Role privileges and permissions in Cloudbeds PMS

1. Hotel Profile: Users will be able to change the property type, language, time zone, property images, analytics tracking IDs, as well as other business information.
2. Amenities: Users will be able to select which amenities the property offers as well as the individual room accommodation amenities offered.
3. Payment Options: User will be able to select which payments are accepted by the property.
4. Accommodations: User will be able to set up the accommodations and allotment of property.
5. Hotel Policies: User will be able to set the terms and conditions, deposit policy and cancellation policy.
6. Revenue On Dashboard: User will see the daily revenue appear on the dashboard.
7. Items And Services: User will be able to add inventory items that the property can sell.
8. Booking Engine: User can install the Facebook application, website widget, as well as customize the header and footer on the booking page.
9. Sources: User will be able to set up the sources for the property.
10. Taxes and Fees: User can set up the taxes and fees that the property charges.
11. Send emails to guests: Allows the user to compose and send emails to guests. If this permission is disabled, the Compose button is unavailable and the user is directed to ask a property admin for access.
12. Distribution: If this option is ON, the user will be able to:
    • Set up the OTA channels on which to sell inventory, as well as managing how inventory is distributed in other OTA channels.
    • See the three radio buttons under the setting Auto change status to No Show for reservations not checked in in General System Settings.
13. Registration Cards: User will be able to modify the template used for generating registration cards.
14. Custom Fields: User will be able to add custom fields to direct reservations, the booking engine, and the registration cards.
15. Manage Users: User will be able to add and disable other users in the system.
16. Roles and Permissions: User will be able to add user roles as well as modify existing ones.
17. Add Charges and Transactions for Past Dates: You can allow/disallow users, add adjustments, items, room revenue for past dates.
18. Guest Invoicing: User will be allowed to access the invoice setup page in order to make changes to how the invoice is created.
19. Manage User Email Communications: User will be able to manage preferences for system notifications, select which emails will be received in the user's inbox. Learn more about System Notification Preferences.
20. Manage Guest Email Communications: User will be able to access guest email communication settings and tracking information in the Email Delivery Log and Email Messages inside the reservation.
21. Manage Email Templates: Controls access to the Email Templates settings page.
22. Manage Email Scheduling: Controls access to the Email Scheduling settings page.
23. Resend Emails: Allows the user to resend emails.
24. Cancel Scheduled Emails: Allows the user to cancel scheduled emails.
25. Guests/Profiles: Allows users to view the Guest/Profile List page.
26. View Activity Logs: Allows the user to view the property's Activity Logs, including user actions, reservation changes, and system events. Logs can contain guest and financial details. This permission also controls access to the Reservation Activity tab inside reservations.

1. Website: Admin: The user can access the Cloudbeds Websites builder to customize and manage the property’s website.
2. Hotel PMax: Admin: The user can subscribe, edit campaign daily budget, campaign visibility, and customize campaign assets.
3. Hotel PMax: Manager: The user can edit campaign visibility and customize the campaign’s assets.
4. Metasearch: Admin: The user can subscribe, edit campaign daily budget, and campaign visibility.
5. Metasearch: Manager: The user can edit campaign visibility.
6. Reputation: Admin: The user can subscribe and reply to reviews.
7. Reputation: Manager: The user can reply to reviews.
8. Retargeting: Admin: The user can subscribe, edit daily budget, and customize campaign content.
9. Retargeting: Manager: The user can customize campaign content.
10. OTA Travel Ads: Admin: The user can subscribe, edit daily budget, and customize campaign content.
11. OTA Travel Ads: Manager: The user can customize campaign content.

1. Quickbooks Online Integration: Manage Quickbooks Online Integration settings.
2. Custom Accounting Codes: Configure custom transaction codes and custom general ledger codes.

1. Run Night Audit: User will be able to trigger the Night Audit procedure manually.

Reporting access is managed through the report type permissions assigned to each role. A report type is the foundational dataset that determines which fields, filters, and report configuration options are available.

These permissions control access to Cloudbeds Reports and custom reports associated with each report type.

