Move a room unit to another accommodation type

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.

Things to note before getting started:

  • Cloudbeds PMS does not delete or update the room types you move in the 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 drag and drop the room or bed from one category to another.
  • 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. They will be unassigned after the update.
  • Double-check the room mapping on Cloudbeds PMS side.

Contact Support if the change affects your billing plan

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

Our team will be able to check your room count and, if needed, 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.

Move the Room Unit to another Accommodation Type

1. Steps within 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 according to your need.

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

Follow this guide to properly Delete an Accommodation Type.

  • 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

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 completed (using the same opened ticket).

2. Steps within your connected channels

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.

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

On the Distribution page, map the new rooms to your channels to sync the availability and rates. Check this guide if you have doubts: Channel Distribution - Room Mapping Guidelines 

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