Events in Groups and Events

Gabriela Garcia

Updated January 29, 2026 13:35

This product is currently in a limited release phase. To participate, please contact our support team.

Prerequisites:

Properties must be subscribed to the Cloudbeds Groups module.
The module integrates with the New Payment Drawer and the Fiscal Document Service; ensure these are active to utilize the full range of billing and folio features.

Overview

The Events tab is the property-level workspace where you manage the operational details of a specific group stay (the When and How), while the Profile represents the account behind it (the Who). This structure allows you to link multiple Events—such as an annual conference or recurring tour group—to the same Company, Travel Agent, or Group profile.

In the Events tab, you can manage:

Event dates and the date range for room blocks.
Event lifecycle status (for example, Lead, Proposal, Tentative, Qualified, or Definite).
Pickup progress for the specific stay (rooms picked up vs. allotted).

How to Access the Events Tab

To access your Events:

Log in to the Cloudbeds PMS
In the main navigation menu, click Groups and Events
The module opens by default on the Events tab

Understanding the Events Hub

The Events Hub is the list view that shows all Events associated with your property. Use it to quickly monitor event activity, verify date ranges, and track pickup performance at a glance.

What you can see in the list view (see markers a–h):

Event name: The name of the Event record.
Status: The current stage of the Event.
Profile: The linked Company, Travel Agent, or Group profile.
Start date / End date: The Event date range.
Picked / Allotted: Pickup progress compared to the allotted block.
Blocks: The number of room blocks associated with the Event.
Reservations: The number of reservations tied to the Event.
Balance due: Amount currently due for the Event (when applicable).

Use the filters at the top of the Events Hub to narrow results by Status, Profile type, and Date range.

Status: Filter by sales pipeline stage; for example Lead, Proposal, Tentative, Qualified, Definite, Closed, Closed Lost, or Canceled.
Profile type: Show Events linked to a specific profile type; Company, Travel agent, or Group.
Dates: Limit the list to Events that fall within a selected date range.
Reset Filters: Clears all filter selections and returns the list to the default view.

Creating a New Event

Click + Event to open the Event creation drawer.
Associated profile: Search for and select an existing Company, Travel Agent, or Group profile. If it doesn’t exist yet, create a new profile directly from the drawer.
Event name: Enter a recognizable Event name (for example, “Smith-Jones Wedding 2026”).
Event status: Select the Event’s current stage. Status options are designed to reflect a sales pipeline; for example, Lead, Proposal, Tentative, Qualified, Definite, Closed, Closed Lost, or Canceled.
Source: Choose the source that best represents how this Event originated (for example, Website/Booking Engine, Walk-In, Phone, Email, or a Direct source configured for your property).
Segment: Select the segment that matches the business category for this Event (for example, Association/Convention, Corporate, Government, Negotiated, Tour/Wholesalers, or Social/Military/Educational/Religious/Fraternal).
Notes: Add optional internal notes to support sales or operational follow-up.
Routing: Configure routing options for this Event as needed. Routing rules are event-based, so the same Profile can follow different billing/routing scenarios depending on the Event.
Save options: Click Save to create the Event, or click Save and add block to immediately create an allotment block after saving.

After saving, you will see an “Event created successfully” notification in the lower left corner of the screen, and the Event will appear in the Events Hub list.