Overview
The Cloudbeds PMS Dashboard makes operations easier by allowing the user to have a quick summary of the current day, including an overview of the following metrics:
- Number of arrivals/departures
- Occupancy for the next days
- The total number of rooms available or the number of rooms available by room type
How to access
Once you log into your Cloudbeds account, the Dashboard is the first screen you are automatically taken to. It shows, at a glance, the most relevant information about your property's reservation, occupancy, and availability activity.
The Dashboard is also accessible by clicking the Main Menu, option Dashboard.
Navigating the Dashboard
- Today's date: Based on your current timezone
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Activity overview and search bar: It shows the following reservation/guest information and allows you to search by typing your guest's name for more details
- Arrivals: The total arrivals by room. Note: If a reservation has 3 accommodations, each accommodation will be calculated into this number. The first number is the total number of arrival rooms for the day. The blue number is the number of Rooms remaining to be checked in that day.
- Departures: The total departures by room. Note: If a reservation has 3 accommodations, each accommodation will be calculated into this number. The first number is the total number of departing rooms for the day. The blue number is the number of Rooms remaining to be checked out that day.
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In-house: You can display this number by either room count or guest count. To change your view, click on the 3 dots icon
in the right corner of the widget.
- Stayovers: This is the total of rooms staying for 1 night or more. It calculates rooms that have not yet checked in for the day but are expected arrivals.
- Bookings: This calculates the number of reservations made. If a reservation is made for 2 rooms on that day for arrival greater or equal to Today, the number shown will be "1" since the 2 rooms were booked under 1 reservation. Note: A reservation Booked and Cancelled on the same day will still display in the Booked and the Cancelled tabs.
- Cancellations: This calculates the number of reservations for any date greater than or equal to today that were canceled today.
- Overbookings: This will display any room accommodation type with an over-sold number. It will display even if your property is not oversold.
- Search icon: Look for guest names within the current tab
- Side options: It includes the settings to manage your Dashboard. Users can see the Rebuild cache button, Refresh, and Date navigation arrows to select today's date or go to the previous day/next day if needed.
- Show in-house by/Group by/Print reservations: Show in-house reservations per guest or rooms, group by accommodation type, allotment block, or reservation source; and print (Reservations or Registration Cards)
- For both the Arrivals and Departures tabs, you can click on the View all arrivals toggle in the bottom left. This will display the total number of the reservation's included rooms already actioned.
- Disabling the Toggle will only display rooms remaining for action.
The occupancy card offers a quick overview of your property's occupancy, based on the selected dates.
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Occupancy is calculated using the total number of booked units divided by the total number of available units.
Available units include all physical accommodations at the property, whether they are currently:- Booked
- Blocked
- Out of service
- Allotment blocks
In other words, even rooms that are blocked or out of service are still counted in the total room inventory used to calculate occupancy.
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Available units include only physical accommodations at the property. Virtual units and unique combinations of Split Inventory are excluded from this count.
- This number reflects the total capacity of the property, not the rooms currently available for sale.
- It does not decrease as rooms are booked.
- It only changes if the property's room setup is updated (e.g., rooms added or removed).
- It includes units that are booked, out of service, and blocked.
This occupancy logic aligns with the Uniform System of Accounts for the Lodging Industry (USALI) and ensures consistency across the Dashboard, Calendar, and Reports. It provides a reliable view of operational capacity for planning, forecasting, and analysis. For more details, visit: Prepare for your Upgraded Finance and Occupancy Reporting.
- Guest: Name, last name, reservation number, booking source icon, Guest Experience, pre-check-in badge, Guest Status badge
- Accommodation: Room details, current status (dirty or unassigned, for example)
- Stay: Reservation dates, number of room nights, number of guests (adults, children - if applicable-)
- Reservation status: Including the options to assign/unassign the room, or check-in the guest. If the room is currently dirty, the system will show an alert: "The accommodation assigned to this reservation is currently dirty" and will ask the user to confirm the check-in. Learn more about the Check-in/Check-out flow in the section below.
- Reservation actions: Use the quick-action icons to access Notes, the folio, reservation details, and other reservation tools. The More actions menu can also include Issue keys for door lock integrations that support the Cloudbeds key-management interface. Learn more about the Reservation Action Drawers (Beta) below.
- Sort options: Show reservations by guests or rooms; and group by accommodation type, allotment block, or source. You can also print the reservation list.
A dash and a number behind the reservation confirmation number means multiple accommodations booked under one reservation.
