Create a new reservation in Cloudbeds PMS

This article will guide you through the various methods to create a new reservation in Cloudbeds PMS. It also provides step-by-step instructions on how to create a new reservation, tailored to your specific needs.

Overview

There are multiple ways to start creating a new reservation in the Cloudbeds PMS platform:

  1. By using the + button on the Top menu
  2. Directly from the Calendar
  3. From the Reservations page
  4. From the Dashboard

How to create a new reservation

In the Simple View
Step 1 - Search for availability

Access the the New Reservation page by choosing one of the options above. You may check availability for specific dates and add accommodations:

  1. Select Source of your reservation. If you have have allotted availability for specific Source, ex. Website, it will affect the search.
  • Selecting Third Party sources will allow you to create a booking for dates with no rates or availability. This is due to the fact that the search requirements are different with Third- Party sources than those of Primary sources.
  • To change the reservation source, click to edit the corresponding reservation and select the required option in the Source drop-down menu.
  1. Select Check-In and Check-Out dates
  2. Select the Allotment Block, if applicable
  3. Enter Promo-code (if needed): It will apply discount immediately if you have a package with promo code created on the Rate Plans & Packages page
  4. Click Search to display the availability of the given parameters
  • When creating reservations from OTA manually (Booking.com, Expedia, etc), the system will require the Source Reservation ID/Third party confirmation number.
  • Make sure to enter the correct reservation ID. Only with this information, the communication between Cloudbeds PMS and the Cloudbeds Channel Manager  will be successful in case of modifications or cancellations.
  1. By default the system selected Simple view: This option will search for availability for the same room type for the entire date range selected. Or alternatively, choose Split View to create a split reservation across multiple room types without necessarily having the continuous availability for the same room type.
  2. Select whether to display accommodations available based on Base Rates, Rate Plans and Packages or Promotional Rates (rate plan with promo code)
  3. Select Accommodations: You can search availability for certain room types
  4. Under Availability section you can choose the accommodations available
  5. Click Edit if you need to change room rate
  6. Select the number of Adults, Child, and quantity of rooms
  7. Click on the ADD button to proceed to the next step.
  8. You may see all accommodations added to the booking on the left side of the screen. Click on the (x) icon if you need to remove the selected accommodation from the reservation
  1. Once accommodations have been selected, you can see the summary at the bottom of the screen (Sub-Total,  Taxes & Fees, Grand Total, Suggested Deposit (if applicable), and Balance Due)
  2. Click Booking Details to proceed
Step 2 - Add reservation and guest details
  1. Enter guest's estimated arrival time (optional)
  2. Assign the accommodation (optional)
  3. Enter the mandatory and additional guest information
  • Mandatory fields (first and last name, email and country) are marked with a red asterisk in the reservation details page. These fields should be always completed and can't be removed or made not mandatory.
  • If it's a group booking, add information about additional guests on the next screen.
  1. Take Photo of the guest if you have a webcam or upload a photo
  2. Click Add-Ons to add the add-ons to the booking. Optional: To go back to the previous page, click on the Availability button on the left side.
  3. Click Confirm and Pay to add payment to the booking and confirm it
  • If you have multiple guests belonging to one reservation, the Guests button will appear to add the additional guest's details. To auto-populate the information from the primary guest, leave the fields blank.
  • Additional guest options will only be available if there are one or more occupants assigned to this accommodation type.

If you have a repeat guest, you can start typing their name or email and the system will suggest you the autofill* of their details, if you have this feature available.

*Cloudbeds believes every lodging business is unique. We have tools for every size and budget to establish and grow.  Reach out to our Support Team for more information on each available package.

Step 3 - Confirm and pay
  1. The Reservation Summary displays guest reservation details
  2. The Accommodation Summary displays room accommodations
  3. Price Summary: Displays room rates, taxes, totals and suggested deposit (if applicable ) and balance due
  4. Choose the Payment Type used. You can select Do not collect payment to collect the payment later
  5. Select whether you would like to automatically check-in the guest to room upon completing the reservation. If the room was not pre-assigned in the guest details section, a pop-up box will appear for you to assign the room. Optional: Click to go back to the previous step
  6. Click Confirm Reservation to complete the process
  7. A pop-up box will ask if you want to send email to the guest before proceeding, you can either select Send and Continue or Continue Without Sending
  8. Your reservation has been created. To apply changes, click on the Edit reservation button. Learn more by clicking here.
In the Split View
Step 1 - Search for availability and select the Split View
  1. Access one of the available options to create your reservation and in the New Reservation page, select the Split View in the View toggle to create a split reservation across multiple room types. On this screen you will see the room types and their availability.
  2. Select the room type and dates that are applicable for the stay by clicking on the corresponding check boxes. You can only create a reservation across multiple room types with consecutive dates

The system will not allow to make a reservation using the split view if there is a gap between selected dates. In this case, create a new reservation for the second booking.

