Your Cloudbeds PMS Daily Operations Guide

This guide centralizes daily hotel operations in Cloudbeds PMS — from reviewing arrivals and departures to handling folio updates. Use it as a step-by-step reference for common front desk tasks, with links to detailed Knowledge Base articles for each workflow.

Reservation Essentials

Managing reservations is at the heart of daily hotel operations. These quick links cover how to create, edit, cancel, and check guests in or out through Cloudbeds PMS.

1. Create a new reservation
2. Edit existing reservations
3. Standard check-in and check-out process
4. Cancel direct reservations
5. Cancel or modify OTA reservations

Start and Mid-Shift Tasks

Start your shift by reviewing arrivals, departures, and unassigned reservations, then use quick actions for standard check-ins/outs and monitor availability throughout the day. The links below take you directly to the step-by-step articles.

Start of day: arrivals, departures, and unassigned rooms

• Review "Today" on the Dashboard: check Arrivals, Departures, In-house, and Overbookings. Use View all toggles and quick actions to open notes, folio, or details.
  See, Dashboard – Everything you need to know
• Catch unassigned reservations: on the Calendar, click the number above the date to open Assignments; or use the Reservations list (look for “N/A” in Room Number).
  See, Find & handle unassigned reservations
• Check Housekeeping readiness: confirm room status (Clean/Dirty) if Housekeeping is enabled; assign accordingly from Calendar or Dashboard.
  See, Calendar – Everything you need to know
• Manage reservations on the Calendar: create or modify bookings directly from the Calendar view.
  See, Manage reservations on the calendar
• Block rooms as needed: create Courtesy Holds or Out of Service blocks to control availability.
  See, Manage blocks on the calendar

During shift: fast check-in/out & action drawers

• Bulk Check-in/Check-out: use the arrow next to the button to choose current guest, all in reservation, or all in group.
  See, Update Multiple Reservations through the Bulk Action option
• Reservation Action Drawers: open by clicking guest name or quick-icons on Dashboard → access notes, folio, messages, etc., and post items without leaving the list.
  See, Dashboard – Everything you need to know
• Forecast & availability glance: use Dashboard Forecast tabs for Booked & blocked vs Availability; adjust rates/availability from Calendar or Availability Matrix as needed.
  See, Change rates & availability on the Calendar

Essential Folio Fixes

Front desk teams often need to update the folio with payments, refunds, adjustments, or cancellations. This section highlights the most common fixes you’ll use daily, with direct links to the relevant articles.

1. Add a prior payment as a record
2. Record a refund (without gateway processing)
3. Apply a charge adjustment (discount or correction)
4. Void incorrect transactions
5. Cancel a scheduled (pending) payment
6. Add and use Room Revenue