Use the Calendar to quickly create and manage reservations. The sections below explain how to create reservations, view a reservation summary, work with notes, and handle room assignments.
Reservations, courtesy holds, and room blocks created on the Calendar are synced across Cloudbeds PMS, Cloudbeds Booking Engine, and your connected distribution channels. To create a new reservation from the Calendar, use either of the following options:
- Option 1: Click + and select New Reservation.
- Option 2: Click the available dates on the Calendar and select Create New Reservation.
Need help completing the reservation? See Create a new reservation in Cloudbeds PMS for the complete reservation workflow, including the Simple View and Split View options.
Click a reservation on the Calendar to open its summary and quickly view:
- Check-in and Check-out dates
- Number of guests
- ETA / Estimated Arrival Time (for Confirmed or Confirmation Pending)
- Grand Total
- Balance Due
Want to add or update a guest's estimated arrival time? See Reservations FAQ for the steps to manage the ETA on a reservation.
You may also have these actions (depending on status):
- Check in (for pending Confirmation), Confirm (Confirmation Pending), or Check out Guest (In House)
- Reservation details
- Un-assign room
- Quick Edit
- Lock/Unlock Assignments
When a reservation is associated with a group, a group icon appears to the left of the guest's name. This helps you quickly identify reservations associated with a group while working in the Calendar.
Need to work with the group itself? See Groups - Everything you need to know for an overview of the Groups feature and its related workflows.
Open the Notes tab in the reservation panel to see all notes added to the reservation.
Need to add, review, or archive notes on a reservation? See Manage Reservation Notes for the complete notes workflow.
Use the resource that matches what you need to do with room assignments:
- General System Settings: Learn how Auto Room Assignment works and how the system assigns rooms automatically.
- Find and handle unassigned reservations: Learn how to find reservations without a room assignment and assign rooms to them.
- Lock/Unlock assignments on the calendar: Learn how to prevent or allow room assignments to be changed on the Calendar.
- Click to view all Unassigned reservations.
- You can Auto Assign All reservations (may not work near full occupancy).
- Select an unassigned reservation to highlight available spots on the Calendar.
- Select accommodation type and room #.
- Or assign directly on the Calendar grid.
- Click Assign to save.
- Alternatively, click an open spot on the Calendar to assign.
If you switch a reservation to a different room type, you'll be prompted to confirm the price difference:
- Override: Removes any additional charges.
- Continue: Confirms any upgrade cost. In the example shown, Deluxe Queen and Deluxe King have the same price, so there is no additional cost.
Want to move the reservation to another room type while keeping its current price? See Reservations FAQ for the applicable workflow. This option applies to direct reservations created through Cloudbeds PMS or Cloudbeds Booking Engine; room-type changes for OTA reservations must be handled through the OTA.
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