1. Cash Drawer Viewer: User will be able to view all cash drawer reports.
   • Author: User will be able to create cash drawer reports.
2. Groups and Events Viewer: User will be able to view all groups and events reports.
   • Author: User will be able to create groups and events reports.
3. Financial Viewer: User will be able to view all financial reports.
   • Author: User will be able to create financial reports.
4. Reservations Viewer: User will be able to view all reservations reports.
   • Author: User will be able to create reservations reports.
5. Guests Viewer: User will be able to view all guest reports.
   • Author: User will be able to create guest reports.
6. Occupancy Viewer: User will be able to view all occupancy reports.
   • Author: User will be able to create occupancy reports.
7. Payments Viewer: User will be able to view all payments reports.
   • Author: User will be able to create payments reports.
8. Invoices Viewer: User will be able to view all invoice reports.
   • Author: User will be able to create invoice reports.
9. Housekeeping Viewer: User will be able to view all housekeeping reports.
   • Author: User will be able to create housekeeping reports.

1. View deposit ledger: View deposit ledger.
2. Mark a payment as deposit: Mark a payment as deposit.
3. Consume deposits: Consume deposits.

1. Transfer Group Folio Balance to AR Ledger: User will be able to transfer Group Folio Balance to AR Ledger.
2. Transfer Reservation Balance to AR Ledger: User can transfer the outstanding balance to an Accounts Receivable Ledger after a guest checks out.
   • Undo Reservation Balance Transfer: User will be able to undo the transfer to the Accounts Receivable Ledger.
3. View Accounts Receivable: User can see the Accounts Receivable Ledgers and their balances.
   • Create Accounts: User can create Accounts Receivable Ledgers as needed.
   • Close/Edit Accounts: User can manage, close and edit, all Accounts Receivable Ledgers and their balances.

1. View tags:
   • Assign and remove tags: Allows users to assign and remove tags from reservations, guests, and elsewhere using the approved tags list.
     • Create, edit, and delete tags: Allows users to create, edit, and delete tags from the tag list for all properties.

1. View Reservations and Calendar: View individual reservations and the Calendar page.
   • Modify Reservations: User will be able to modify reservation dates, room types, details, as well as change the reservation status.
     • Edit Reservation Rates: User will be able to modify the daily rate and/or the total rate on a reservation.
     • Override Rate Difference: When a guest is moved from one accommodation type to another using the calendar, and the rates between the two accommodations are different, the user will be able to "Override" the rate difference.
     • Edit Guest Profile: User will be able to update guest information even if the reservation is for a past date or a status that is not confirmed/in-house.
     • Delete Reservation: User will be able to delete reservations. This action cannot be undone.
   • Report Guest Misconduct: Report guest misbehavior to Booking.com only without leaving Cloudbeds PMS. Click here to check further details.
2. Create Third Party Reservations: User will be able to create third-party reservations on the dashboard.
   • Create Overbooked Third-Party Reservations: Users will be able to create third-party reservations for dates with no availability.
3. Override Min/Max LOS Restrictions: User will be able to override the Minimum/Maximum Length of Stay restrictions when creating direct reservations.
4. Check Out Reservations with Balance Due: Allows user to check out a guest from the platform with an outstanding balance due on the account.
5. Manual Add/Void for Taxes and Fees: Users are able to add/void taxes and fees to guest folios.
6. Create/Edit Reservations for Past Dates: Permission includes rate edits and deleting past transactions.
7. Create Direct Reservations: You can allow/disallow users to create direct reservations
   • Reservation Imports: User will be able to import reservations through a simple import form. Disabling this permission does not affect adding reservations manually through the 'Create New Reservation' button or through the calendar.
8. Create/Edit Reservations for Yesterday: The user can create or modify reservations for only one day in the past to account for late-night and early-morning walk-ins.
9. Export Reservation List: User can export a list of reservations with various fields of data. This data may be sensitive and so privileges should be granted with discretion.
10. Check In Reservation With Balance Due: Bypasses the system setting to require balance to be collected prior to check-in.
11. Override or turn off Smart Policy automation: User will be able to change the payment method or deposit amount suggested by the Smart Policy when creating a direct reservation, and to turn off Smart Policy automation on an existing reservation.
12. Override cancellation fee: User will be able to override the cancellation fee calculated by the Smart Policy when cancelling a reservation.
13. Override no-show fee: User will be able to override the no-show penalty calculated by the Smart Policy when marking a reservation as no-show.
14. Auto-assign reservations: User will be able to auto-assign reservations to rooms.

1. Base Rates: User can create and edit Base Rates, including in Calendar.
2. Create / Edit Rate Plans: User will be able to create and edit all Rate Plans and restrictions.
   • Create/Edit policy exceptions: User will be able to create, edit, enable, disable, and delete date-based policy exceptions on rate plans.
3. Increase Daily Rate: User will be able to increase the rate on any single day.
4. Decrease Daily Rate: User will be able to decrease the rate on any single day.

