Guide Overview
This guide provides detailed instructions on setting up and configuring your integration between Trivec → Cloudbeds via DataHub. It includes the following sections:
Accessing DataHub:
Instructions on how to log in to DataHub through Cloudbeds.
Configuring POS (Trivec) Settings:
Step-by-step guidance on configuring your POS settings in DataHub.
Configuring Cloudbeds Settings:
Detailed instructions for setting up and configuring your Cloudbeds settings in DataHub.
Please follow each section to ensure a smooth and effective integration setup.
Initiating the Integration Process
To begin integrating Trivec with Cloudbeds, follow these steps:
Access the Marketplace:
Navigate to the Marketplace within Cloudbeds.
Initiate the Integration Request:
Locate and select Trivec by Omniboost from the list of available integrations.
Learn More:
Click on the Learn more button to proceed with the integration request.
Connect the App:
After clicking Learn more, you will see a green button labeled Connect app
Click this button to initiate the integration process.
Select the correct property:
Choose the Property:
You will be directed to a new screen where you need to select the property for which you want to connect the systems.
Click Continue:
After selecting the property, click on the Continue button to proceed with the integration setup.
Select Your Company:
You will be directed to a screen where you need to select your company once more.
After selecting your company, press the Next button to proceed to the next step of the integration process.
Note: For a visual guide, please refer to the image below for further information.
Steps to Create a User Account:
Create a User Account:
You will need to create a user account to log in to DataHub, the system where the integration between Trivec and Cloudbeds will be configured.
You can use any email address for this account, but it’s recommended to use the same email as your Cloudbeds login for consistency.
Should you have multiple locations/accommodations, please use the follow email format:
It’s essentially the same mail address, but you’ll get two separate login credentials.
Enter Email and Save:
Enter your chosen email address in the provided field.
Click on Save to finalize the account creation.
Note: For a visual guide, please refer to the image below for further information.
Finalizing Your DataHub Access
Check Your Email:
After completing the previous step, you should have received an email at the address you provided.
The email will contain your username, password, and a link to DataHub.
Copy Your Password:
Copy the password from the email for future use.
Navigate Back to DataHub:
Click the link provided in the email to access DataHub, or manually navigate to the DataHub login page if necessary.
Note: For a visual guide, please refer to the image below for further information.
Logging Into DataHub
Access the Login Screen:
Navigate to the DataHub login page using the link provided in your email or by manually entering the URL.
Enter Your Credentials:
Email: Input the email address you used to create the account.
Password: Enter the password you received in the email.
Select "Remember Me":
Check the Remember me box to save your login details for future access.
Click "Login":
Press the Login button to proceed.
Note: For a visual guide, please refer to the image below for further information.
Setting Up Two-Factor Authentication (2FA)
Log In to DataHub:
Ensure you are logged in to DataHub with your credentials.
Initiate 2FA Setup:
Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.
Follow the Instructions:
Follow the on-screen instructions to complete the 2FA setup. This involves linking your account with an authentication app (e.g., Google Authenticator, Authy) on your phone and entering a verification code.
Complete Setup:
Once the 2FA setup is complete, confirm any additional steps or settings as prompted.
Important: Enabling 2FA is a crucial step to enhance the security of your account. Make sure to follow all instructions carefully to ensure that 2FA is properly configured. If you skip this step, you won’t be able to login again. If you accidentally do this, please reach out to pos-support@omniboost.io.
Steps to Set Up 2FA:
Scan the QR Code:
On the screen where you clicked Enable, you will see a QR code.
Download a 2FA app such as Google Authenticator or Authy on your smartphone.
Open the app and use it to scan the QR code displayed on the screen. This QR code will set up your 2FA codes.
Generate and Enter 2FA Code:
The 2FA app will start generating a new authentication code every 30 seconds.
Enter the current code from your app into the provided field on the DataHub screen to complete the setup.
Save Recovery Codes:
Make sure to note down the recovery codes displayed on the screen.
These recovery codes can be used to access your account if you lose access to your 2FA app.
Complete Setup:
Follow any additional prompts to finalize the 2FA setup.
Important: Ensure you store your recovery codes in a safe place. They are essential for accessing your account if you ever lose access to your 2FA app.
Starting the Integration Setup
Access the Next Screen:
After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
Click "Start Setup":
On this screen, find and click the Start setup button to begin configuring the integration.
Note: For a visual guide, please refer to the image below for further information.
Configuring Trivec Settings
Now that you are logged in to Trivec, follow these steps to configure your Point of Sale (POS) settings for integration with Cloudbeds:
Configure "Tip Name":
Customize the description for tips according to your preference. Common options include Tips, Gratuity, Trinkgeld (if you prefer German), or any other term you choose.
This description helps in identifying how tips are processed and sent over to Cloudbeds.
Configure "End Of Day":
For this integration and the complete revenue push alongside room charges, it is essential to set an end-of-day time that is at least thirty minutes later than the configured end-of-day time within Trivec.
Please ensure that you input the correct end-of-day time in this field so that we can successfully send all direct sales to the Cloudbeds house account.
Configuring Cloudbeds Settings
With Trivec (POS) settings complete, we now turn to configuring the Cloudbeds (PMS) settings to ensure a seamless connection between the two systems. This process is straightforward and involves a few key decisions:
Select Your Cash Account:
Choose the Cash Account where all revenue transactions will be recorded. This account is commonly labeled Trivec Sales, but you have the option to create a custom account if necessary. Ensure that this account aligns with your financial tracking preferences.
VAT/Tax Inclusion Decision:
Decide whether VAT/Tax (Value Added Tax) should be Included or Excluded in your transactions.
VAT/Tax Inclusive Example:
If you purchase a coffee for €5 and the VAT rate is 7%, the total amount sent to Cloudbeds will be €5.35. This includes the 7% VAT (which is €0.35), so the total reflects the price with tax.
VAT/Tax Exclusive Example:
For VAT-exclusive transactions, the total amount sent will be €5, with VAT not included in this figure. The VAT will be handled separately.
VAT/Tax on Separate Line (Cloudbeds):
Decide if you want VAT/Tax to be presented separately in your Cloudbeds records.
Example:
Revisiting the coffee purchase: If VAT/Tax is posted separately, Cloudbeds will show €5 for the coffee and €0.35 as a separate VAT/Tax entry.
Note: Visual guide, please refer to the image below for further information:
Your setup is now complete.
To include cash and card payments along with room charges, please email pos-support@omniboost.io to request activation. Be sure to mention your property name and specify your request for this feature.
Without this activation, the integration will only support room charges.