| Purpose | Create, manage, assign, find, and review Tags for Guest Profiles and Reservations in Cloudbeds PMS, including how Guest Tags behave during Manual Profile Merge. |
| Best for | Front desk staff who assign and review Tags, managers/GM who define how Tags should be used operationally, and admins who create Tags and manage access. |
| Use this when | You need flexible internal labels for Guest Profiles or individual Reservations, want to find records by Tag, or need to understand how Guest Tags carry into a manually merged profile. |
| Requirements | Applicable Tags role privileges for the actions the user performs. Users working with Guest Tags during Manual Profile Merge also need access to the merge workflow. |
| Expected result | Staff can apply consistent Tags to the correct guest or reservation record and understand where those Tags appear and how they behave in related workflows. |
Introduction
Properties often need a simple way to add internal context to guest and reservation records so staff can recognize important information at a glance. Tags provide that flexibility in Cloudbeds PMS by letting teams apply reusable labels to Guest Profiles and Reservations.
Tags can support consistent day-to-day operations across teams while keeping guest-level and reservation-level context separate. This article explains how Tags work, how to create and assign them, where they appear, how to find tagged records, and how Guest Tags behave during Manual Profile Merge.
Table of contents
- Who this affects and how
- What are Tags?
- When to use Guest Status or Tags
- Tags permissions
- Create and manage Tags
- Assign Tags to a reservation
- Assign Tags to a Guest Profile
- Find and export tagged records
- View Tags on the Dashboard
- Guest Tags during Manual Profile Merge
Who this affects and how
Tags support both daily guest and reservation handling and administrative setup. Use the role guidance below to identify the tasks most relevant to you.
| Role | What to know |
|---|---|
| Front Desk | Use Reservation Tags and Guest Tags to add operational context while working with guests and stays. Review where Tags appear on the Dashboard and in related guest workflows. |
| Manager / GM | Define consistent property conventions for when staff should use Guest Tags versus Reservation Tags, and how those labels connect to the property's manual operating procedures. |
| Admin | Use Tags settings to create and maintain Tags, and make sure users have the applicable Tags privileges. |
What are Tags?
Tags are flexible internal labels that can be associated with Guest Profiles or Reservations. A Tag includes a name, an optional description, and the entity type or types where it can be used.
- Guest Tags: Use these for information that belongs to the Guest Profile and may remain relevant across reservations. For example, a property could use VIP Guest or Special guest.
- Reservation Tags: Use these for information that applies to a particular reservation or stay. For example, a property could use Early Check-In or another property-defined label for a reservation that follows a special manual process.
Tags do not, by themselves, trigger an automatic operational workflow. Properties can use them as a visible cue for staff to follow an internal process in Cloudbeds PMS or on site.
When to use Guest Status or Tags
Guest Status and Tags are separate features. Choose the option based on whether you need one guest classification or multiple labels tied to a guest or reservation.
| Feature | Best used for |
|---|---|
| Guest Status | A single internal guest classification used in guest and reservation workflows, such as VIP or Disallowed. |
| Guest Tags | Multiple labels associated with a Guest Profile, allowing staff to capture more than one piece of internal context about the guest. |
| Reservation Tags | Multiple labels associated with a specific reservation, for context that applies to that stay rather than to the guest generally. |
For the separate Guest Status workflow and its limitations, see Guest Statuses and Disallowed guests.
Tags permissions
Access to Tags depends on the applicable role privileges. Depending on the user's role, Tags privileges control whether the user can view, create, or manage Tags.
Review Role privileges when a user cannot see or perform an expected Tags action.
To work with Guest Tags during Manual Profile Merge, the user must be able to view Tags and have access to the merge workflow.
Create and manage Tags
Admins can create Tags from Settings > System > Tags. Create short, consistent names and use descriptions when staff need additional guidance about how the Tag should be interpreted.
- Open the Account Menu
and select Settings
. Select System, then open the Tags tab.
- Click Create tag.
- Choose whether the Tag is enabled.
- Enter the Tag name, select the applicable Type, choose Guest, Reservation, or both as applicable, and add a Description if needed. Tag names cannot be duplicates.
- Click Save.
After a Tag is created, use its toggle to enable or disable it. Use the three dots icon to access available management actions such as edit or delete.
Assign Tags to a reservation
Use Reservation Tags for information that belongs to a specific reservation or stay. The example below starts from the Dashboard and opens the reservation drawer.
- Select the applicable reservation to open the reservation drawer.
- Click the + control below the reservation name.
- Select the Tags to apply.
- Click Save.
After saving, the assigned Reservation Tag appears below the reservation name.
Assign Tags to a Guest Profile
Use Guest Tags for information that belongs to the Guest Profile and may remain relevant across multiple reservations.
- Click the Main Menu
and open Profiles
, then select the applicable guest.
- Click the + control next to the Guest Tags below the guest name.
- Select the Tags to assign.
