Handle reservations with unmapped rooms on Cloudbeds PMS

This article explains how to handle reservations upcoming from unmapped rooms and how to reduce the possibility of an overbooking if case you received one.

Important things to know: 

  • If during mapping, the OTA (channel) is set on Cloudbeds PMS with some rooms left unmapped, the system will warn you with a message that we cannot control unmapped rooms in the channel extranet.
  • If you do not want to sell a certain room on the OTA, delete it from the OTA's extranet.
  • Check Distribution Channel Mapping Guidelines to properly map your rooms.

Handle reservations with unmapped rooms

To prevent overbookings, complete all the steps described below to ensure accurate availability in your Cloudbeds PMS.

Step 1 - Get the reservation details from the OTA's extranet
  1. The system will send you an email with the subject Modification to Reservation with Unmapped Rooms notifying you that there has been an OTA reservation received for a room type that is not currently mapped.
  2. Search for the reservation on the OTA's extranet using the details included in the email.
  3. Once found, save all the information related to the reservation and continue with the next step.

Step 2 - Find the reservation on Cloudbeds PMS
  1. Find the reservation by using the Source Reservation ID or guest's name (attached in the email, see previous step). When this reservation enters Cloudbeds PMS, there is not much information imported with it.
  2. The room assignment, the check-in and check-out dates, the number of guests, the number of nights, and the total price for the reservation will be missing

Step 3 - Add the reservation details to Cloudbeds PMS
  1. Edit the reservation manually on Cloudbeds PMS with all the information taken from the OTA's extranet.
  2. Assign it to the correct room, add the check-in and check-out dates, and the rest of the reservation details.
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