1. Cloudbeds
  2. Front Desk Operations
  3. NEW Groups and Events
  4. Overview

Create and manage Events in Groups and Events

Gabriela Garcia
Updated
Purpose Create, find, organize, and manage Events for group business in Groups and Events.
Best for Front Desk, Manager/GM, and Admin users who work with group Events.
Use this when You need to find an Event, review Event activity, customize the Events list, copy an Event ID, or create a new Event.
Requirements Groups and Events must be available for your property.
Expected result You can use the Events Hub to find and monitor Events, adjust the table for your current browser tab, and create new Events when needed.

Introduction

The Events tab in Groups and Events is the property-level workspace for managing the operational details of a specific group stay, such as its dates, status, room blocks, pickup, reservations, and balance. The Profile represents the Company, Travel Agent, or Group behind the Event.

This structure lets you connect multiple Events, such as an annual conference or recurring tour group, to the same Profile while keeping the operational details of each Event separate.

 Phased rollout: Groups and Events is being enabled progressively across properties. Availability may vary while the phased rollout is in progress. If Groups and Events does not appear in your Main Menu, the module may not yet be available for your property.

Use this article to access the Events Hub, understand the information shown there, customize the table for your workflow, and create new Events.

Table of contents

Quick overview

Watch this short overview for a visual introduction to the Events workspace and the basic Event creation flow. Use the written sections that follow for the current steps, options, and important behavior.

Access the Events tab

Open Groups and Events from the Cloudbeds PMS Main Menu. The numbered images follow the same navigation sequence as the steps below.

  1. Select the Main Menu Main menu icon
  2. Select Groups and Events.
  3. Select the Events tab. Groups and Events opens on this tab by default.

Cloudbeds PMS Main Menu showing Groups and Events as step 2

Groups and Events Events tab showing the Events Hub and lettered table columns

Understand the Events Hub

The Events Hub is the list view that shows Events associated with your property. Use it to find Events, monitor their status and dates, review pickup and reservations, and identify outstanding balances without opening each Event individually.

In the Events Hub image above, markers a through h identify the main table columns:

  1. Event name: The name of the Event record.
  2. Status: The current stage of the Event.
  3. Profile: The linked Company, Travel Agent, or Group profile, when applicable.
  4. Start date / End date: The Event date range.
  5. Picked / Allotted: Pickup progress compared with the allotted room inventory.
  6. Blocks: The number of room blocks associated with the Event.
  7. Reservations: The number of reservations associated with the Event.
  8. Balance due: The amount currently due for the Event, when applicable.

Search and filter Events

Use the search field and filters at the top of the Events Hub to narrow the list before opening an Event.

  • Search: Search by Event name, Event ID, or Profile.
  • Status: Filter by Event status, such as Lead, Proposal, Tentative, Qualified, Definite, Closed, Closed Lost, or Canceled.
  • Profile type: Show Events associated with a Company, Travel Agent, or Group profile.
  • Dates: Limit the list according to the selected Event date criteria.
  • Reset Filters: Clear the selected filters and return them to their default state.

The GIF below shows how to apply the Status, Profile type, and Dates filters and use Reset Filters to return the Events list to its default filter state.

Events Hub showing Status, Profile type, and Dates filters being selected and Reset Filters returning the Events list to its default filter state

Supported columns can also be sorted from their column headings. The visible columns and their order are controlled separately through Configure table.

Customize the Events table

Use Configure table to choose which columns appear in the Events Hub and arrange them in the order that works best for your current task. This is also where you can display the optional Event ID column.

Anyone who can access the Events list can use Configure table. There is no separate permission for table configuration or for displaying the Event ID column.

  1. From the Main Menu Main menu icon go to Groups and Events and open the Events tab.
  2. Select Configure table on the right side of the Events Hub.
  3. Under Column to display, choose the columns you want to display. Clear a selected column if you do not want it shown.
  4. Under Column order, drag configurable columns into the order you want them to appear.
  5. To show Event codes in the list, select Event ID. The Event ID column is off by default.
  6. Select Apply.

The GIF below shows the complete workflow, including opening Configure table, displaying Event ID, changing the column order, and applying the updated layout.

Events Hub Configure table workflow showing Event ID selection, column reordering, and the updated table layout

Copy an Event ID

When the Event ID column is displayed, select the copy icon two-pages-copy-icon next to an Event ID to copy the complete Event code to your clipboard. The code is copied exactly as stored, including any leading zeroes.

You can also use the Events Hub search field to locate an Event by its Event ID and sort the Event ID column when needed.

Reset the Events table

To return to the original table layout, open Configure table and select Reset to Default. The default columns and order are restored, and the optional Event ID column is switched off again.

 Table settings are temporary: Your selected columns and column order remain when you refresh the current browser tab, but they are not saved to your user account. A new browser tab starts with the default layout, and the configuration does not follow you to another browser or device. The layout is also not saved per property, so switching properties in the same browser tab keeps the current table layout.

The Event name column remains first, and the row Actions control remains available. Configuring the Events table does not change the column layout on other Cloudbeds PMS pages.

Create a new Event

Create an Event when you need a separate record for a specific group stay, meeting, conference, wedding, tour, or other group business. The Event stores the operational details of that occurrence and can be associated with an existing Profile.

From the Main Menu Main menu icon go to Groups and Events and open the Events tab. The numbered controls in the images match the steps below.

  1. Select + Event to open the New event drawer. + Event button identified as step 1
  2. Associated profile: Search for and select an existing Company, Travel Agent, or Group profile. If the Profile does not exist yet, use the creation option in the drawer.
  3. Event name: Enter a recognizable name for the Event.
  4. Event status: Select the Event's current status, such as Lead, Proposal, Tentative, Qualified, Definite, Closed, Closed Lost, or Canceled.

 Events can hold deposits only when their status is Tentative, Qualified, or Definite. If an Event has a remaining deposit balance, the deposit must be resolved before changing the Event to Lead, Proposal, Closed, Closed Lost, or Canceled.

  1. Source: Choose the source that best represents how the Event originated.
  2. Segment: Select the business segment that applies to the Event.
  3. Notes: Add optional internal notes for sales or operational follow-up.
  4. Routing: Select Route to Group Folio when the Event should use event-level routing.

 If an allotment block has its own routing rule, the block-level rule takes precedence for reservations created from that block. For the complete block workflow, see Creating and Managing Allotment Blocks.

  1. Save options: Select Save to create the Event, or select Save and add block to create the Event and continue directly to an allotment block.

The New event drawer uses the same numbered sequence as steps 2 through 9 above.

New event drawer with numbered fields for Associated profile, Event name, Event status, Source, Segment, Notes, Routing, and save options

After you save the Event, Cloudbeds PMS confirms that it was created and adds it to the Events Hub.

Event created successfully confirmation message

Once you can find, organize, and create Events, use these resources for the next layers of Event management, including the Event workspace, allotment blocks, and deposit activity:

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