| Purpose | Create and manage Guest Statuses, assign them to guests, use a status such as Disallowed as an internal staff reference, and filter Profiles by Guest Status. |
| Best for | Front desk staff, managers/GM, and admins who classify guests or need internal visibility into how a guest should be handled. |
| Use this when | You want to identify guest categories such as VIP or membership status, mark a guest for internal follow-up, or flag a guest as Disallowed for staff awareness. |
| Requirements | Access to the applicable Guest Status settings and guest or reservation workflows in Cloudbeds PMS. |
| Expected result | Staff can recognize and use Guest Statuses consistently while understanding that a Disallowed status is an internal reference and does not automatically block reservations. |
| Limitations | Guest Status does not prevent bookings through Cloudbeds Booking Engine or connected channels. Guest Status also cannot be added or changed directly from the Guest Profile. |
Introduction
Guest Statuses in Cloudbeds PMS help your team classify guests with internal labels such as VIP, membership categories, or a status such as Disallowed. These statuses give staff additional context when working with a guest or reservation.
Guest Status is an internal reference. It does not automatically change reservation behavior or prevent a guest from booking. Use this article to create and manage statuses, assign them to guests, mark a guest as Disallowed for staff awareness, and filter Profiles by status.
Table of contents
- Who this affects and how
- What are Guest Statuses?
- Create and manage Guest Statuses
- Assign a Guest Status to a guest
- Mark a guest as Disallowed
- Filter Profiles by Guest Status
- Guest Status limitations and booking behavior
Who this affects and how
Guest Statuses support both day-to-day guest handling and administrative setup. Use the role guidance below to identify the sections most relevant to you.
| Role | What to know |
|---|---|
| Front Desk | Use Guest Statuses to recognize guest categories while working with reservations. A Disallowed status is an internal warning and does not automatically block a reservation. |
| Manager / GM | Define how your property uses statuses such as VIP or Disallowed and what staff should do when a guest with a Disallowed status has or creates a reservation. |
| Admin | Use Guest Status settings to create, edit, enable, disable, or delete the status options your property uses. |
What are Guest Statuses?
Guest Statuses are internal labels that help staff classify guests consistently. A property can create statuses that fit its operating needs, such as VIP, AAA Member, or Disallowed.
Example: A property can use a VIP status to help staff recognize a returning loyalty guest, or a Disallowed status to warn staff that the property does not want to accept a future stay from that guest. The Disallowed status itself does not block the guest from making a reservation.
Guest Statuses can appear when staff work with guest and reservation information, and the Profiles page can be filtered by Guest Status.
Guest Statuses and Attribute Tags are separate features. Guest Statuses are internal labels used in guest and reservation workflows. Attribute Tags are managed separately and can also appear in Guest Profile workflows, including manual profile merge.
Create and manage Guest Statuses
Admins can create the Guest Status options the property wants staff to use. A status requires a name, and a description can be added to explain how staff should interpret it.
- Open the Account Menu
and select Settings
- Select Guests.
- Open the Guest Status tab and click + Add.
- Enter the Status Name.
- Enter a Description, if needed.
- Click Save.
- Review the new status in the Guest Status list.
The status appears in the list after it is saved:
Existing Guest Statuses can be edited, enabled, disabled, or deleted from the Guest Status settings page.
Assign a Guest Status to a guest
Guest Statuses can be assigned while staff work with a guest through a reservation. This lets the status follow the existing guest record used for that reservation.
- Open the Main Menu
and select Reservations
- Search for the reservation and select the guest name to open the reservation drawer.
- Open the reservation.
- Select the appropriate option from the Guest Status drop-down menu.
The Guest Status drop-down menu displays the statuses available for the guest:
When creating a new manual reservation for a returning guest, select the existing guest profile from the previous-guest suggestions. When the correct existing profile is selected, its Guest Status is carried into the manual reservation workflow.
Example: In the example below, entering John in the guest information displays a previous guest suggestion for John with the email snow@test.com. Select that existing guest record instead of creating a new one. If the existing profile already has a Guest Status, such as VIP, that status remains associated with the guest record used for the manual reservation.
