Reservations FAQ

To prefill the property country for manually created reservations:

1. Go to the Settings page and open System.
2. Under Automation Preferences, turn Use of Default Country for the Guest on or off:
   • On: Manually created reservations are prefilled with the property's country.
   • Off: The guest country must be entered manually.
3. Click Save.

If Cloudbeds does not show the option to create a reservation on a past date, check the following:

• There may be no availability or rates for the selected date.
• The user may not have the Create/Edit Reservations/Blocks For Past Dates permission.

To review the permission, sign in with an account that can manage roles, open the assigned role, and review the Create/Edit Reservations/Blocks For Past Dates permission.

If the dates entered for a new direct reservation do not meet the property's minimum or maximum length-of-stay restrictions, Cloudbeds can display There is no availability for the dates specified.

Review MinLOS and MaxLOS Restrictions for more information about these controls.

1. Change the view to Split.
2. Select the room night using the box below the price.
3. Update the adult, child, and room quantities as needed.
4. Click Add.
5. When Cloudbeds displays the restriction warning, click Override to proceed.
6. Confirm that the accommodation is added to the left panel.
7. Continue to Booking Details to complete the reservation and guest information.

If the reservation is modified, for example by changing the number of nights, room type, or added items, the suggested deposit is automatically updated based on the property's policies.

1. Create a new reservation and select a direct source, such as Walk-in.
2. Search availability and add the reservation and guest details.
3. Continue through Confirm and pay.
4. On the Payment page, edit the Suggested Deposit.
5. Click Confirm Reservation.
6. Choose whether to send the reservation confirmation.

To change the property-level setting instead, see Set up Deposit Policies.

For OTA reservations, such as Booking.com, Expedia, or Airbnb, modify the room type through the OTA or ask the guest to change the reservation there so the update can be reflected in both systems. See Modifying Reservation from a Channel.

1. Drag the reservation to the new room type.
2. Review the price-change message displayed by Cloudbeds.
3. To move the reservation without changing the existing price, click Override. To use the new room's price, continue with the updated pricing.

Extend the guest's checkout date using either Quick Edit or Edit Reservation. When the additional nights are added, Cloudbeds recalculates the reservation totals and Balance Due based on the updated stay.

From the reservation panel

1. From the Dashboard, open the reservation.
2. Open the Accommodations tab.
3. Open the actions menu for the accommodation.
4. Select Quick Edit for a simple stay extension.

From the Dashboard, the reservation panel lets you open the accommodation actions menu and start the extension with Quick Edit.

5. Select the additional consecutive night or nights.
6. Review the updated New Total.
7. Click Save Updates.

In Quick Edit, selecting the additional night updates the New Total before you save the extension.

8. Review the updated Balance Due and Folio.

From the full reservation

1. Open the reservation.
2. In Accommodations, click Edit Reservation.

3. Select the accommodation on the left.
4. Change the Check-Out date to the guest's new departure date.
5. Click Search.
6. Click Update for the applicable accommodation.

7. Review the updated number of nights, accommodation total, reservation totals, and Balance Due.
8. Click Save Updates.

9. Open the Folio and confirm that the charges, payments, and remaining balance match the updated stay.

For additional date-editing options, see Edit and manage reservations in Cloudbeds PMS.

Past reservations cannot be moved on the Calendar by dragging and dropping them.

To change the room or dates of a past stay, update the reservation status when the applicable status change is available, then edit the reservation.

For reservation-editing workflows, see Edit and manage reservations in Cloudbeds PMS.

If Cloudbeds displays You cannot check in this reservation until the reservation currently assigned to this room is checked out, review the reservation sequence for that room.

• Confirm that previous reservations assigned to the room are Checked Out.
• Confirm that reservations scheduled after the past reservation are Confirmed rather than In-House.

If the reservation was automatically extended but should not have been, for example because the guest should already have been checked out:

1. Edit the reservation's checkout date.
2. Review the guest's remaining balance. Add or refund payments as necessary in the Folio so the balance reflects the correct stay.
3. When the reservation is correct, change the status to Checked Out.

When Auto Checkout Date Extension is enabled, an In-House reservation that has not been checked out can be extended into the next day.

If another reservation is assigned to the same room for that date, Cloudbeds can remove the later reservation's room assignment when the first reservation is automatically extended.

Review the situation and take the applicable action:

• If the first guest already left, change that reservation to Checked Out.
• If the first guest is still staying, assign the later reservation to another available room.

See How to find and handle unassigned reservations if the later reservation becomes unassigned.