → View channel / View iCal links) and paste it into Best Guest — one link per room type. Registration itself is handled by the automated messages in Path 1.

  • Reservation confirmed → confirmation only
  • 2 days before arrival → registration link
  • Arrival day → access instructions
  • 1 day after arrival → reminder for guests who haven’t completed registration
  • Departure day → thank-you

Troubleshooting

Guest didn’t receive it — check the automation is enabled, the recipient type, schedule timing, and that the messaging channel is enabled.

Last-minute bookings missed it — enable Missed Messages.

Reservation missing in Best Guest — verify the URL and ?channel=cloudbeds.

Next steps

Informational only

This page is provided for general information and is not legal or tax advice. Rates, deadlines and exemptions are set by law and municipal ordinances and can change — always verify current requirements with your municipality or a qualified advisor.