1. Cloudbeds
  2. Front Desk Operations
  3. Reservations
  4. Create, edit and cancel reservations

Edit and manage reservations

Juss Reyes
Updated
Purpose Edit reservation dates, rates, guests, accommodations, room assignments, and split stays in Cloudbeds PMS.
Best for Front Desk, Property Managers, and PMS Administrators
Use this when You need to correct or update an existing reservation without creating a separate booking.
Requirements Applicable reservation and rate-editing permissions. Some actions also depend on the reservation status and stay dates.
Expected result The reservation reflects the updated stay details, guest information, rates, or accommodation assignment.
Limitations Past-date, inactive, OTA, and certain Classic Calendar workflows can have additional restrictions.

Introduction

Cloudbeds PMS provides different editing options depending on what you need to change. You can update reservation dates and rates, add guests or accommodations, move a guest to another room, and split or combine accommodations within a stay.

Before editing, consider the reservation's current status and stay dates. Current and future active reservations generally have more editing options, while past-date or inactive reservations can have additional restrictions.

 Using the Cloudbeds App? See Edit reservations in the Cloudbeds App for the mobile workflow.

Table of contents

Who this affects and how

The editing options you use most often depend on whether you handle day-to-day front desk changes, supervise operational decisions, or manage user access.

Role What to know
Front Desk Use the workflows in Edit reservation details and Reassign reservations for common changes to dates, guests, rates, and room assignments.
Property Manager / General Manager Review rate, past-date, and OTA implications before changing reservations that can affect revenue, inventory, or historical reporting. See Important considerations for reservation edits.
PMS Administrator Confirm that users have the applicable reservation and rate-editing permissions before they use workflows that change rates or accommodation details.

Edit reservation details

Use the workflows below to change the reservation itself, including dates, rates, guests, and accommodations. Choose the option that best matches the type of change you need to make.

 Looking for a specific edit? Expand the relevant workflow below. For information about adding guests while creating a new reservation, see Create a new reservation in Cloudbeds PMS.

Edit a reservation on the Reservation Details page

  1. Access the reservation by searching for the guest name or reservation ID in the Top Menu. You can also locate the booking from the Reservations Page.
  2. Click Edit Reservation.
  3. Select the accommodation you want to edit from the left panel. You can change occupancy, extend or shorten the stay, and update rates where permitted.
  4. When you finish the accommodation changes, click Update.
  5. Apply any additional changes, then click Save Updates.

 Before saving: Review the reservation summary, including the subtotal and grand total, to confirm that the updated amounts are correct.

Reservation Details page showing the Edit Reservation action

Edit Reservation page showing accommodation controls and the Save Updates action

Edit reservation room rates

If a user moves a reservation but does not have rate-editing permissions, Cloudbeds recalculates the price based on the target room's rate plan. Only users with Edit Reservation Rates / Rate Plans permission can adjust the rate afterward.

Edit room rates using Edit Price

 Future reservation rates only: If a charge has already posted to the guest's folio, use Add or adjust reservation charges instead.

  1. Open the reservation and click the three dots icon (⋮).
  2. Click Edit Price.
  3. Update the rate as needed.
  4. Click Save Updates.

Reservation Details page showing the Edit Price option in the accommodation actions menu

Edit Price window showing reservation rate fields and Save Updates

Edit room rates using Edit Reservation

 Future reservation rates only: If a charge has already posted to the guest's folio, use Add or adjust reservation charges instead.

  1. Open the reservation and click Edit Reservation.
  2. Select the accommodation to edit from the left panel.
  3. Click Edit on the applicable room type.

Reservation Details page showing the Edit Reservation action

Edit Reservation page showing an accommodation selected for editing

Update Accommodation view showing editable room rates

  1. Edit the room rates as needed.
  2. Click Apply.
  3. Click Update.
  4. Review the reservation summary.
  5. Click Save Updates.