- Click Save.
Find and export tagged records
Tags can help staff find groups of Guest Profiles or Reservations that share the same internal label. Apply the relevant Tags filter before exporting when you want the export to reflect a filtered set of records.
Expand the workflow that matches the type of record you want to find or export.
Find Guest Profiles by Tag
- Click the Main Menu
- Open the Tags filter and select one or more Tags.
- Click Apply to update the Profiles list.
- Click Export guests to export the guest records shown in the filtered list.
For more information about searching, filtering, and exporting guest records, see Profiles - Everything you need to know.
Find Reservations by Tag
- Click the Main Menu
- Open the reservation filters, select the applicable Tags, and apply the filters.
- Click Export reservations to export the reservation records shown with the applied filters.
For more information about filtering and exporting reservations, see (New) Reservations Page [Pilot] - Everything you need to know.
View Tags on the Dashboard
After Tags are assigned, the Dashboard can show Reservation Tags and Guest Tags for the primary guest associated with the reservation.
- Reservation Tags and Guest Tags appear in separate groups when staff hover over the Tags area.
- Only Tags for the primary booker/primary guest are shown on the Dashboard. Guest Tags assigned only to additional guests in the same reservation are not displayed there.
- Tag descriptions are available for quick staff reference in the Tags display.
If the current primary guest has no Guest Tags, no Guest Tags appear for that reservation on the Dashboard even when another guest on the reservation has Tags.
Expand the section below only when you need to change which guest is primary for the reservation and therefore which guest's Guest Tags can appear on the Dashboard.
Change which guest's Tags appear on the Dashboard
Use this workflow only when a different guest on the reservation should become the primary guest. Changing the primary guest also changes which guest's Guest Tags can appear on the Dashboard.
- From the Dashboard, select the guest name or reservation number to open the reservation drawer.
- Open the Guest tab.
- Review the guests attached to the reservation and identify the guest who should become primary.
- Open the Accommodations tab.
- Open the guest selector drop-down.
- Select the star next to the intended primary guest.
- Click Confirm.
- After the Dashboard updates, review the new primary guest. If that Guest Profile has Tags, those Tags can now appear under the guest on the Dashboard.
Guest Tags during Manual Profile Merge
Guest Tags are part of the Manual Profile Merge review so staff can see the Tags associated with duplicate profiles and control which Guest Tags the surviving profile keeps.
- Search & Select: Each candidate Guest Profile can display its Guest Tags as read-only labels. Tag descriptions are available on hover. If a profile has more than three Tags, the first three are shown, and the remaining Tags are grouped together so staff can view them without expanding the full list.
- Guest details: The Tags selection starts with the combined set of Guest Tags from the profiles being merged. Staff can deselect Tags they do not want to keep and add other available Guest Tags.
- Confirm: Before completing the merge, review the final set of Guest Tags that the surviving Guest Profile will keep.
After the merge, the surviving Guest Profile keeps the Tags selected during the merge. Tags you added are included, and Tags you removed are left out.
If you add another profile before completing the merge, its Guest Tags are added to the current selection without bringing back Tags you already removed.
Once the merge is complete, the surviving Guest Profile displays the final set of Guest Tags:
This Tag carry-over behavior applies to Manual Profile Merge. Automatic deduplication uses a separate process.
For the complete Manual Profile Merge and Unmerge workflow, see Guest Profile Overview.
Related articles
Now that you understand how Tags are created, assigned, filtered, displayed, and handled during Manual Profile Merge, review these resources for related guest, reservation, and permission workflows:
Comments
Wheen during the reservation process can you add the tag? I do not see an option while making a reserrvation.
Hello, Steve Robbins,
For the moment, tags can be added to guests or reservations after the booking has been created in the PMS. However, your idea would be a great enhancement for this feature 🚀 Please feel free to share it in the Cloudbeds Community, so that other users can see it, add comments, and vote for it.
Ideas are escalated to our Product Team for review and possible consideration.
Thank you for your valuable feedback!
Why can't I view tags attached to a reservation when I open up the actual reservation? This seems odd... It would also be extremely helpful if notes could be tagged to certain topics.
Hello, Erin Porter,
Thank you very much for taking the time to share your valuable feedback regarding the visibility of tags within reservations. We truly appreciate you bringing this to our attention.
We have already forwarded your comments to our Product Team for review, as they continue to refine the feature and optimize the tags' visibility in the system.
Regarding your suggestion for improving the notes, please be assured that this has also been escalated to the team and is currently under evaluation.
Thanks again!
Can tags be auto-added to specific guest profiles and transferred to their new corresponding reservations?
Hello, Alexander Goldfarb!
We have already created a new ticket on your behalf so that our Support Team can review your question and offer dedicated assistance as soon as possible.
Thank you!
Could you add a feature so that Tags can be viewed in a report (e.g. A report that shows the 'VIP' tag guests arriving in the next 7 days)
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