Base Rates and Availability Matrix - How to Add Extra Person Fees

Mariia Korostashevych

Updated October 02, 2026 16:09

Purpose	Configure additional adult and child prices for direct reservations and Cloudbeds Booking Engine reservations.
Best for	Property admins, revenue managers, and distribution managers responsible for accommodation pricing.
Use this when	You need to charge for adults or children above the number of guests included in an accommodation's Base Rate.
You need	Access to accommodation settings and Rates and Availability in Cloudbeds PMS. The accommodation's maximum adult and child capacity must be higher than the number of adults or children included in the rate.
Expected result	Direct and Cloudbeds Booking Engine reservations include the configured additional adult or child charge when the guest count exceeds the number included in the rate.
Important limit	Additional guest prices configured in Cloudbeds PMS are not sent to connected channels. Configure channel-specific additional guest pricing in the applicable channel extranet or with the channel's account manager or Support team.

Introduction

An extra person fee is the amount charged when the number of adults or children in a reservation exceeds the number included in the accommodation's Base Rate.

Extra person fees configured in Cloudbeds PMS apply only to direct reservations and Cloudbeds Booking Engine reservations. Connected channels use their own additional guest pricing settings.

Before configuring extra person fees

Configure the accommodation's maximum adult and child capacity before adding extra person fees.
The maximum adult or child capacity must be higher than the number of adults or children included in the rate.
For example, if two adults and two children are included in the rate, a reservation for two adults and two children does not receive an additional charge.
Review how the Cloudbeds Booking Engine calculates guests included in the rate for more information.

Configure accommodation capacity
Add extra person fees
Understand how additional guest prices are calculated
Configure additional guest prices for connected channels

Configure accommodation capacity

Additional adult and child pricing depends on the capacity configured for each accommodation.

Go to Account > Settings > Property > Accommodations.
Select the accommodation you want to configure.
Review the maximum adult and child capacity and the number of adults and children included in the rate.
Make sure the maximum capacity is higher than the included occupancy for any guest type that should receive an additional charge.
Click Save.

Review how to create and manage accommodation types for complete accommodation setup instructions.

In the New Availability Matrix, additional adult and child rows follow the accommodation's configured maximum adult and child capacity. Child pricing rows are hidden when the accommodation does not support children.

Add extra person fees

Add extra person fees from the Base Rates page or the Availability Matrix. Use the Base Rates page for a named Base Rate interval. Use the Availability Matrix for one date or a date range.

Add extra person fees from the Base Rates page

Go to Rates and Availability.
Select Base Rates.
Select the applicable accommodation.
Click Add Interval, or select the pencil icon to edit an existing interval.

Select Yes for the additional adult and child pricing setting.

Enter the applicable additional adult and child prices.
Apply the values to the required days of the week.
Click Save Interval.

On the Date Ranges, Rates, and Restrictions page, click Save.

Add or edit an extra person fee for one date in the Availability Matrix

Use the Availability Matrix grid to update an additional adult or child price for one date.

The New Availability Matrix is available only to participating properties during the limited release. Select the tab that matches the experience enabled for your property.

Go to Rates and Availability.
Select Availability Matrix.
Open Display Options.
Enable the applicable additional adult or child pricing rows.
Locate the applicable accommodation and date.
Select the additional adult or child price cell.
Enter the new price. Unsaved changes are highlighted.
Click Save.

Go to Rates and Availability.
Select Availability Matrix.
Select the view that best supports your task:
- Use Rates view to organize the grid by rate plan.
- Use Accommodation view to group each accommodation with its associated rate plans.
Open Options.
Enable the per person pricing row.
Locate the applicable Base Rate, accommodation, and date.
Select the additional adult or child price cell. The existing value is selected automatically.
Enter the new price.
Press Enter or use the available confirmation action.
Save the pending changes, when required.

You can review dates back to the start of the previous month in the New Availability Matrix. Past-date additional adult and child pricing cells are read-only and cannot be edited.

Add or edit extra person fees for multiple dates

Use Long-Term Interval in the Classic experience or Intervals in the New experience to apply additional adult or child prices across multiple dates, accommodations, or days of the week.

Open the Availability Matrix.
Click Long-Term Interval.
Select the applicable Base Rate plan.
Select the accommodations to update.
Select the start and end dates.
Select the applicable days of the week.
Under Interval Settings, select Per Person Pricing.
Enter the applicable additional adult or child prices.
Click Add Interval.
Click Save.

Open the Availability Matrix.
Click Intervals.
Select the applicable Base Rate plan.
Select the accommodations to update.
Select the start and end dates.
Select the applicable days of the week.
Under the interval settings, select Per Person Pricing.
Enter the applicable additional adult or child prices.
Click Add Interval.
Save the pending changes.

Understand how additional guest prices are calculated

Additional guest prices are added to the standard room price for each guest above the occupancy included in the rate.

Example:

Standard room price with two adults included: $40.00
Additional charge for adult three: $10.00
Additional charge for adult four: $10.00
Total for four adults: $60.00

Configure additional guest prices for connected channels

Additional guest prices configured in Cloudbeds PMS are not sent to connected channels. Configure the additional guest price directly in the applicable channel extranet or contact the channel's account manager or Support team.

Channel functionality and extranet settings may change. Confirm the current pricing options directly with the channel before changing your configuration.

Booking.com

Booking.com additional guest pricing is commonly configured as Derived Pricing. Contact your Booking.com account manager to confirm the supported pricing setup for your property.

Ask Booking.com to configure the number of guests included in the rate and the additional price for each extra guest. Cloudbeds PMS sends the mapped rate, but it does not send the extra person fee configured in the Base Rates page or Availability Matrix.

Review how to connect Booking.com to Cloudbeds PMS.

Expedia

Contact your Expedia account manager or Expedia Support team to confirm whether Extra Guest Fee is available and which pricing model your property uses.

Configure the room's maximum occupancy and additional guest prices in Expedia according to the pricing model enabled for your property.

Expedia supports Per Day Pricing and Occupancy-Based Pricing when supported by the property's Expedia configuration.

Decolar and Despegar

Configure additional guest pricing in the Decolar or Despegar extranet and make sure the corresponding channel mapping uses matching settings in Cloudbeds PMS.

Contact your Decolar or Despegar account manager or Support team if the options in your extranet do not match the steps below.

Configure the Decolar or Despegar extranet

Open Conteúdo web.
Select Edição Habitações.
Click Ver for the room you want to configure.
Open Ver quarto em Extranet Decolar.

Set Pricing Model to Price per Room.
Make sure the maximum occupancy matches the Cloudbeds PMS accommodation setup.
Make sure the minimum and maximum number of adults matches the Cloudbeds PMS setup.
Review and remove child or infant pricing when required by the channel configuration.
Enable the applicable extra-fee setting.

Open Ver taxas extras por hotel.
Enter the applicable additional adult price.

Decolar or Despegar may allow only one additional guest price, depending on the property's channel configuration.

Confirm the Cloudbeds channel mapping

Go to Account > Settings > Channels.
Locate Decolar or Despegar and open the enabled connection.
Continue to the pricing settings.
Select Charge Type > Per Room when this matches the extranet configuration.
In the Extra Bed field, select the option to use the extra-bed rate entered in the mapping.
Enter the same additional guest price configured in the channel extranet.
Select the applicable age group.
Click Next and save the changes.

Review the Decolar and Despegar connection guide when the channel is not connected yet.

Next operational step

After configuring additional adult and child prices, review the affected dates in the Availability Matrix overview and test a direct or Cloudbeds Booking Engine reservation with a guest count above the number included in the rate.