Groups and Events - Everything You Need to Know

The Cloudbeds Groups and Events module is a redesigned, centralized hub that allows properties to manage group business with greater flexibility and multi-property visibility. By separating high-level organization data (Profiles) from property-specific operational details (Events), this module serves as a powerful tool for hotels that rely on corporate, travel agency, and group bookings.

How to Access

1. Click on Menu
2. Go to Groups and Events

Overview of the Groups and Events Module

We have replaced the legacy Group Profiles page with a new architecture built for efficiency and scale. 

The Groups and Events module is designed to streamline your group management workflow through four specialized tabs. Each tab serves a specific role in moving a group inquiry from an initial proposal to a confirmed stay with full guest details:

Key Benefits

How it Works: The Major Functional Shifts

To get the most out of the new module, it helps to understand two key changes in how Cloudbeds structures group business data and billing.

1. Profiles vs. Events: In the legacy Groups experience, most information lived inside a single “Group Profile,” which often led to duplicate records and limited visibility across properties. 
   
   In the new architecture, Profiles are your organization-wide “Single Source of Truth” (Companies, Travel Agents, or Groups), and Events are the property-specific workspaces where you manage the operational details for a specific stay or occasion (dates, blocks, pickup, and event-level terms).
   
   This means you can link one Profile to multiple Events over time, while keeping relationship data consistent and centralized.
    

   Legacy Group Profiles New Profiles & Events

   • Group data was consolidated inside a single “Group Profile,” mixing long-term account details with event-specific information.
   • Profiles were typically property-based, making it harder for multi-property organizations to reuse the same Company or Travel Agent record without recreating it.

   

   • Profiles are now organization-wide, so a profile created at one property is visible and accessible across the entire brand, reducing duplicate data entry and enabling better account tracking.
   • Profile Types are exclusive: When creating a profile, you must choose Company, Travel Agent, or Group. Once saved, the type cannot be changed, which helps protect data integrity and supports type-specific fields.
   • The creation flow is designed for speed: staff can create a profile with just a name when needed, then add details like contacts and billing information later.

   

   • When creating an Event, users can select an existing Profile or create a new one directly from the Event form, so they can keep working without leaving the workflow.

   

2. Billing and Routing: Billing and routing rules are no longer configured on the Profile. Instead, they are now set at the Event or Reservation level.

   This is a major shift that reduces duplication and increases flexibility: you can keep one master Profile (for example, a single Company) and apply different billing scenarios depending on the specific Event or stay—without creating multiple versions of the same profile.

   This also aligns with the updated Event creation workflow: routing options are configured for the Event, and users can quickly save the Event or save and add an Allotment Block as part of the same flow.

Limitations

• Profile Type Reversion: As mentioned, you cannot revert or change a profile type (e.g., Company to Travel Agent) once it is created.
• Rooming List Validation: The current Rooming List tool validates formats (emails, dates, country codes) but does not yet validate inventory availability or check for duplicate guest entries.
• Editing Imports: There is currently no option to edit or delete a Rooming List record once it has been imported; changes must be made within the individual reservations.
• Direct Billing Setup: While profiles are shared across the organization, specific AR (Accounts Receivable) accounts and credit limits are still managed per property.

Data Synchronization & Legacy Compatibility

The Groups & Events module utilizes a one-directional sync from the legacy Groups system.

• Existing Data: All profiles and allotments currently in your legacy Groups module will automatically sync and appear in the new module.
• Mapping: Your legacy "Group Profile" will be converted into an Event, and the associated Allotment Block will remain linked to that Event.
• Profiles: In the new module, you will need to create or link a Guest, Company, or Agent Profile to the Event to manage billing and relationships.
• Backward Compatibility: The system is not backward compatible. Any new events, blocks, or changes created within the new Groups & Events module will not appear in the legacy Groups module.