Check-in/check-out flow
Check-in options (Bulk check-in)
- The bulk check-in tool allows you to check in by selecting one or more reservations within the same group.
- Users can click on the arrow next to the check-in button to confirm the bulk check-in preferences (the current guest or all in the group):
Check-out options (Bulk check-out)
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For group reservations, the arrow next to the check-out button allows to select the preferred way for the user to manage the action to perform:
- Only the current guest
- All guests within the reservation
- All guests in the current group
Reservation Action Drawers (Beta)
- You can easily access your reservation details by clicking on the quick-access reservation icons on the right side of the Activity panel.
- Action drawers are designed as a more accessible Reservation Details Page, where users can navigate through the same reservation tabs and perform the same actions in just a few clicks.
- Full-width view: Click the Expand icon (diagonal arrows) in the top-right corner to toggle between the side drawer and a full-screen view. This is ideal for managing complex folios with many transactions.
Note: The full-width expansion feature is currently being released in phases. If the expansion icon is not yet visible in your account, it will become visible during 2026.
How to open the Reservation Action Drawers
- In the Cloudbeds PMS Dashboard, click on the reservation's guest name/reservation number
- You can also open the drawer by clicking the desired quick-action icon (Notes or Messages). This action will open the drawer in the specific tab you are willing to access (for example, the reservation Notes)
- The reservation information (transactions, notes, etc.) displayed in the Reservation Action Drawers is the same as the Reservation Details Page.
- Exclusively in the drawer, you can quickly add multiple products (items) to a reservation folio. Check Create and manage items and services.
- Exclusively in the drawer, you can quickly add multiple products (items) to a reservation folio. Check Create and manage items and services.
- All transactions made in the drawer will be automatically reflected on the Reservation Details Page.
Issue and manage door lock keys
You can access door lock key actions directly from the Dashboard and from the reservation's Accommodations tab. The Issue keys option can appear whether or not your property already has a door lock integration connected.
This section provides a quick overview of where these actions appear and what you can expect when using them. For the complete key-management workflow, see Issue and manage door lock keys.
Where you can find key actions
- From the reservation's More actions menu on the Dashboard, select Issue keys.
- In the Reservation Details drawer, open the Accommodations tab. Use the key icon in the upper-right corner to manage keys for the reservation, or use the key icon on an individual accommodation row to manage keys for that accommodation.
- After keys have been issued, the reservation's More actions menu can display View issued keys and Issue additional keys.
What to expect after selecting Issue keys
What happens after you select Issue keys depends on your property's door lock setup:
- If your property does not have a door lock integration connected, Cloudbeds displays a message explaining that an integration is required instead of starting the key-issuance workflow.
- If your property has a door lock integration that uses the Cloudbeds key-management interface, Cloudbeds opens the key-management workflow so you can configure and create the supported key type.
What you can do after keys are created
After keys have been issued, you can return to the reservation to review existing key information and perform additional key-management actions.
- Use View issued keys from the Dashboard to open the key details.
- Use Issue additional keys when more guest keys are needed.
- In the Accommodations tab, the key icon indicates that key information is available for the accommodation. Hovering over the icon can show when the last door key was assigned.
- In the key details, review key statuses such as Complete or Failed. You can also invalidate an individual key or use Invalidate all when needed.
For step-by-step instructions, supported key types, and details about issuing, reviewing, and invalidating keys, see Issue and manage door lock keys.
Edit guest information from the Dashboard
- Click the More actions (
- Select Edit guest information from the menu
- On the desired guest associated with the reservation, perform one of the available actions:
- Click the Pencil icon to Edit details (for example, phone number or email).
- Click the View profile icon to open the guest profile in a side drawer.
In the Edit details view, you will see the toggle "The guest opts in to marketing and promotional content sent by the property." Users can only switch this toggle off at the guest’s request. Guests must opt in themselves during the booking process via your Booking Engine.
- Click Save
Assign staying guests and set the primary guest
- In the Cloudbeds PMS Dashboard, click on the reservation's guest name/reservation number
- Go to the Accommodations tab
- Use the guest selector to choose who is staying in the room
- Select one or more guests as needed
- Click the star to mark the primary staying guest (one per room)
- Click Confirm to save the selection.
The primary staying guest is the main contact for the room. This is not the same as the booker. Updating the primary staying guest changes the reservation name (the name displayed at the top of the reservation) but does not affect the booker. Once confirmed, the reservation row will be highlighted in green on the Dashboard, reflecting the update.
