Shared to Split Inventory Migration Guide

This guide will walk you through migrating from Shared Inventory to the new Split Inventory functionality in Cloudbeds PMS.

• Split Inventory offers greater flexibility than Shared Inventory, allowing you to create unlimited combinations and assignments.
• With Split Inventory, you can create virtual rooms from physical and other virtual room types.
• By following these steps and understanding the key differences between Shared and Split Inventory, you can successfully migrate to the new functionality and leverage its enhanced capabilities to optimize inventory management and revenue generation.

The migration will be seamless. We'll automatically transition your Shared Inventory setup to the new Split Inventory functionality. Then, you can customize your virtual room configurations further using the enhanced features of Split Inventory. We are retiring the Shared Inventory feature, which will no longer be accessible.

Steps to take before the migration:

1. Review your current Shared Inventory setup: Familiarize yourself with your existing Shared Inventory configuration before migrating. This includes:

   • The number and types of physical rooms.
   • How are these rooms linked or shared (e.g., which are designated primary and secondary accommodations)?
   • Any existing rate plans and their association with shared accommodations.

2. Plan your virtual rooms: Consider how you want to utilize the Split Inventory feature.

   • Use this guide: ✏️ Split Inventory - Everything you need to know
   • Which rooms do you want to combine into virtual accommodations (e.g., suites, duplexes, entire floors)?
   • How will these virtual rooms be priced and marketed?

Steps to take after the migration:

1. Verify your configuration: After the Split Inventory update, carefully review your Cloudbeds PMS Manage area settings. Ensure that:

   • All your physical rooms are correctly configured.
   • You have marked the desired rooms as virtual on the Accommodations page.
   • Rate plans are correctly assigned to both physical and virtual rooms.

2. Designate virtual rooms: On the Accommodations page, identify and mark the rooms you want to use as virtual rooms. (An extra column will be added soon to help you visualize physical and virtual rooms in the list.)

3. Understand virtual room behavior: Remember that virtual rooms can be combinations of physical rooms or even other virtual rooms. For example, you can combine two virtual Suites to make a whole Floor and then combine two virtual Floors to make a whole building. When a virtual room is booked, the underlying physical rooms are automatically blocked and removed from inventory.

   ✏️This guide will help you: How to create a virtual accommodation

4. Create distinct virtual room types: You can create endless Virtual Rooms to sell as many varieties of layouts as you want. It is recommended that you create them with different names to avoid confusion. For example, if you want to sell your physical Triple Room also as a Double Room (and you already have physical Double Rooms in your property), you would create a virtual Double Room linked to that Triple Room. You could name it "Flex Double Room" to differentiate it.

5. Reporting considerations: Revenue and Occupancy reports in Cloudbeds PMS do not factor in virtual rooms. This means your reports might show different results after reconfiguring your rooms with Split Inventory.