Accommodation rate editing view showing updated nightly rates and Apply

Edit Reservation page showing the updated accommodation and Save Updates

Edit reservation dates

Use Quick Edit for a small change to the stay dates. Use Edit Reservation when you need to search availability across a broader date range or make additional accommodation changes.

Edit reservation dates using Quick Edit

  1. Open the reservation and click the three dots icon (⋮).
  2. Click Quick Edit.
  3. Adjust the stay dates by selecting or clearing the applicable date checkboxes.
  4. Click Save Updates.

 Keep stay dates consecutive: A single accommodation cannot contain gaps between selected dates. If the guest needs to move accommodations during the stay, use a split reservation.

Reservation Details page showing Quick Edit in the accommodation actions menu

Quick Edit window showing selectable stay dates and Save Updates

Edit reservation dates using Edit Reservation

  1. Open the reservation and click Edit Reservation.
  2. Select the accommodation from the left panel.
  3. Enter the new Check-In and Check-Out dates.
  4. Click Search to check availability.

Edit Reservation page showing check-in and check-out date fields

Edit Reservation availability results for the selected stay dates

  1. Click Update.
  2. Confirm that the new dates appear in the accommodation panel.
  3. Click Save Updates.

Edit Reservation page showing the updated stay dates in the accommodation panel

Edit Reservation page showing the Save Updates action after date changes

Add an additional guest to an existing reservation

  1. Click Add guest. This button appears only when the reservation was created with capacity for additional guests.
  2. Enter the new guest's information.
  3. Click Save.
  4. Confirm that the guest appears in the guest list.

 Repeat guests: Start typing the guest's name or email. When a matching guest profile is available, Cloudbeds can populate the existing guest information. Selecting an existing guest profile may also bring the documents associated with that guest profile into the reservation.

Review the Guest Details guidance for more information about managing guest information.

Guest Details tab showing the Add guest action

Guest Details form showing fields for an additional guest

Guest Details tab showing the additional guest added to the reservation

Assign an accommodation to the additional guest from the Assignment drop-down menu when needed.

Add another room or bed to an existing reservation

Add another accommodation to the same booking when the guest needs an additional room or bed.

  1. From the Calendar, open the reservation and click Reservation Details.

Calendar reservation pop-up showing Reservation Details, Un-assign room, and Quick Edit options

  1. In the Accommodations tab, click Edit Reservation.

Accommodations tab showing the Edit Reservation button

  1. Click + Add Accommodation.

Edit Reservation page showing the Add Accommodation button

  1. Confirm or adjust the Check-In and Check-Out dates for the additional accommodation.
  2. Click Search.
  3. Select the number of adults, children, and rooms for the required accommodation, then click Add.

Edit Reservation page showing stay dates, available room types, guest quantities, and the Add action

  1. Confirm that both accommodations appear in the left panel and review the reservation totals.
  2. Click Save Updates.

Edit Reservation page showing two accommodations and the Save Updates button

After saving, a Reservation was saved notification appears and the additional accommodation is shown in the reservation details.

Reassign reservations

Reassign a reservation when the stay remains the same but the guest needs a different physical room or accommodation. Some reassignment workflows below use the Classic Calendar interface.

 Classic Calendar: The drag-and-drop workflows and screenshots in this section apply to Classic Calendar. Review the applicable Calendar documentation if your property uses a different Calendar experience.

Reassign a reservation in Classic Calendar

 Before you start: Confirm that the room the reservation will move to is available for the required dates.

  1. Open the Classic Calendar.
  2. Drag the reservation to the desired room.

Classic Calendar showing a reservation being dragged from one room to another

If the target room has a different price, Cloudbeds displays a price-change alert:

  • Continue: Move the reservation and use the new room's applicable price.
  • Override: Move the reservation but keep the existing price.
  • Cancel: Leave the reservation in its current room.

