1. Cloudbeds
  2. Front Desk Operations
  3. Reservations
  4. Reservations Details Page

Manage the Reservation Details Page tabs

Gabriela Garcia
Updated
Purpose Understand and use the tabs on the Reservation Details Page to manage reservation, guest, financial, document, activity, and email information.
Best for Front desk teams, general managers, administrators, and property owners who review or manage reservation details.
Use this when You need to identify which Reservation Details tab contains the information or action you need, such as guest details, documents, reservation activity, or email history.
Requirements Appropriate role permissions for the reservation information or action you need. An active logged-in session is required to upload photos and documents, and past email previews are available only for properties the user belongs to.
Expected result You can locate the correct Reservation Details tab and understand the actions, information, and restrictions that apply to it.
Limitations Deleted accommodations cannot be restored, guest notes can be archived but not deleted, and capturing a new guest photo directly from the Reservation Details Page is not supported after the reservation has been created.

Introduction

The Reservation Details Page brings the information and tools for an individual reservation into one place. Its tabs separate reservation details, guest information, payments, notes, documents, activity history, and email history so you can open the area that matches the task you need to complete.

The main tab groups are:

  1. Reservation and guest information: Review accommodations, folio information, guest details, and credit cards.
  2. Notes and documents: Add and manage reservation notes, files, guest documents, and reservation invoices.
  3. Reservation activity and email messages: Review historical reservation changes and reservation-specific email activity.

The image below shows how these tab groups are organized on the Reservation Details Page.

Reservation Details Page showing the reservation and guest information tabs, Notes and Documents tabs, and Reservation Activity and Email Messages tabs.

  If guest contact details such as email, phone, or address are partially hidden in a reservation list, open the reservation to review the complete guest information available on the Reservation Details Page. See Protecting Your Account With Hidden Guest Details for more information about masked guest details.

Table of contents

Reservation and guest information

Use these tabs to review the accommodations assigned to the reservation, reservation transactions, guest information, and saved payment cards.

Accommodations

The Accommodations tab shows the rooms or beds associated with the reservation and provides options for reviewing or editing each accommodation.

Columns overview

  1. Edit Reservation: Change reservation details such as the length of stay and number of guests. See Edit reservations for the detailed workflow.
  2. Res ID: The unique reservation ID generated by the system.

  For reservations with more than one room type, each subsequent room after the first uses the same reservation ID with a number added to the end. For example: 8675309, 8675309-2, 8675309-3.

  1. Type: The accommodation type booked for the reservation.
  2. Assignment: The specific room or bed assigned to the reservation. If auto-assignment is not being used, you can assign the room or bed here. Once assigned, the reservation appears on the Calendar. Unassigning the room does not cancel the reservation. See General System Settings for auto-assignment information.
  3. Guest: The guest name and additional guest names, when applicable.
  4. Arrival/Departure Date: The check-in and check-out dates.
  5. Guests: The number of adults and children added to the reservation.
  6. Nights: The total number of nights in the stay.
  7. Total: The reservation total, excluding additional items.
  8. Occupied: Shows whether the room is occupied. You can also use this control to check guests in or out.
  9. Edit: Opens additional accommodation actions such as Quick Edit, Edit Reservation, and Edit Price.

The image below shows the accommodation columns and controls described above.

Accommodations tab showing Edit Reservation and the reservation ID, type, assignment, guest, arrival and departure, guests, nights, total, occupied, and edit columns.

Edit menu

  • Quick Edit: Quickly edit check-in or check-out dates and split the reservation.
  • Edit Price: Quickly edit room rates. Do not use this option to edit room rates that have already been posted. Use the reservation Folio to adjust posted room-rate transactions.
  • Edit Reservation: Opens the main reservation editing page.
  • Delete Accommodation: Removes the accommodation from the reservation.

  Deleted accommodations cannot be restored. Confirm that the correct accommodation is selected before deleting it.

Accommodations tab with the Edit menu open and options for Quick Edit, Edit Price, Edit Reservation, View on Calendar, and Delete Accommodation.

Folio

The Folio tab contains the financial activity for the reservation. Use it to review transactions and complete applicable payment, refund, and charge-adjustment workflows.

For detailed Folio workflows, see the Reservation Folio section.

Reservation Folio tab showing folios, payment and charge controls, filters, and the reservation transaction area.

Guest Details

Use the Guest Details tab to review and update guest information, print registration cards, manage guest notes, and work with guest photos.

