| Purpose | Prepare the legacy Groups module for cancellation, complete the required financial cleanup, and understand what happens after the module is disabled. |
| Best for | Manager/GM, Admin, and Owner. |
| Use this when | Your property plans to stop using the legacy Groups module and needs to prepare Group Folios, payments, and related records before access is removed. |
| Requirements | The affected Group Profiles and Group Folios must be available for review. Complete the applicable pre-cancellation checks before the module is disabled. |
| Expected result | Group-related balances, authorizations, and allocations are addressed before cancellation, and you know which cancellation path applies based on the package status. |
Introduction
This article applies to the legacy Groups module in Cloudbeds PMS. It does not cover the newer Groups and Events module, which is being introduced separately.
Before the legacy Groups module is disabled, review the financial activity connected to your Group Profiles and Group Folios. Pending routed transactions may return to reservation folios after the module is disabled, while posted Group Folio transactions remain part of your reporting history even though the Groups area is no longer available.
Prepare the affected Group Folios first, then review what changes after disablement and follow the cancellation path that matches the package status.
Table of contents
- Who this affects and how
- Before you cancel the legacy Groups module
- What happens after Groups is disabled
- Cancel the legacy Groups module based on package status
Who this affects and how
Different roles may be responsible for the financial cleanup, cancellation request, or oversight. Use the links in the table to go directly to the part of the workflow that applies to you.
| Role | What to know |
|---|---|
| Manager/GM | Review Group Folios and decide how outstanding balances should be handled before cancellation. Start with Before you cancel the legacy Groups module. |
| Admin | Complete the applicable cleanup in Group Profiles and Group Folios, including payment-related actions used by your property, then follow the correct cancellation path. Review Before you cancel the legacy Groups module and Cancel the legacy Groups module based on package status. |
| Owner | Understand the financial impact of disabling Groups and the difference between Trial and Active cancellation paths. Review What happens after Groups is disabled and Cancel the legacy Groups module based on package status. |
Before you cancel the legacy Groups module
Complete the following checks before the legacy Groups module is disabled. These actions help prevent unresolved Group Folio balances, unreleased card authorization holds, or unallocated payments from remaining after the Groups area becomes unavailable.
1. Balance Group Folios
Review each Group Folio and choose the option that matches the reservation status and whether payment has been received or is expected soon. The goal is to avoid leaving an outstanding Group Folio balance when the legacy Groups module is disabled.
| Option | Use it when | What happens |
|---|---|---|
| Unroute posted transactions | Reservations are for a future date and payment is not expected soon. | Posted routed transactions return to the corresponding reservation folio. |
| Collect payments | Reservations are checked out or currently in-house, and payment has been received or is expected soon. | Apply the Group payment to balance the Group Folio. |
| Apply adjustments | You intentionally choose to adjust posted transactions instead of unrouting them or applying payment. | Use this only when appropriate for your accounting situation. The source article does not recommend adjustments as the preferred option. |
Before unrouting transactions: Unrouting must be completed one transaction at a time and only for posted routed transactions, not pending transactions. Remove routing from the Group Profile settings so future pending transactions do not continue routing to the Group Folio. Do not unroute checked-out reservations because this creates balances on those reservation folios.
Before unrouting, save a copy of the Group Folio for your records. For the detailed workflow, see Group Folios.
If you collect payment instead, follow the Group Profile payment workflow in Manage Group Profiles.
2. Void outstanding card authorizations
If card authorizations connected to Groups have not been charged, void them before cancellation. This avoids leaving an authorization hold that can no longer be managed from the Groups area after the module is disabled.
Follow Authorizing a Card with the Payment Gateway Feature to void the existing authorization and release the hold.
3. Allocate payments, if applicable
If your property uses Payment Allocation, make sure payments in the affected Group Folios are allocated before the legacy Groups module is disabled.
Review Payment Allocation Overview for the allocation workflow and behavior.
What happens after Groups is disabled
Disabling the legacy Groups module removes access to the Groups area, but it does not erase the financial history connected to Group activity. The behavior below explains what changes and what remains visible in reporting.
- Pending routed transactions are unrouted and return to the corresponding reservation folios. This generally affects in-house and future reservations.
- Posted routed transactions and manually posted transactions remain associated with the Group Folio, but the Group Folio is no longer accessible from the Groups area.
- Historical Group transactions continue to appear in the applicable reports.
The Transactions report can continue to show historical Group activity. In the example below, the RES # column contains linked Group references alongside transaction details.
Selecting a historical Group reference after Groups has been disabled opens a message explaining that the Groups package is disabled.
If a Group Folio remains out of balance after Groups is disabled, use reporting to identify the imbalance. The remaining payment or adjustment can be applied to a House Account or to a reservation used for accounting balancing purposes.
Cancel the legacy Groups module based on package status
After completing the Group Folio, authorization, and allocation checks, confirm whether the Groups package is in Trial or Active status. The cancellation path depends on that status.
- Open the Account Menu
- Select Billing Portal.
- Review the subscription information to confirm whether the Groups package is in Trial or Active status.
The Billing Portal shows account-level billing information and includes the Subscription tab used to review subscription details.
Trial package
If the Groups package or product is still in Trial status, you can cancel it from the Billing Portal. Follow How to Cancel a Trial Package/Product for the complete cancellation workflow.
Active package
Once the Trial period has ended and the product is Active, request cancellation by emailing billing@cloudbeds.com.
Related articles
Once the legacy Groups cancellation process is complete, these reporting resources can help you review transaction, payment, or adjustment activity that remains part of the property's financial history:
Comments
Please sign in to leave a comment.