Get started with MAYA

Before you begin

You'll need:

• A Cloudbeds property account with Administrator access (required to install any Marketplace app)
• An email address for the first person who will manage MAYA for your hotel (usually the revenue manager or owner)
• Your Cloudbeds property active and receiving reservations (MAYA has nothing to work with on an empty property)

You do notneed any API keys or technical setup. The connection happens through Cloudbeds' one-click Marketplace flow.

Step 1 — Sign up for MAYA

1. Go to maya-rms.com and click Get started (or Request access if we're currently onboarding by invite).
2. Enter your business email address and a password.
3. Check your inbox for a verification email from MAYA and click the link to confirm your account.
4. You'll land on your MAYA dashboard. Because you haven't connected a property yet, it'll be empty — that's expected.

If you were invited by a MAYA team member instead of signing up directly, you'll receive an invitation email with a magic link. Clicking it takes you to a page where you set your password, and you'll be dropped into your dashboard with your property already listed.

Step 2 — Connect MAYA from the Cloudbeds Marketplace

1. Log into your Cloudbeds account and navigate to Marketplace in the left sidebar.
2. Search for MAYA (or MAYA RMS).
3. Click the MAYA tile, then click Connect App.

4. Cloudbeds will show a consent screen listing the permissions MAYA needs:
   • Read reservations, rooms, rates, and hotel information
   • Update rate plans (this is how MAYA pushes new prices back to Cloudbeds)

5. Click Authorize to confirm.
6. You'll be redirected to MAYA's onboarding page. MAYA will automatically:
   • Pull your property's timezone, currency, and room categories from Cloudbeds
   • Begin syncing your existing reservations
   • Start you in Simulation Mode so no rate changes will actually reach Cloudbeds until you're ready

That's the connection done.Everything from here happens inside MAYA — you don't need to do any further configuration in Cloudbeds.

Step 3 — Configure your first pricing rules

Pricing rules are how you tell MAYA when to raise or lower rates. Each rule combines a signal (something MAYA is watching) with an action (what MAYA should do when it sees that signal).

Common examples:

• When occupancy is above 80% within the next 14 days, raise the rate by 10%
• When occupancy is below 40% and check-in is within 3 days, lower the rate by 15%
• When we've picked up 5+ new bookings in the last 24 hours for a specific date, raise that date's rate by 8%

To create a rule:

1. In MAYA, go to the Rules tab.
2. Click + New rule.
3. Give the rule a descriptive name (e.g., “High occupancy last-minute lift”).
4. Set the signal: occupancy percentage, booking window, or pickup rate.
5. Set the action: increase or decrease by a percentage or fixed amount.
6. Set the scope: which room types the rule applies to (or all).
7. Save.

You can create as many rules as you want. When a date matches multiple rules, they stack in priority order.

Step 4 — Set your floor and ceiling rates

Floor and ceiling rates are the guardrails that keep MAYA from ever pushing a price outside your intended range, no matter what the rules say.

1. Go to Room Types in MAYA.
2. For each room type, enter a Floor Rate (the lowest MAYA is allowed to go) and a Ceiling Rate (the highest).
3. Save.

If a rule would push a price below the floor or above the ceiling, MAYA clamps to the guardrail and logs the reason.

Step 5 — Preview decisions with Simulation Mode

New MAYA properties start in Simulation Mode. That means the engine runs, evaluates every rule, and logs what it would do — but does not actually update Cloudbeds rates. This is your safety net for validating that your rules behave the way you expect before going live.

To review simulated decisions:

1. Go to the Change Log tab in MAYA.
2. Filter by date range or room type. Every row shows the rate MAYA would have set and the rule that triggered it.
3. Once you're comfortable with what you see, go to Settings and toggle Simulation Mode → Off.

Recommendation: Leave a new integration in Simulation Mode for at least a full week (a full cycle of your typical booking rhythm) before enabling live updates. Most surprises show up in that first week.

Step 6 — Invite your team

If more people at your property need access to MAYA:

1. Go to Settings → Team.
2. Click + Invite user.
3. Enter their email and select a role:
   • Hotel Admin — full access, can invite others
   • Manager — can edit rules and floor/ceiling rates
   • Staff — can view everything but not edit
   • Viewer — read-only, no configuration access
4. They'll receive an invite email; when they set a password, they'll have immediate access.

What data MAYA reads and writes

MAYA never creates or cancels reservations, never touches guest data outside of aggregate occupancy counts, and never changes property settings other than daily rates.

Sync frequency and timing

MAYA runs a full sync-and-price cycle every 5 minutes while your property is connected. That means:

• New reservations in Cloudbeds are visible in MAYA within ~5 minutes
• Rate updates MAYA sends to Cloudbeds reach your booking engine within ~5 minutes of the decision
• If Cloudbeds is temporarily unavailable, MAYA retries and logs the failure — no manual intervention needed

Limitations

A few things worth knowing:

• MAYA prices per room type per date. Per-guest-count or per-length-of-stay rules are on the roadmap but not available today.
• MAYA reads existing rate plans; it does not create new ones. If you want a different rate structure, set it up in Cloudbeds first, then MAYA will start working with it on the next sync.
• Group accounts are supported — one MAYA account can manage multiple Cloudbeds properties, each with its own rules and settings.
• Simulation Mode is per-property. Toggling it on the property level doesn't affect other properties in a group.

How to disconnect MAYA

You can disconnect at any time. Doing so stops all rate updates immediately — MAYA will no longer read from or write to your Cloudbeds property.

From the Cloudbeds side:

1. In Cloudbeds, go to Marketplace → My Apps.
2. Find MAYA in your connected apps list.
3. Click the settings icon, then Disconnect.
4. Confirm the disconnection.

See Cloudbeds' own Disconnect an app from myfrontdesk article for the general disconnect flow.

What happens on MAYA's side when you disconnect:

• The connection is marked as disconnected in your MAYA dashboard within seconds
• MAYA stops all sync activity for the property immediately
• Your historical data (past reservations, past pricing decisions, rule configurations) is preserved for 30 days in case you reconnect
• After 30 days without a reconnect, all property data is permanently deleted from MAYA's systems
• Your MAYA user account remains active — you can reconnect the same property or connect a different one at any time

To also close your MAYA account entirely, email support@maya-rms.com with the subject “Close my account.” We'll purge all associated data within 7 days.

How to get support

For Cloudbeds-side issues (login problems, missing permissions, reservation data not showing in Cloudbeds itself), contact Cloudbeds Support — they can see things on their side that we can't.

FAQ