1. Cloudbeds
  2. Configuration Hub
  3. Property Configuration
  4. Accommodation Types

Create and manage your accommodation types

Juss Reyes
Updated

Overview

Setting up the accommodation types (room types) is one of the most important settings for your property. The accommodation setup affects both your Cloudbeds PMS and your booking engine accounts as well as the inventory and availability of your distribution channels (OTAs).

On Cloudbeds PMS, accommodations can be set up as private or shared dorm rooms (with beds), depending on the actual structure of your property. Follow the instructions in this article to create and manage your accommodation types correctly.

Contents

Access the accommodation types tab

  1. From your Account Account menu icon.png, select Settings Settings icon.png
  2. Go to Property Property icon.png
  3. Open the Accommodations tab
  1. You can drag and drop accommodation types to re-order them on your Calendar & Booking Engine.
  2. You can use the filter section to search for your accommodations/rooms. If you have private rooms and dorm rooms, you can filter by room type.
  3. When you create a reservation, you will be asked to choose whether the accommodation is physical or virtual. Your choice will appear in the Physical or Virtual column of the accommodations table.

Create a new accommodation type

 Things to note before getting started

  • Every room type created in Cloudbeds PMS must have an equivalent room type created in the OTA's extranet.
  • Later, they must be connected (mapped) through the channel room mapping.
  • We strongly recommend creating distinct accommodation types (e.g., "Standard Dorm" or "Women's Dorm") instead of separate individual rooms within an accommodation type (e.g., "Standard Dorm Room 1", "Standard Dorm Room 2", etc.).

Steps to create a new Accommodation Type:

  1. On the Accommodations tab, click New Accommodation Type.

Create new accommodation 1.png

  1. Name the Accommodation Title.
  • You can click the language dropdown and enter the name in other languages (it will be displayed in the booking engine).
  • Guests will see the accommodation names you enter. Use regular titles such as "Standard Double Room" or "Deluxe Double Room". The maximum limit is 45 characters.
  1. Give the room an abbreviation, which will be displayed on the calendar only (optional).
  2. Select whether the room is a private or dorm (if it's a dorm, select whether it's gender-specific).
  3. Select if this accommodation is a physical or a virtual type (e.g., Standard Queen sold as Standard Single too).
  4. Enter the number of units.
  5. Enter the maximum occupancy of the room.
  6. Enter the maximum number of adults and children (It will allow your guests to specify the number of adults and children when searching your property website. Note: These values will only apply to direct Booking Engine reservations).
  7. Select how many adults are included in the Base Rate (this is exclusive to the booking engine if you want to set an extra charge for additional guests).
  8. Select how many children are included in the Base Rate (for the booking engine only).
  9. Add a description of the room. Click the language dropdown to enter the description in other languages (will be displayed in the booking engine).


12. Add the amenities for your room types. The amenities will be displayed on the booking engine. You may also enter custom amenities.


 

13. Add the images of your accommodation by clicking Select Image.

14. Upload the images (Drag and Drop the file here to upload, or click to browse the hard drive).

15. Click Done.

16. Click Save and Continue.


💡Tip: You can edit or add customized alt text to uploaded images by clicking the edit image pencil icon after saving.


 Are you interested in creating virtual accommodations? We suggest you check out our article on how to create virtual accommodation.

Configure Bed Capacity (optional)

The Bed Capacity feature is designed for hostels and shared accommodation operators who need to report metrics based on bed spaces instead of rooms.

 This feature is not enabled by default. If you’d like to use Bed Capacity, please contact our Support Team to request activation.

Once the feature is enabled, go to:

  1. Your Account Account menu icon.png > Settings Settings icon.png > Property Property icon.png > Accommodations
  2. Create a new accommodation
  3. Or you can edit an existing one by clicking on their name.

  1. Then, depending on the room type:
    • Private accommodations: Enter the bed capacity per room

    • Shared dorm rooms: Enter the bed capacity per bed

 

The values entered are assumed for all rooms or beds of that type. Your choice will appear in the Bed Capacity column of the accommodations table:

 This setting is only available for physical accommodations. It is not supported for virtual room types. To learn more, see the Split Inventory article.

 If the feature is enabled in your property but you don't enter or change any values, the default bed capacity will be set to 1.

Customize individual rooms (optional)

If you have several individual rooms within one room type, you may either let the system generate individual accommodation names automatically or customize them manually.

If you want to customize each individual room within one room type, follow these steps:

  1. Click the Edit button next to the accommodation name.
  2. Input a custom accommodation name.
  3. Enter a description if desired.
  4. Upload images (these will be displayed on the booking engine only).
  5. Click Save.

Customize individual rooms (optional) 1.png

  Click and drag individual rooms to reorder them. The order will be reflected on the booking engine and calendar.

Customize individual rooms (optional) 2.png

  For dorm rooms, you also have the option to organize the beds into rooms.

Customize individual rooms (optional) 3.png

Allow guests to book specific accommodations on the Cloudbeds Booking Engine

In the Cloudbeds Booking Engine, you can allow guests to select and book a specific individual room within a room type in simple steps.

  1. Go to Booking Engine Settings.
  2. Tick the option Allow Guests to book specific accommodations on the Booking Engine and select the room type(s). Remember to Save the changes.

  Learn more: How to sell individual accommodations on your Booking Engine.

Edit an Existing Accommodation Type

  1. Click on the accommodation name.

Edit accommodation name.png

  1. Update the information you want and click Save.

Save updated accommodation info.png

 Finding the Accommodation Type ID

Looking for your accommodation type ID? This is a unique number assigned to each room type in Cloudbeds PMS. You might need this ID for various reasons, such as adding a custom code to your Booking Engine.

To find it, click on the accommodation name and look for the number at the end of the URL. Example: https://hotels.cloudbeds.com/connect/100000#/manage/roomTypes/123456

  Important note about renaming room types

If you change the name of an accommodation type, Classic reports preserve the historical record. This means the Room types filter may display multiple versions of the same accommodation name. To ensure complete reporting across time periods, always select all historical names of that room type when filtering. 

For more details, see the FAQ in the Rooms Sold/Occupancy Report.

Delete an Accommodation Type

  If a room type is deleted entirely, historical data tied to that room type may not be recoverable in Classic reports. Past reservations could appear under a “NULL” value instead.

  Deleting a room type is not recommended and can cause serious issues if not done correctly.

If you need to delete an accommodation type from the system, follow the detailed instructions in the guide below: How to Delete an Accommodation Type in Cloudbeds PMS.

Was this article helpful?
4 out of 19 found this helpful

Comments

0 comments

Please sign in to leave a comment.