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EPOS Now → Cloudbeds | Onboarding guide
EPOS Now → Cloudbeds | Onboarding guide

This document provides a step-by-step guide for setting up an integration between EPOS Now and Cloudbeds in our software, Datahub

Vincent Verschueren avatar
Written by Vincent Verschueren
Updated over 2 weeks ago

Guide Overview

This guide provides detailed instructions on setting up and configuring your integration between EPOS Now → Cloudbeds via DataHub. It includes the following sections:

  1. Accessing DataHub:

    • Instructions on how to log in to DataHub through Cloudbeds.
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  2. Configuring POS (EPOS Now) Settings:

    • Step-by-step guidance on configuring your POS settings in DataHub.
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  3. 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 EPOS Now with Cloudbeds, follow these steps:

  1. Access the Marketplace:

    • Navigate to the Marketplace within Cloudbeds.
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  2. Initiate the Integration Request:

    • Locate and select EPOS Now by Omniboost from the list of available integrations.
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  3. 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:

  1. 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.
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  2. 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:

  1. Create a User Account:

    • You will need to create a user account to log in to DataHub, the system where the integration between EPOS Now and Cloudbeds will be configured.
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    • You can use any email address for this account, but it’s recommended to use the same email as your Cloudbeds login for consistency.

  2. 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

  1. 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.
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  2. Copy Your Password:

    • Copy the password from the email for future use.
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  3. 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

  1. Access the Login Screen:

    • Navigate to the DataHub login page using the link provided in your email or by manually entering the URL.
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  2. Enter Your Credentials:

    • Email: Input the email address you used to create the account.

    • Password: Enter the password you received in the email.
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  3. Select "Remember Me":

    • Check the Remember me box to save your login details for future access.
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  4. 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)

  1. Log In to DataHub:

    • Ensure you are logged in to DataHub with your credentials.
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  2. Initiate 2FA Setup:

    • Locate and click on the Enable button to start the Two-Factor Authentication (2FA) setup process.
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  3. 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.
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  4. 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:

  1. 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.
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  2. 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.
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  3. 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.
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  4. 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

  1. Access the Next Screen:

    • After successfully creating your user and setting up Two-Factor Authentication (2FA), you will be directed to the next screen.
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  2. 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 EPOS Now Settings

Now that you are logged in to EPOS Now, follow these steps to configure your Point of Sale (POS) settings for integration with Cloudbeds:

  1. Define the "On Room Payment Type":

    • You need to specify the payment type used for Room Charges, Typically, this is labeled as Room Charge or On Room
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  2. 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.

Configuring Cloudbeds Settings

With the EPOS Now (POS) settings configured, the next step is to set up the Cloudbeds (PMS) settings to ensure a smooth connection between the two systems. This process is relatively straightforward and involves a few key decisions:
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Select Your Cash Account:

  • Choose the Cash Account where all revenue transactions will be recorded. This account is often labelled EPOS Now Sales, but you can create a custom account if needed. Ensure that this account aligns with your financial tracking requires.

VAT/Tax Inclusion or Exclusion Decision:

Decide whether VAT/Tax (Value Added Tax) should be Included or Excluded in your transactions.
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VAT/Tax Inclusive Example:

  • For a coffee priced at €5 with a 7% VAT rate, the total amount sent to Cloudbeds will be €5.35. This includes the 7% VAT (which amounts to €0.35), so the final amount reflects the price including tax.

VAT/Tax Separate Line Example:

  • For the same 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.
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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.

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