Classic Calendar room reassignment price alert showing Continue, Override, and Cancel options

Reassign to another accommodation in the same room type

  1. Open the reservation and go to the Accommodations tab.
  2. Open the room assignment drop-down.
  3. Select the new room unit.
  4. Confirm that the new room assignment appears in the reservation.

Reservation Details page showing the accommodation assignment drop-down

Reservation Details page showing the updated room assignment

A red asterisk next to an accommodation assignment indicates that the room is marked as dirty or needs inspection.

Reassign to another accommodation in a different room type

  1. Open the reservation and click Edit Reservation in the Accommodations section.
  2. Select the accommodation to edit and update the stay dates if needed.
  3. Click Search.

Reservation Details page showing Edit Reservation for an accommodation

Edit Reservation page showing accommodation search criteria

  1. Click Update next to the room type you want to assign.
  2. Confirm that the accommodation is updated in the left panel.
  3. Click Save Updates.

Edit Reservation page showing the new accommodation selection and Save Updates

 Classic Calendar drag-and-drop: Reservations can be reassigned in Classic Calendar when their status and stay dates support drag-and-drop. Review Troubleshoot drag and drop reservations on the Classic calendar for restrictions.

Reassign a reservation with past stay dates

Past-date reservations can have additional restrictions depending on their current status. Complete the steps below only when the reservation remains eligible for room reassignment.

 Checked Out reservations: Do not change a Checked Out reservation directly to Confirmed or Confirmation Pending. Those transitions are blocked. Review Manage reservation status reversions for past and inactive reservations to determine which status changes are available before attempting further edits.

For an eligible reservation:

  1. Open the reservation and click Un-assign room.
  2. Open the unassigned reservation and review the available rooms in Classic Calendar.
  3. Select the room you want to assign.
  4. Confirm that the reservation appears in the new room.

Classic Calendar reservation pop-up showing the Un-assign room action

Classic Calendar showing an unassigned reservation and available room inventory

Classic Calendar showing an available room selected for assignment

Classic Calendar showing the reservation assigned to the new room

Split and combine reservations

Split a reservation when the guest needs to move between accommodations during one stay. Combine a split reservation when those separate accommodation segments should return to a single continuous assignment.

Split a reservation on the Reservation Details page

Split a reservation using Quick Edit

  1. On the Reservation Details page, click the accommodation's three dots icon (⋮).
  2. Select Quick Edit.

Reservation Details page showing Quick Edit in the accommodation actions menu

  1. Click Add Split.
  2. Select the accommodation type for the split and clear the dates that should no longer belong to the first accommodation.
  3. Select the accommodation type for the second segment and select the applicable stay dates.
  4. Click Save Updates.

Quick Edit window showing two accommodation segments with stay dates divided between them

Split a reservation using Edit Reservation

  1. In the Accommodations tab, click Edit Reservation.
  2. Select the accommodation to edit.
  3. Enter the new Check-In and Check-Out dates.
  4. Set the view to Split.
  5. Click Search to check availability.

Edit Reservation page showing an accommodation selected for splitting

Edit Reservation page showing Split view and availability controls

A dotted line with a flag indicates that the reservation contains split accommodations and will require a room move during the stay.

  1. Click Add Split.
  2. Select the accommodation type for the second segment.
  3. Clear the dates from the first segment and select those dates for the second segment.

Split reservation view showing stay dates assigned across two accommodations

  1. Click Update.
  2. Review the accommodation information.
  3. Click Save Updates.

Edit Reservation page showing split accommodations and Save Updates

Split a reservation in Classic Calendar

  1. Open Classic Calendar and select Quick Edit for the reservation.
  2. Click Add Split and select the accommodation type and room.
  3. Clear the applicable dates from the first segment and select them for the second segment.
  4. Click Save Updates.
  5. Confirm that the split reservation appears correctly in Classic Calendar.

 Keep split dates continuous: There should not be a gap between accommodation segments in the same split reservation.