  Guest Details may contain Sensitive Personally Identifiable Information (PII). PII fields are marked with an eye icon, and Cloudbeds records when users reveal this information. Property administrators can manage related privileges from the Roles page.

Guest information actions

  1. Edit Details: Edit the guest information fields.
  2. Print Registration Card: Select the registration-card language and print the card.
  3. Take Photo: Opens the device camera to take a guest photo when the workflow supports it.
  4. Upload Photo: Select an existing image from the device and upload it to Cloudbeds PMS.

  Photo uploads require an active logged-in session. If the session is no longer active, sign in again before uploading the guest photo.

  • The device must have an active camera, such as a webcam, tablet camera, or phone camera, to use camera-based functionality.
  • Camera functionality relies on standard browser camera access in supported browsers such as Chrome, Edge, Safari, and Firefox.
  • If the browser camera prompt does not appear, verify that the browser and operating-system privacy settings allow camera access.
  • Capturing a new guest photo directly from the Reservation Details Page is not supported after a reservation has been created.

The image below shows the main guest-information actions, including Edit Details, Print Registration Card, Take Photo, and Upload.

Guest Details tab showing Edit Details, Print Registration Card, Take Photo, Upload, and guest information fields.

  If two or more guests were already selected while creating the reservation, the Add guest option appears so additional guests can be added.

Guest information can also be edited from the Dashboard through the Reservation Action Drawers. See Reservation Action Drawers for that workflow.

Guest notes

  1. Add Notes: Add information specifically related to the guest.
  2. Active Notes: Review notes that have not been archived.
  3. Archived Notes: Review archived guest notes.

  Guest notes cannot currently be deleted. Archive a guest note when you no longer want it to remain active.

Guest Notes area showing the field for adding a note and the Active Notes and Archived Notes lists.

Credit Cards

Use the Credit Cards tab to save guest credit cards manually or with the Cloudbeds Payments Terminal when applicable.

See Add and Edit Credit Card Details for the complete card-management workflow.

Credit Cards tab showing the option to add a card to the reservation.

Notes and documents

Use these tabs when you need to record reservation-specific notes or attach files and documents to the reservation or guest profile.

Notes

The Notes tab provides a separate place for notes about the reservation. You can add, review, and archive reservation notes.

See Manage Reservation Notes for the complete notes workflow.

Notes tab showing Active Notes, Archived Notes, and the field for adding a reservation note.

Documents

Use the Documents tab to attach files to the reservation or guest profile. Invoices issued for the reservation are also available from this tab.

  Document uploads require an active logged-in session. If your session has expired, sign in again before uploading the file.

Upload reservation documents

  1. In the Documents tab, select whether the file should be attached to the Reservation or Guest profile.
  2. Click Upload and follow the instructions to drag and drop the file or select it from your device.
  3. Confirm that the uploaded file appears in the Document list. You can manage or remove the file from the list when necessary.

The first image shows where to select the Reservation or guest and start the upload. The second image shows the uploaded document in the list.

Documents tab showing the Reservation and guest document categories and the Upload button.

Documents tab showing an uploaded file in the Document list with the option to remove it.

  Supported file types: pdf, rtf, doc, docx, txt, jpg, jpeg, png, gif, csv, xls, xlsx.

All invoices issued for the reservation are also listed in the Invoices area of the Documents tab.

Reservation activity and email messages

Use these tabs when you need to review the history of changes made to the reservation or the emails associated with that reservation.

Reservation Activity

The Reservation Activity tab records changes made to the reservation by users or the system.

Use this tab to:

  1. Track reservation activity, such as creation, importing, room assignment, rate changes, Folio activity, and document uploads.
  2. Review details such as the date, time, and user associated with an activity.
  3. Filter the history by date or user to narrow the activity list.

  Select the + control next to a date and time or activity entry to expand its details.

Reservation Activity tab showing activity entries and filters for date range and user.

Email Messages

The Email Messages tab shows emails associated with the reservation, including the recipient, template, subject, and available message actions.

Use this tab to review reservation-specific email history and open an available preview of a previously sent message.

  Past email previews are property-specific. A user can open a preview only for a property they belong to. If a preview link returns Not found, confirm that the user is accessing a property they belong to before trying again.

Email Messages tab showing sent message details with controls to view or resend an email.

Now that you know where to find and manage the main Reservation Details tab information, review the broader Reservation Details guide for the other page sections and reservation-level actions:

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