Base Rates and Availability Matrix - How to Add or Edit Base Rates

Set up and edit the Base Rates of specific accommodations for any period, including certain days of the week and minimum/maximum length of stay and closed to arrival/departure limitations.

This article offers two ways to add or edit your Base Rates: Through the Base Rates tab or in the Availability Matrix.

Things to know:

  • Your Base Rate is valid for all channels (manual reservations in the system, Cloudbeds Booking Engine and connected channels/OTAs).
  • Some OTAs do not allow setting minimum and maximum length of stay limitations and closed to arrival/departure limitations. Check more details: Channel Features

Overview

Loading plenty of availability (both long-term and last-minute) means more visibility to more bookers and bookings.

For some OTAs, like Booking.com the availability you load lets us market your property on channels like Google, not to mention our thousands of affiliate partner websites from airlines to comparison websites, so we can make sure you are seen by an even wider, more global audience.

Also, travelers like to plan ahead, you will appear in more search results if you load availability further out into the future.

We recommend at least 1 year to 16 months of future inventory loaded and continuous update.

How to Add Base Rates

Set several Base Rate intervals for one accommodation with different rates and restrictions.

Example: Set up High Season interval with higher rates and Minimum Length of Stay, and Low Season interval with lower rates and without any restrictions.

Option 1 - Base Rates tab
  1. Click Menu
  2. Go to Rates and Availability
  3. Click on Base Rates
▶ Mockups - Next Gen UX - Main Menu
▶ Mockups - Next Gen UX - Main Menu
  1. Select the accommodation type to the add base rates
  2. Click +Add Interval
  1. Use Copy Interval to copy intervals from another accommodation types
  2. Type Interval Name (this title will help you find specific interval, for example, High Season or Fall Year XXXX, for example)
  3. Set the interval period
  4. Set Min LOS or Max LOS restrictions if applicable (for the whole interval)
  5. Set Closed to Arrival or Closed to Departure restrictions if applicable (for the whole interval)
  6. Do you charge for additional adults and or children?
    • Select Yes if you charge an additional fee for adults or children not included in the rate and indicate the price of each additional adult and child.
    • Or select No.
  7. Select on which days of week the interval will be available
  8. Enter the price
  9. Click Apply to enter the same rate to all selected days

Unselected day of week or rate set to 0 means that the room is not available for booking using Base Rate.

  1. Click Add Interval

The interval will appear in the table under the accommodation type.

  1. Click SAVE to finish.
Option 2 - The Availability Matrix

The Availability Matrix allows you to visually update inventory for a single day or an entire date range. Use the +Long-Term Interval to update multiple dates and room types at the same time, or click the top number (or check box) for each specific date within the intervals to update the availability or close the date.

To add your base rates:

  1. Click on the Menu
  2. Go to Rates and Availability
  3. Click on Availability Matrix
  4. Click +Long-Term Interval
  1. Select property if you manage a few properties within Cloudbeds PMS
  2. Select which Accommodations the room rate will be applied
  3. Select interval dates to apply the room rate
  4. Choose if there are certain days of the week to set
  5. In the Settings, select Base Rates
  6. Set the amount of the base rate

If you subscribed for Premier or Enterprise Cloudbeds package, when you select Base Rate under the Interval Settings, the system displays a few more options (Set Amount, Increase, Decrease). These options will be used when you need to update an existing interval (check further info on the Editing Base Rates section of this article)

  1. Click Add Interval
  2. Save

By default, the start date of the date range is today's date. Unselect today's date by clicking on it to select a different start date.

How to Edit Base Rates

The fastest and easiest way to edit the rate for one or few days is through the Availability Matrix or directly on Calendar.

When the Base Rate is changed through the Calendar, Availability Matrix or PIE, the corresponding Base Rate interval will be automatically modified. The existing interval will be broken down with a new interval of the new rate. The same applies when the stay restrictions (MinLos, MaxLos, Closed to Arrival, Closed to Departure) are edited through the Availability Matrix.

Option 1 - The Base Rates page
  1. Click on the Menu
  2. Go to Rates and Availability
  3. Click on the Base Rates page
  4. Edit or delete the desired interval

Editing an Interval overlapping Existing Intervals

If you add new interval which date range overlaps the existing interval, the system will throw a notification asking whether you want to proceed and showing how the system will modify the existing interval.

Example:

  1. You created a High Season interval from November 2022 until June 2023.
  2. Then you added the Medium Season interval from November 1st - 20th, 2022. It overlaps the High Season interval: The system will throw the following alert. If you click Confirm, the system will automatically create 3 intervals by breaking existing interval into 2 and pasting new interval between them.
Option 2 - The Availability Matrix

Use the +Long Term Interval button in the Availability Matrix to overwrite existing long term intervals or use the Availability Matrix Table to update one day at-a-time.  

The Availability Matrix allows to use the Long Term Interval or to update one day at-a-time in the Availability Matrix Table.

Long Term Interval

Use the Long Term Interval option to edit the rate for a few days (long term intervals). This option is faster and easier.

  • The Price Differentials functionality does not apply to price changes within Long Term Interval block.
  • The rate changes will not be applied for the dates with 0 prices or dates without rates.

Edit Rates with the Long-Term Interval button

  1. Select a property if you manage a few properties withing Cloudbeds PMS
  2. Select the Accommodation to edit the base rate for
  3. Choose the dates for which you want to apply the new price
  4. Select the days of the week to apply the changes
  5. Choose Base Rate under the Interval Settings

If you subscribed for Cloudbeds Premier or Enterprise, when you select Base Rate, under the Interval Settings, the system displays a few more options:

  • Set Amount - the user needs to specify the rate amount for the selected room types and selected dates
  • Increase - this increases current base rates for the selected room types/dates by the specified % or amount)
  • Decrease - this decreases current base rates for the selected room types/dates by the specified % or amount)
  1. Choose to set a new Amount, Increase or Decrease the existing prices:
  • If you chose Increase or Decrease - select % or $, and the system will apply the changes accordingly
  • If you chose Set Amount - enter the new price value
  1. Click Add Interval
  2. Save

One Day at-a-time (Availability Matrix Table)

  • If you subscribed for Cloudbeds Premier or Enterprise, use the Price Differentials feature to update your rates easily and quickly when using the Availability Matrix. With the Differentials configured, hitting Enter after entering the value for the Base accommodation will also update all linked accommodations automatically (except the dates with 0 price).
  • Navigating away from the cell after entering the value will not result in updating the linked accommodations.

Use this option to change one date at-a-time.

  1. Click on the Menu
  2. Click on Rates and Availability
  3. Go to the Availability Matrix
  4. In the desired room, click on the rate on the date you would like to change and edit this rate
  5. Save
Option 3 - Calendar
  • The Price Differentials functionality does not apply to changing prices within the Calendar.
  • On the calendar, the system allows you to update only the rates and not the restrictions.

Use the Calendar to update one day at-a-time.

  1. Click on the Menu
  2. Go to the Calendar
  3. Click on the rate of the date you would like to change and edit the rate
  4. Click on Confirm to apply the change
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