Classic Calendar reservation menu showing Quick Edit

Quick Edit window showing split accommodation date selection

Classic Calendar showing the updated split reservation

Combine a split reservation on the Reservation Details page

  1. In the Accommodations tab, click Quick Edit.
  2. Remove the split segment that is no longer needed.
  3. Add the required dates back to the remaining accommodation.
  4. Click Save Updates.

Reservation Details page showing Quick Edit for a split accommodation

Quick Edit window showing the Remove action for one split accommodation segment

Quick Edit window showing the remaining accommodation with continuous stay dates

Combine a split reservation in Classic Calendar

  1. Open Classic Calendar and select Edit Split for the reservation.
  2. Remove the split segment that is no longer needed.
  3. Add the required dates back to the remaining accommodation.
  4. Click Save Updates.

Classic Calendar reservation menu showing Edit Split

Quick Edit window showing a split accommodation segment ready to be removed

Quick Edit window showing the remaining accommodation with the combined stay dates

Important considerations for reservation edits

Some reservation changes have additional restrictions because they affect historical stay records, connected channels, payments, or reporting. Review the applicable item before making the change.

Past-date and inactive reservations

Past-date and inactive reservations can have status restrictions that prevent the same editing workflow used for current or future stays.

In particular, a Checked Out reservation cannot return directly to Confirmed or Confirmation Pending. Do not use that status change as a prerequisite for editing the reservation.

Review Manage reservation status reversions for past and inactive reservations to determine which status changes are supported, warned, or blocked before making further reservation changes.

OTA reservation modifications

  • When a third-party channel such as Booking.com or Expedia has already collected the guest payment and charged commission for the reservation, the channel may need to approve changes such as extensions or additional payments.
  • If a channel-collect reservation is manually extended in Cloudbeds, the channel does not automatically change its original reservation dates or approve an additional payment.
  • When channel approval is required, advise the guest to request the extension through the channel. The channel can then notify the property of the approved change and any applicable payment details.
  • Depending on the situation, the guest can alternatively create a new reservation through the channel or arrange the additional stay directly with the property when appropriate.

Now that you know how to update an existing reservation, review these resources for adjacent workflows involving reservation creation, posted charges, reservation statuses, and detailed reservation management:

Related to:

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Comments

7 comments
Date Votes
  • Avatar
    Reservation Green Beach

    i still can not find editing an existing reservation for a past date. 

    0
  • Avatar
    Juss Reyes
    (Edited )

    Hello, Reservation Green Beach!!

    Thank you very much for asking this question! 

    For editing reservations for past dates, please ensure your user has the corresponding privileges/permissions to perform this action. For more information, please access this section (option 6 - Create/Edit reservations/Block for past dates)

    If you need further assistance, please do not hesitate to reach out to our Support Team.

    Kind regards!

    0
  • Avatar
    Kenji B

    Does this apply to Booking Collect properties? Booking currently pays us for each reservation, so for example, if someone wants to extend and we edit the reservation direclty in Cloudbeds, will this automatically trigger the change through Booking where they will modify our payout accordingly?

    0
  • Avatar
    Juss Reyes

    Hello, Kenji B, 

    We have created a new ticket for you so that our Support Team can take a closer look at your request and assist you. 

    Regards!

    0
  • Avatar
    Merlin Pappenheimer

    Juss Reyes, can you please publish the feedback here as well please? This is key to decide if usable, and the possible implications are to critical to just trial and error. 

    0
  • Avatar
    Juss Reyes

    Hello, Merlin Pappenheimer, 

    Thank you for your comment! 

    We are following up on Kenji's inquiry, and based on the corresponding feedback, we will update this article. Thank you for your suggestion!

    Regards,

    0
  • Avatar
    Juss Reyes

    Hello, Merlin Pappenheimer!

    Just a quick follow-up on your valuable suggestion here: This article has been updated to reflect useful information about OTA/channel reservation modifications.

    Thanks again!

    0

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