This article explains how to move reservations from one accommodation type to a new one on Cloudbeds PMS, without the risk of creating unintended overbookings.
Overview
Sometimes, you may need to create a new Accommodation Type that replaces an old one on Cloudbeds PMS. Once created, the corresponding reservations will need to be unassigned from the old accommodation, and then assigned to the new accommodation type. However, during the process, this action can cause overbookings since having unassigned reservations means there are available spaces shown in your calendar.
Follow the steps below to move reservations successfully without causing overbookings on Cloudbeds PMS.
Go to the Property section to create your new accommodation type in Cloudbeds PMS, and also on all the OTAs that your property is connected to. Learn how in this article.
Set your Rooms to sell to 0 for the corresponding room type(s) in the Allotment pages below. This number indicates the quantity of rooms that will be sent to your OTAs (connected channels) and also to the Booking Engine.
Make sure to set the allotment to 0 on both accommodations (the old accommodation type and also the new one) to prevent reservations from being confirmed during this process.
Learn how in the following articles:
- Set different availability to all channels in the allotment page - To close the availability for newly created category for all your connected OTAs.
- Booking Engine allotment - To close the room availability in your Booking Engine.
1. Channel Distribution allotment page
If the Channel Distribution Allotment page is not available in your Cloudbeds PMS account, reach out to our Support Team.
2. Booking Engine allotment page
Unassign the reservations from the original accommodation (the category you need to delete) and assign it to the new room category:
- Go to each one of the corresponding reservation(s), and select the N/A option in the Assignment column.
- This will unassign the reservation and will send it to the pending assignment section of the Calendar. You can now assign this unassigned reservation to the new room category. See more details about how to perform this action here.
- Delete the old room category that is no longer needed. Learn how to Delete an Accommodation Type
- Add rates to your new Accommodation Type. Learn more: Base Rates and Availability Matrix - How to Add or Edit Base Rates
- Map the new room on all channels and release the allotment. See the Channel Distribution Room Mapping Guidelines for more details
- Send a Full Refresh to the applicable channel
- Go back to your Allotment page to add the inventory again, so it is successfully distributed across all your connected OTAs
- Save your changes
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