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  4. Daily Activity Reports

Room Assignments Report

Gabriela Garcia
Updated

The Room Assignments Report in Cloudbeds PMS (Classic Reports) helps front desk teams and managers quickly review room assignments by date, including assigned and unassigned rooms, room blockages (example: Courtesy Holds, Out of Service, Blocked Dates), and key reservation details. 

Use it to confirm who is in each room, identify gaps before arrival day, and export the report for operational follow-ups.

Access and use

  1. From the Main Menu, click on Classic reports
  2. Open the Daily Activity Reports and click on Notes
  3. Set your filters (example: Date Range today)
  4. Click Apply

Cloudbeds PMS left-side menu highlighting Classic Reports and Daily Activity Reports with Room Assignments selected 

 If you can’t find Classic Reports in the left-side menu, don’t worry; Cloudbeds is progressively rolling out a consolidated Reporting menu. Depending on your property, Classic Reports may now be located inside the Reporting section. 

Learn more in Report Navigation Update: Consolidation of Reporting in the PMS Menu.

Filters and Room Assignments Table

Room Assignments Report showing filter options for date range, room type, assigned and unassigned rooms, and the resulting room assignments table

When open up the report, you can filter the list of rooms by:

  1. Date Range: By default, it will show today’s date every time you access the report
  2. Room Type: Room category name
  3. Show assigned / unassigned

After applying the filters, the report will display one or multiple tables with the relevant fields depending on the selected date or date range:

  1. Room Type, Number of Reservations + Number of Blocks, and Number of Unassigned rooms
  2. Room Number: ​​Displays room abbreviations and unit numbers as they appear on the calendar
  3. Name and Surname: These fields are hyperlinked; click on them to go to the Reservation Details page

Export To option

Find the Export To button at the top right corner of the page to download it as a PDF or Excel file.

Room Assignments Report header with the Export To button highlighted in the top right corner

FAQ

When should I use this report?

Use it daily to confirm room assignments for arrivals, in-house guests, and upcoming check-ins; use it again after making room moves or changing availability.

What should I check first?

Start with today’s date range and look for unassigned rooms, then review any blockages that may affect availability.

Why do I see unassigned rooms?

Rooms may be unassigned when the reservation is booked without a unit number, when assignments were removed, or when inventory changes require new assignments.

Does this report include virtual rooms or only physical rooms?

It includes both. However, it's important to note that the report will only show the reservation, blocks, and assignments in the primary accommodation type (virtual room).

The linked accommodations (physical rooms) will remain in the table with 0 Reservations + 0 Blocks and Unassigned.

For example:

  • Your property has a virtual room called Suite, which combines 1 Standard Single Room and 1 Double Room.
  • A guest books the room SUI(2), and the system blocks the linked accommodations SIN(2) and DOU(2).

Cloudbeds calendar view showing a virtual room reservation and its linked physical room accommodations

  • The room assignments report will display the guest's name and surname on the room SUI(2), but the linked rooms will have the text N/A.

Room Assignments Report table showing guest assigned to a virtual room while linked physical rooms display N/A

  Learn more about how to combine physical room types into one virtual room in Shared Inventory - Everything you need to know.

Will this report show Courtesy Holds, too? Does it include all block types?

Yes, it will. If an item appears on the calendar, it holds a room and, therefore, will appear in this report, including Courtesy Holds, Out of Service, and Blocked Dates.

These terms will be shown in the Name and Surname fields and the total number of blockages in the row Room Type (Reservations + Blocks, Unassigned).

Room Assignments Report displaying Courtesy Holds, Out of Service rooms, and Blocked Dates in the Name and Surname columns

  For more details on blockages, visit Manage blocks on the calendar.  

What does N/A mean in the table?

N/A can appear when the report shows the reservation on the primary accommodation type and the linked room types are not the ones holding the reservation details.

Can I use this report for housekeeping?

It can help confirm who is assigned to each room and which rooms are blocked, but it does not replace housekeeping-specific views or status tools. Learn more: Housekeeping filters (Inspection table).

What should I do if the report looks wrong?

Confirm your date range and room type filters first, then compare the room status with the Calendar. If needed, refresh the page and re-apply the filters.

Can I open the reservation from this report?

Yes. Click the guest’s Name or Surname to open the Reservation Details page.

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