1. Cloudbeds
  2. Front Desk Operations
  3. Groups

Create and manage Group Profile

Gabriela Garcia
Updated
Purpose Create and manage Group Profiles in the legacy Groups module, including profile details, contacts, notes, and documents.
Best for Front desk teams, general managers, administrators, and property owners who manage group business in the legacy Groups module.
Use this when You need to create a Group Profile or manage its details, contacts, notes, status, or supporting documents.
Requirements The legacy Groups module must be available for your property. An active logged-in session is required when uploading documents to a Group Profile.
Expected result You can create a Group Profile and maintain the profile-level information and supporting records your team needs to manage the group.
Limitations Deleting a Group Profile cannot be reverted. Documents uploaded to a Group Profile cannot currently be deleted and remain separate from guest profiles and reservation documents.

Introduction

A Group Profile is the central place for managing group-related information in the legacy Groups module. Group Profiles can represent groups, companies, travel agents, or wholesalers and can include contacts used for negotiations, availability discussions, invoices, deposits, and payment arrangements.

Use this guide for the main profile-level actions: creating and editing a Group Profile, managing contacts and notes, deleting a profile, and uploading supporting documents.

  A newer Groups experience is available. This article covers the legacy Groups module. The newer Groups and Events module includes organization-wide Profiles, property-specific Events, Quotes, Rooming List workflows, and more flexible billing and routing. Groups and Events is currently in limited release. To learn about availability, contact support@cloudbeds.com.

For a broader explanation of the legacy Groups page and its navigation, see Groups - Everything you need to know.

Manage Group Profiles

Expand the workflow that matches the Group Profile action you need to complete. Each workflow begins from the legacy Groups area so it can be followed independently.

Create a Group Profile

Open the Main Menu Main Menu icon and select Groups. Then:

  1. From the Groups page, click + Create Group Profile.

Groups page showing the Create Group Profile button used to start a new Group Profile.

  1. Enter the Name of the profile.
  2. Review the Status. New profiles are Open by default. You can later set a profile to Closed to distinguish active and inactive groups.
  3. Select the Type:
    • Group: A one-time group or event, such as a party or wedding.
    • Company: A corporate business that books rooms for employees.
    • Travel agent: A tour operator that books the property for clients.
    • Wholesaler: An OTA or wholesaler for which the property pays commission for bringing guests.

The profile type helps you filter Group Profiles and does not change Group Profile functionality.

  1. Choose whether reservations should Route to Group Folio:
    • Select Yes to automatically transfer the selected transaction types from reservations in the group to the master Group Folio. The transactions remain visible on the reservation but no longer affect the individual reservation balance due.
    • Select No if reservation transactions should remain on the individual reservation and should not automatically transfer to the master Group Folio.
  2. If you selected Yes, choose the Transaction Types that should route to the Group Folio.
  3. If split-folio functionality is enabled, select the Reservation Folio Configuration for the Group Profile.

  If you select a Folio Configuration and later change that configuration from the Manage Folio page, the change is not automatically applied to the existing Group Profile folio.

  1. Select the Source. The source must match the source configured in the associated rate plan when private access is used for group guests.
  2. Enter the group Address, if needed.
  3. Add Notes, if needed.
  4. Click Save.

The profile form below shows the profile details, routing options, source, address, and notes that can be configured before saving.

Create Group Profile form showing profile name, status, type, Group Folio routing, transaction types, folio configuration, source, address, notes, and Save.

After you save, the Group Profile appears in the table on the Groups page.

Groups page showing the newly created Group Profile in the Group Profiles table.

Edit a Group Profile

Open the Main Menu Main Menu icon and select Groups. Then use either of these methods:

  • From the Group Profiles table, find the profile and use its row actions to edit the profile information.
  • Open the Group Profile, go to the Group Profile tab, and click the pencil icon.

Group Profiles table showing the row action used to edit a Group Profile.

Open Group Profile showing the pencil icon used to edit Group Profile details.

