How to Move a Room Unit from One Accommodation Type to Another

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Creating accommodation types is one of the most important settings for your property. This must be done correctly as it impacts both your Cloudbeds PMS and Cloudbeds Booking Engine, as well as the inventory and availability of your distribution channels.

If for any reason you need to make a change to the accommodations structure after the Onboarding process, this article guides you on the most important steps.

Read the following steps carefully and follow them precisely. Failure to do so can create incorrect availability that can lead to overbookings or loss of revenue.

Before Starting, you should know:

  • Cloudbeds PMS does not delete or change the room types in channel's extranet (OTAs) This process needs to be done manually by the property owner or OTAs' account manager
  • Cloudbeds PMS does not have an option to simply drag and drop the room or bed from one category to another, so the only way is following the steps from this article
  • It is crucial to review and change the room type settings and descriptions in both Cloudbeds PMS and OTAs manually
  • Deleting or modifying room types can cause errors in reports since you will be comparing data from before the change or deletion to data after the change or deletion.
  • Make sure that the availability for the new accommodation type is correct.
  • All existing reservations tied to the room type that will be modified must be re-assigned manually.
  • Double-check the room mapping on Cloudbeds PMS side.
  • Once you finish all the process, perform a full refresh from within Cloudbeds PMS.

Contact Support

If you tried to add rooms/beds to your Cloudbeds PMS account and the system displayed a warning message notifying you that "this change will be exceeding your account billing plan", contact Support team with the following details:

  • What room(s) you want to move
  • Where would you like to move the existing room
  • Inform if you will increase your room count or just move rooms to another accommodation type

With all the details above, our team will be able to check your room count and, if needed, we will increase your room count temporarily (for example, during 7 business days), so you can have enough time to perform the changes on Cloudbeds PMS without being charged.

Once Cloudbeds support team reached out to you with the temporary room count increase, proceed with the following steps.

Follow steps:

1. Perform changes on Cloudbeds PMS

1.1. Create a new room or dorm

Add a new room unit or dorm under an existing accommodation type by increasing the room count or create a new accommodation type.

Here you can find further details about Accommodation Types

1.2. Reassign your reservations

  • Move all the current (In-house), future (Confirmation Pending and Confirmed)  to the newly created room/dorm or simply move them to an existing accommodation with availability
  • Make sure that you checked all the assigned and also the unassigned reservations

1.3. Delete the previous room or dorm

If the rooms are not deleted from the account, your Cloudbeds subscription fee will increase when our billing department removes the temporary room count created.

  • If you have a great deal of future reservations, deleting a room type can be a time intensive process because the reservations assigned to this room type must be re-assigned. Their rates will not be updated to reflect the price of the new room type.
  • When deleting a room type, reservations can be re-assigned to a room type that is already sold out for those dates. We are not liable for any room overbookings caused by deleting a room type

If you are reducing the number of room unit or dorms

Be aware that when you delete a Cloudbeds PMS room unit bed within an accommodation type, by default, the system will delete the last unit from the list

Check the following example:

The Standard room type below has 4 units (Blue, White, Red and Yellow) — if the property changes the room count from 4 to 3, by default, the system will delete the last unit from the list - in this case, the unit "Yellow"

If the property needs to remove the unit "Blue", for example, they need to change the units order by dragging and dropping them on the Accommodation Type section. Check how to do this in: How to Customize Individual Rooms

DEMO - Karina's Hostel - Calendar - Google Chrome

Once you have everything done, proceed with deleting the room: How to delete an Accommodation Type in Cloudbeds PMS

1.4. Check your Availability and Rates

Make sure that your availability and rates for the new  accommodation type are correct.

You can use either Availability Matrix or the Calendar to confirm rates and availability

1.5. Notify Support team

If you previously contacted the Support team, inform them the changes have been made (using the same opened ticket).

Any questions or issues on the steps above, contact our support team immediately.

2. Perform changes on your connected channels

Cloudbeds PMS does not delete or change the room types in your channel's extranet (OTAs). The steps below should be done on all your connected channels.

  1. Create new room types in your OTAs extranet.
    • Each channel works differently, reach out to their support team directly if you need any help.
  2. Delete old room types in OTAs and ensure they are no longer sold.
  3. Map any new rooms in Cloudbeds PMS to the new rooms in your channels. See our Distribution Channel Mapping Guidelines
    • Each room type in your channel needs a matching room type in Cloudbeds PMS. Do not double map rooms.
    • Once you finish, run a full refresh.

When you delete a room type on the OTA extranet, this will eliminate any future bookings, but there is a strong possibility that a property could receive modifications for the previously confirmed reservations in that particular room type.

Even though you reassigned all the reservations on the Cloudbeds PMS calendar, this action will not modify the reservation room type on the OTA. If this occurs, follow the procedure here: Reservations for Unmapped Rooms

3. Map the rooms on Cloudbeds PMS
  1. Access the Channels tab.
  2. Choose the corresponding channel from the list.
  1. On the Room Mapping step, make sure that all your Cloudbeds PMS accommodation types correspond to channel's room types.
  1. Once you finish, make sure to send a Full Refresh to the channel.

Repeat the above steps with all your connected channels

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