1. Create Out of Service / Room Block from Calendar: User will be able to create a room block or an Out of Service block from the calendar.
2. Availability Matrix/Availability Block: User will be able to block out one or more room types on all channels through the Availability Matrix or any specific channel in the Distribution Channel Closeouts.
3. View Spaces Calendar: Allows the user to open the Spaces Calendar and see bookable spaces and their availability.
   • Manage Spaces: Allows the user to create and edit space types and change Spaces settings.

1. Add Payments: User can add a payment to all reservations and house accounts.
   • Add Refund: User will be allowed to add a refund amount to the guest folio.
2. Add Payments Larger Than The Reservation Total: User will be able to add payment that is higher than the remaining reservation amount.
3. Authorize and Process Credit Card Payments: If enabled, the user will be able to authorize a credit card using payment processing, charge an existing authorized card, or process a payment for a specified amount. If your account has Cloudbeds Payments enabled, users will also be able to send payment links, Pay by Link.
4. Modify and Void Payments: Gives the user the ability to modify and void payments.
   • Void Payments After 24 Hours: If enabled, the user will be allowed to void payments even if 24 hours or more have passed. This applies to all payment types aside from cash. Most payment gateways likewise do not allow for a payment to be voided after 24 hours, but this varies for each payment gateway.
5. Record Existing Credit Card Payments: Post credit card payments to folio for payments that were processed elsewhere, e.g. your local POS, and not via integrated Payment Gateway.
6. Transfer Credit Card details: If enabled, with this feature you will be able to transfer credit card details from an existing reservation to another reservation. This feature is available if you have the Cloudbeds Payments feature enabled on your Cloudbeds account.
7. Waive Convenience Fee: User will be able to waive a convenience fee if the fee is enabled and applied to a payment.

1. View Overview and Transactions
2. View Reports
3. View Disputes
4. View Payouts
5. View Capital and Promotions

1. Create/ Edit/Delete Drawers: User will be able to add and remove Cash Drawers that exist within the property.
2. Open Cash Drawers: User will be able to open cash drawers.
3. View All Users Reports: User will be able to view all the cashier reports, not just their own.
4. Add Cash Transactions without Opening Drawer: User will be able to add payments and adjustments without opening a cash drawer first.
5. Close Any Drawer: User will be able to close a drawer that was opened by another user.
6. View Open Drawers and Post transactions: User will be allowed to view all open drawers and post cash transactions to ANY open drawer.

1. Create/Edit Folio Configurations: Allows user to view and make changes on the folio configuration page.
2. Create Folios: Allows user to create additional folios on a reservation/house account.
3. Edit Folios: Allows user to modify a folio on a reservation/house account.
4. Remove Folios: Allows user to remove a folio on a reservation/house account.
5. Move Transactions Between Folios Within a Reservation: Transactions can only be moved between folios on the same reservation.
6. Move transactions between  reservations / accounts within the Group: Move transactions between organization properties.

1. Add Items/Services to Folio/Account: User will be able to add inventory products to reservations or house accounts.
2. Price Override on Items/Services: User will be allowed to modify the price of the product when adding it to a reservation or a house account.
3. Update Stock Quantity: User will be able to modify the Current Stock Quantity and Reorder Threshold Quantity fields.
4. Update Stock Threshold Notifications: User will be able to access the Update Stock Threshold Notifications page, as well as add or remove who receives those notifications.
5. Void Items/Services: User will be able to remove items and services from reservations or house accounts.

1. Add Adjustments: User will be able to add adjustments to all reservations and House Accounts.
   • Adjust Taxes/Fees On Folio: User will be able to add taxes and fees adjustments to folio.
2. Void Adjustments: User can remove an adjustment from reservations and house accounts.

1. Add / Use House Accounts: User will be able to create House Account, add payments, and adjustments to existing ones.
   • Add Private House Accounts: Create private house accounts.

1. Edit housekeeper assignments and room conditions: User can access the Housekeeping page.
2. Can set room condition to "Inspected": User can set the status to Inspected to confirm that the room has been cleaned and is ready for occupancy.