Create contacts for a Group Profile

Open the Main Menu Main Menu icon and select Groups. Then:

  1. In the Group Profiles table, click the hyperlinked Name of the Group Profile.
  2. Open the Group Profile tab.
  3. Click + Add Contact.

Group Profile tab showing the Add Contact option.

  1. Complete the required Contact Details fields.
  2. Click Save.

Contact Details form showing the fields used to create a Group Profile contact and the Save button.

  A Group Profile can have multiple contacts, and the same contact can be used across multiple Group Profiles.

Delete a Group Profile

Open the Main Menu Main Menu icon and select Groups. Then:

  1. Find the Group Profile in the Group Profiles table.
  2. Open the profile's row actions and select Remove Profile.

Group Profiles table showing the Remove Profile action for a Group Profile.

  Deleting a Group Profile cannot be reverted. The profile data is deleted. Some information can be partially reconstructed manually from Activity Log entries, but the original Group Profile is not restored.

Add and manage Group Profile notes

Group notes can be submitted to different scopes, including the Group Profile, all guests, all reservations, or all allotment blocks.

Open the Main Menu Main Menu icon and select Groups. Then:

  1. Click the hyperlinked Name of the Group Profile you want to open.
  2. Open the Notes tab.
  3. Enter the note.
  4. Click Submit Note and choose where the note should be submitted:
    • To All Guests
    • To All Reservations
    • To Group Profile
    • To All Allotment Blocks

Groups page showing a Group Profile name that can be selected to open the profile.

Group Profile Notes tab showing the note field and submission scope options for guests, reservations, the Group Profile, and allotment blocks.

  1. Use the note tabs to review notes for each scope.
  2. Click the print icon to print a note.
  3. Open the note actions to edit or archive the note.
  4. To restore an archived note, open Archived Notes, open the note actions, and select Restore Note.

Group Profile Notes tab showing note scope tabs and controls to print, edit, or archive a note.

Archived Notes view showing the action used to restore an archived Group Profile note.

  Group notes can also be created, edited, and deleted through the API when both Marketplace and Integrations and Group Management are enabled.

For reservation-specific notes, see Manage Reservation Notes. For reporting on notes, see Notes Report.

Upload documents to a Group Profile

Use the Documents tab to store files that support management of the group, such as signed contracts, addendums, BEOs, menus, AV specifications, and setup diagrams. These files are tied only to the Group Profile and are intended for internal group or event management.

  Document uploads require an active logged-in session. If your session has expired, sign in again before uploading the file.

Open the Main Menu Main Menu icon and select Groups. Then:

  1. From the Groups page, click the hyperlinked Name of the desired Group Profile.

Groups page showing a Group Profile name that can be selected to open its profile.

  1. Open the Documents tab and select Documents from the left-side menu.
  2. Click Upload.

Group Profile Documents tab showing Documents selected in the left-side menu and the Upload button.

  1. In the Upload files window, drag and drop the file into the upload area or click the upload area to browse your device.

Upload files window showing the area used to drag and drop or browse for a Group Profile document.

  1. If needed, click Remove File to discard a selected file or + Add More to select additional files. Click Done when you are ready to confirm the upload.
  2. Confirm that the uploaded file appears in the Documents list with its file name and creation date. Click the file name to open the document in a new tab.

Upload files window showing a selected file with Remove File, Add More, and Done controls.

Group Profile Documents list showing an uploaded file name and creation date.

  Supported file types: pdf, rtf, doc, docx, txt, jpg, jpeg, png, gif, csv, xls, xlsx.

  Group Profile document limitations:

  • Documents can currently be uploaded but cannot be deleted from the Group Profile.
  • Documents are stored only in the Group Profile. They are not visible in guest profiles or reservation documents and are not searchable elsewhere in the system.

Now that you can create and maintain the main parts of a Group Profile, use these resources for the broader legacy Groups workflows that continue beyond profile setup:

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