For reservations with multiple rooms, configure staying guests per room in the Accommodations panel.
Managing the Reservation Folio drawer
The Reservation Folio drawer has been enhanced to provide more screen space and a clearer view of transactions. When fully expanded, the drawer opens at full screen width, enabling more efficient accounting management.
How to access the Folio drawer
To view the folio details for a specific guest, follow these steps:
- In the Cloudbeds PMS Dashboard, click on the guest name or reservation number.
- Once the drawer opens, select the Folio tab.
For a complete overview of the Reservation Details drawer, including folio features, actions, and financial tools, see: Reservation Details Drawer and Folio Management.
- Forecast highlights: Occupancy percentage, number of room nights sold, ADR (average daily rate), RevPar (revenue per available room), and total revenue.
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Forecast view tabs:
- Booked and blocked rooms
- Availability (total number of rooms available per day)
- Other options: Date picker and navigation arrows
Viewing Tags on the Dashboard
Reservation and guest tags are now visible directly from the Dashboard, under the primary guest. Hover over the tag area to view separate buckets for Reservation Tags and Guest Tags.
For detailed steps on creating, assigning, and managing tags, see our Attribute Tagging article.
FAQ and troubleshooting
Go to the Miscellaneous Preferences of the System section to enable the Show Check-outs in the Departure List on the Dashboard feature.
Guests will be ordered by reservation status in descending order
In-house guests will be listed above Checked out
Disable users from viewing revenue on the Dashboard by following the steps below:
- Under User section, click on the Roles tab
- Click to edit the corresponding role
- Under Property privileges, click to disable the Revenue on Dashboard
- Click Save
The Available Units value on the Dashboard displays the property's full physical capacity for the selected date. It includes rooms that are currently booked, out of service, or blocked.
The number does not represent the remaining inventory available for sale. For example, if a room is booked or temporarily unavailable, it still counts toward the total.
In contrast, tools like the Calendar and Availability Matrix may show remaining availability (also called Remaining Inventory), which is useful for managing what’s still open for booking. These tools focus on real-time sales availability, while the Dashboard provides a snapshot of total operational capacity.
The Dashboard and Rooms Sold/Occupancy Report both follow a standardized occupancy calculation:
- Occupancy = Rooms Sold / Total Physical Capacity, where capacity includes rooms that are booked, out of service, or blocked.
If you notice a mismatch, make sure:
- The date filters are exactly the same in both views.
- You're comparing data using the same room types or filters.
Suggested articles:
The forecast section shows 14-day occupancy based solely on bookings; the calculation doesn't include room blocks.
On the other hand, the chart underneath shows the occupancy percentage based on booked and blocked rooms, as the chart title indicates. This is the same occupancy number as displayed on the Calendar page.
The occupancy number displayed on the Calendar page matches the one in the Booked & blocked section of the Dashboard forecast.
The classic dashboard displays your total room revenue. This means it does not include tax, fees, etc.
On the other hand, the new dashboard provides the grand total per reservation, which includes room revenue, tax, fees, and other charges.
We recommend utilizing the new dashboard for the most comprehensive view of your reservation financials.
Suggested Article: Prepare for your Upgraded Finance and Occupancy Reporting.
Comments
very detailed.
very helpful notes that have helped me widen my view on Cloudbed
Hello, Vika Saratibau!
Thank you so much for your kind comments! We are happy to know that this article has been helpful 💙
Regards!
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Hello, Usaia Bulai!
We sincerely appreciate your feedback and are glad to hear that this content and course has been helpful. Thank you! ⭐
Kind regards!
This help me to understand more about cloudbed as a training staff
Thank you for this information.
There is so much for me to learn, but I am enjoyng the opportunity. Thank You.
Hello, Brian Link,
That's wonderful to hear! We're thrilled you're enjoying this opportunity. Thank you for your kind feedback! 💙
And please know, we're here to accompany you with everything you might need.
Regards!
Thank you
so helpful
Hello, Carissa Pompa,
We are happy to know that this article has been helpful to you 💛
Thank you!
Dear support Team,
I would like to know about room block out of service (Why room available units do not deduction from inventory or anyway guest do not reserve that on that day.
Thank you inadvance.
Hello, Kanekatsoda,
We have already forwarded your inquiry to our Support Team for dedicated assistance. They will review these details and will contact you as soon as possible.
Have a great day,
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