A blocked red icon (🛇) in the grid means that the room type is not available to sell on that particular day. The system will not let you select the room.

Step 2 - Add and/or edit reservation details
  1. Once a room type and dates are checked, they will be populated in the Reservation section which gives you a brief summary of the dates/room type/price selected
  2. If needed, you can click Edit to change room rate
  3. Select the number of Adults, Child, and quantity of rooms
  4. Click on the Add button to proceed to the next step
  1. In Accommodations section, you can review all the accommodations added

The gray flag symbol between the selected accommodations represents that this one reservation has split accommodations and will require room moves by the guests.

  1. You can also see the price summary: Sub-Total, Taxes & Fees, Grand Total, Suggested Deposit (if applicable), and Balance Due.
  2. Click Booking Details to proceed to the next step
Step 3 - Complete the reservation

If the reservation is made for a group with multiple accommodations, for example, 1 room type for the entire stay and the other room type is a split (meaning guest needs to move to a different room in middle of their stay), you will be able to identify them by the dash sign (-) or by hovering over the reservation ID.

For past dates
Option 1 - Directly from the Calendar
  1. Go to Calendar and select the check-in and check-out dates in past
  2. Click Create New Reservation
  • There should be availability for the dates selected to create reservation.
  • If the past-dates navigation is not available, make sure to double check the user's reservation privileges.
DEMO Mountain Resort and Spa - Calendar - Google Chrome
  1. Complete creating reservation by following the usual process. The reservation will appear on calendar on past dates with status Confirmed/Confirmation Pending.

The reservation created in past won't be created with Checked out status automatically. You need to manually check the guest in and out if needed.

DEMO Mountain Resort and Spa - Calendar - Google Chrome
Option 2 - With the New Reservation button
  1. Select the preferred option to create the new reservation and select the corresponding source
  2. Select both check in and check out dates in the past in date picker
  3. Click Search and complete the reservation by following usual process

There should be availability for the dates selected to create reservation.

If you are experiencing difficulties in creating new reservations, refer to the troubleshooting guide below to learn more about the possible reasons why a direct reservation may not be created or added to the system.

Reservation creation troubleshooting

Possible reason 1 - Availability
  1. Click on the Main Menu
  2. Calendar
  3. Verify how many rooms are available in each of the rooms categories for each day
  4. For example, there is no availability on May 10th for the Standard room, therefore it will not be available to make a reservation.
Possible reason 2 - Rates

The room/beds with zero rates will not be available for booking.
Please make sure to add rates if you want to sell this room by following these instructions: How to Add / Edit Base Rates

DEMO Mountain Resort and Spa - Calendar - Google Chrome
Possible reason 3 - Restrictions

While reviewing the room information on the availability matrix, ensure that no restrictions exist that would prevent the reservation from being created, such as Minimum Night Stay or Maximum Night Stay.

DEMO Mountain Resort and Spa - Availability Matrix - Google Chrome
Possible reason 4 - Accommodation is blocked or closed for arrival

Access the Availability Matrix and make sure that the room is not Blocked or Closed to Arrival or Closed to Departure:

DEMO Mountain Resort and Spa - Availability Matrix - Google Chrome
Possible reason 5 - Overbooking

If you have negative availability for one room but positive for another one, like here:

In the case above, the total availability for your property will be calculated as: -1+1=0, and this is the reason why none of the rooms will be available for a direct reservation, even though you can see that there is 1 room available.

If you have an overbooking setting disabled here: Rates and Availability->Availability Matrix->Settings-> Overbooking Settings you will not be able to add a reservation when there is no availability

The system works like this to prevent overbookings. If one of your room types is overbooked, you would want to have availability in another room category in order to accommodate the guest.

Questions about reservations in Cloudbeds PMS? Explore the Reservations FAQ

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6 comments
  • Good
    Thank you this is really helpful

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  • Hi Andres,
    Thanks for sharing your feedback, we are glad to know that it's helpful.

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  • It is not working

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  • Hi Cheryl! I've created a ticket for our support team and they'll get in touch with you soon.
    Best Regards

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  • Hi I cannot access my dashboard to input information? Can someone help please

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  • Hi Cathy!
    I reached out to your Onboarding Coach and I noticed that Marina sent you an email today to schedule a call with you!

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