Mark a guest as Disallowed
A property can create and assign a status such as Disallowed when staff need an internal warning about a guest. This is a staff reference, not an automatic booking restriction.
A Disallowed status does not prevent the guest from creating a reservation. Staff must still review future reservations and follow the property's internal process.
Example: If a property decides it does not want to accept future stays from a guest, staff can assign a Disallowed status so the guest is clearly flagged internally. If the guest books again, staff still need to review the reservation because the status does not automatically block the booking.
If a Disallowed status does not already exist, open the Account Menu and select Settings. Then select Guests and open the Guest Status tab.
- Enter Disallowed as the Status Name. Add a description if needed.
- Click Save.
After the status exists, assign Disallowed to the applicable guest through the reservation workflow in Assign a Guest Status to a guest.
Filter Profiles by Guest Status
Use the Guest Status filter on the Profiles page when you need to find guests assigned to one or more statuses, such as VIP or Disallowed.
- Open the Main Menu
- Open the Guest Status filter and select one or more statuses.
- Click Apply to update the Profiles list.
The Guest Status filter and Apply action are shown below:
Guest Status limitations and booking behavior
Guest Status is designed for internal staff reference. Keep these limitations and related behaviors in mind when using statuses operationally:
- A Guest Status does not automatically prevent a guest from creating a reservation.
- Bookings from Cloudbeds Booking Engine or connected channels are not blocked because a guest has a Disallowed status.
- For future manual reservations, staff should select the existing guest profile when available so the existing Guest Status remains associated with the guest record being used.
- Guest Status cannot be added or changed directly from within the Guest Profile.
- Guest Status does not manage duplicate guest profiles. Duplicate profiles are handled separately in Cloudbeds PMS. Authorized users can manually merge and unmerge profiles from the Guest Profile Drawer, while automatic deduplication runs as a separate process. See Guest Profile Overview for manual merge and unmerge, and Guest Profile Deduplication Overview for automatic profile matching and deduplication.
Booking.com: Booking.com provides a separate guest-misconduct reporting workflow that can be used at the channel level. See How to report Guest Misconduct to Booking.com from Cloudbeds PMS for details.
Related articles
Now that you can create, assign, and filter Guest Statuses, review these resources for adjacent guest and reservation workflows:
Comments
This is a very important feature that needs to be part of the program. We have to protect our property from criminals or people who have vandalized, threatened with weapons, or verbally abused staff. This is a huge problem in many areas, especially hotels and motels. Please add this feature as soon as possible so we can protect our guests and staff easily.
Hello, Joysinninnisfail,
Thank you so much for your valuable feedback on the guest status/disallow guests features. We understand the significant impact and how critical this is for your daily operations.
Please note that this one is already in our Product Team's radar with high priority. We are committed to exploring solutions that address these vital needs, and we truly appreciate you bringing this to our attention.
Thank you!
Some guests have inappropriate behaviors and have been found many times, causing losses to the hotel. We should improve the guest booking identification system as soon as possible and stop allowing those people to book.
We have problems with guests damaging property. We enforce security bonds which helps a little. No police want to help and staff afraid.
Hello, PACIFIC COAST,
Thank you for reaching out. We can understand that this is such a difficult situation. Understandably, your staff feels very concerned.
We have received different requests about guest management tools, such as a blacklist, for example. Our team is actively working on new features to help properties manage these types of issues more effectively.
In the meantime, we appreciate your patience as we work to bring you more tools to deal with this challenge.
Our Support Team is more than happy to help if you need any special assistance.
When will the profile page be updated with the guest status again? This is a major safety concern for our employees if we need to set guest status as "disallowed" and can't. Please make this a TOP priority to fix. Thank you.
Hello, Jeni Janis,
We can understand your concern about the disallowed guest status. This is a very requested feature, and it has already been re-escalated with high priority/visibility for our Product Team.
We appreciate your honest feedback and follow-up.
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