1. View API Credentials: Allows access to "API Credentials Page".
   • Delete API Credentials: Allows for deleting sessions and issued client_IDs on the "API Credentials" page.
2. SageOne BR Nota Fiscal: Allows user to connect/disconnect and set up SageOne integration.
3. Connect Marketplace Apps: Allows access to view and connect 3rd party integrations in Marketplace page.
4. Disconnect Apps In Manage Apps: Allows the user to view and disconnect 3rd party integrations in Manage Apps page.
5. View Integrations Sensitive Data: User can view Integrations Sensitive Data.
   • Edit Integrations Sensitive Data: User can edit Integrations Sensitive Data.
6. Issue key cards: Allows to issue keys to the rooms if you use a door lock integration, like Visionline (Assa Abloy).

1. Access PIE: Access the Price Intelligence Engine, PIE.
   • Access Rules
     • Create/Edit Rules and Alerts
     • Accept/Deny Rule Application
2. Access Compsets:
   • Create, activate, deactivate, and modify Compsets.
3. View Events:
   • Create/Edit Events.

1. View Sensitive and Personally Identifiable Guest Information: Sensitive and personally identifiable information is securely obscured within Cloudbeds. If the user has permission to view this data, they can click to view it. If not, the data will remain obscured.
   • View Tax ID: User can view Tax ID in a reservation, guest profile, and some government integrations.
     • Edit Tax ID: User can edit Tax ID in a reservation, guest profile, and some government integrations.
   • View Company Name: User can view guest’s Company Name in a reservation or guest profile.
     • Edit Company Name: User can edit guest’s Company Name in a reservation or guest profile.
   • View Company Tax ID: User can see guest’s Company Tax ID in a reservation or guest profile.
     • Edit Company Tax ID: User can edit a guest's tax ID in a reservation or guest profile.
   • View Document Number: User can view Document Number in a reservation or guest profile.
     • Edit Document Number: User can edit Document Number in a reservation or guest profile.
   • View Custom Fields with PII: User can see custom fields with PII.
     • Edit Custom Fields with PII: User can edit sensitive guest data in a custom field from reservation details or guest details pages.
     • Change PII settings: Grants security clearance to user to change custom field settings and indicate if field does or does not ask for sensitive data.
   • Guest data extraction: User is able to perform guest data export, which may include sensitive data.
   • View Previously Sent Emails: This permission grants users to open previews of previously sent emails from the Email Delivery Log or the Email Messages table in the reservation details. Emails sent to guests and notifications internally sent to the property can sometimes contain sensitive data.
   • Guest Merge: Guest merger can cause data loss.
   • Anonymize Guests: Permanently anonymize all personal guest data, either for an individual guest record or in bulk. Anonymization is a permanent data loss.

1. View/Edit Cloudbeds Subscription: User will have access to Billing Portal, a portal where user can access and edit your subscription details, address, point of contact, payment method, change subscription price, increase room numbers, upgrade/downgrade, suspend, or cancel the account.

1. Link to released Allotment Block: Allows user to associate a reservation to an allotment block that has been released while the Event is active.
2. Allotment Block Overrides: Control who can modify allotment blocks after they have been released.
   • Override Released Block Restrictions: Allow modifications to allotment blocks after they have been released.
   • Extend Dates on Released Blocks: Allow extending the date range of a released allotment block.
   • Override Block Capacity: Allow adding rooms beyond the available physical inventory.
   • Reopen Closed Event: Allow adjusting event status from "closed" to perform block adjustments.
3. Group Reservation Management: Control who can manage reservations within group allotment blocks.
   • Detach Reservation from Block: Allow removing a reservation from an allotment block after release.
   • Attach Reservation to Block: Allow adding a reservation to an allotment block after release.
   • Move Reservation Across Room Types: Allow moving a group reservation to a different room type within the block.
   • Override Group Rate: Allow overriding the negotiated group rate on a reservation within the block.
   • Create and Import Rooming Lists: Allows the user to create a rooming list and submit reservations.
   • Create & Edit Rooming List Templates: Allows the user to create and edit rooming list templates.
   • Control Rooming List Approval: Allows the user to create reservations via link without approval and approve pending rooming list submissions. This permission starts disabled and must be enabled for roles that should use this capability.
4. View Profiles: Allows the user to open the Profiles tab and see group profile details.
   • Create & Edit Profiles: Allows the user to create profiles and edit group details.
5. View Events: Allows the user to open the Events page and see event details.
   • Create & Edit Events: Allows the user to create events, link them to profiles, and enter event details and room blocks.
   • Delete Events: Allows the user to permanently delete events.
6. View Quotes: Controls access to viewing quotes.
7. Create Quotes: Controls creating quotes.
8. Download Quotes: Controls downloading quotes.
9. Send Quotes: Controls sending quotes.
10. Delete Quotes: Controls deleting quotes.