Event Holistic View overview

The Blocks tab is the primary tool for managing the room inventory assigned to a specific event. Each event can support multiple allotment blocks, which allows you to define different date ranges, multiple room types, and unique release schedules for various guest segments within the same booking occasion.

From this workspace, you can perform several key management tasks:

1. Create New Allotment Blocks: Click the blue + Allotment Block button to open a dedicated configuration panel. This allows you to define new stay intervals, select rate plans (including custom event-only rates), and set the block status to manage how inventory is held.
2. List View Monitoring: The Blocks summary table provides a real-time overview of the Start and End Date, Rate Plan, Allotment Type, and current Picked/Allotted status for every block.
3. Granular Inventory Release: Use the Release Status and Release Schedule columns to track your inventory strategy. Unlike legacy "all-or-nothing" rules, you can release inventory for specific dates only, either manually or through an automated schedule, without affecting the rest of the block.
4. Management Actions: By clicking the vertical ellipsis (three dots) on a specific block, you can access options to Edit Allotment Block, Release all inventory, Release individual dates, or Delete the block entirely.
5. Direct Booking Tools: Each block generates a unique Booking Code / URL that can be copied with one click to share with guests for easy self-service booking via your booking engine.

The Reservations tab provides a consolidated workspace to manage every individual guest stay associated with the event. It serves as the primary operational area for assigning guest names to your allotment blocks and monitoring the current status of each booking within the group.

From this workspace, you can manage room assignments using several key tools:

1. Consolidated Reservation List: This table provides a high-level overview of all guests linked to the event, displaying essential details such as room numbers, stay dates, booking sources, and individual total prices. This allows staff to monitor the group's check-in progress and verify guest information at a glance.
2. Import Rooming List: Click this button to access the purpose-built +Import Rooming List tool. This feature is designed to replace traditional manual entry by allowing for the bulk upload of guest assignments via CSV. To ensure data integrity, the system automatically validates email formats, date intervals, and room types against your allotment blocks before completing the import.
3. Add Reservation Dropdown: This menu allows you to manually add a new reservation directly into the event or link an existing property reservation to the group occasion. Linking allows you to pull in guest bookings that may have been made independently of the block, ensuring their revenue is correctly attributed to the event.

The Folios tab is the financial center of the event, providing a master workspace to manage all charges, payments, and billing rules. Unlike individual reservations, the event folio allows properties to consolidate transactions for rooms, function spaces, and additional products into a single billing entity.

From this workspace, you can manage the following key areas:

1. Folio Selection and Creation: Switch between multiple folios or use the Add new folio option to create separate billing accounts for different transaction types, such as separating room charges from incidental services.
2. Add to Folio Menu: Post manual entries directly to the event account, including Payments, Products, Taxes/Fees, and specific operational adjustments like Refunds, Cancellation fees, or No-show fees.
3. Advanced Filtering and Grouping: Organize the transaction list by Transaction date, Service date, or Reservation to simplify auditing. You can also use the Filters panel to search by guest name, room number, or specific transaction status (Posted vs. Pending).
4. Action Ellipsis (Management Tools): Access high-level controls to Move Transactions between folios, Email invoices to clients, or Print the folio in multiple languages with options for an "Amount only" view.
5. Accounts Receivable and Summary: View linked organization-wide AR accounts and use the one-click Transfer folio balance feature to move outstanding amounts to your property's Accounts Receivable records. This section also provides a real-time view of the Grand Total and Balance Due.
6. Routing Rules and Pending Charges: Review charges moving to the group master account based on your Flexible Routing Rules (e.g., Route to Master, Pay Own, or Selective Routing). You can also manually Undo move to group account for individual line items if guest billing needs to be adjusted.

The Fiscal Documents tab serves as the centralized hub for generating, managing, and tracking all legally compliant financial records specifically for the event. This workspace is purpose-built to handle the professional billing and reporting requirements often requested by corporate clients and group coordinators, ensuring all records meet regional fiscal standards.

By integrating with the Cloudbeds Fiscal Document Service, this tab allows you to manage the entire lifecycle of an invoice—from initial pro forma estimates to final tax-compliant documents—while maintaining a direct link to your property's Accounts Receivable records. It supports international business by allowing documents to be generated in multiple languages and ensures that mandatory data, such as Tax IDs and legal names, are correctly attributed to the organization.

Key management tools within this tab include:

1. Search and Granular Filtering: Quickly locate specific financial records by using the dedicated search bar or applying various filters. You can refine your view by Document type (Invoices, Pro Formas, or Credit Notes), Date created, Amount, Balance, or Due date.
2. Comprehensive Status Tracking: Monitor the exact stage of every document within your organization's workflow. The system tracks a wide range of statuses, including Open, Paid, Processing, Failed, Voided, and Action required, providing full visibility into the event's accounts receivable.
3. Advanced Actions Menu: Clicking the vertical ellipsis on a record allows you to View the document detail, Send it via email, Download a PDF copy, or perform adjustments like Void and issue credit note. You can also review the Change history for any document to maintain a clear audit trail of all financial modifications.

The Pickup tab provides a granular, real-time interface to monitor your inventory performance and track how effectively your allotted blocks are being utilized. This workspace allows you to compare your forecasted business against actual guest pickups on a day-by-day and room-type-by-room-type basis.

From this view, you can manage your inventory strategy using several key tools:

1. Allotment Block Selector: Easily switch between different blocks within the same event to review specific segments, such as "Wedding Party" versus "General Guest Rooms".
2. Granular Performance Metrics: The table displays a day-by-day breakdown of your Picked vs. Blocked rooms. This allows you to identify specific dates where the group may be underperforming or where additional rooms might be needed.
3. Real-Time Status Indicators: Quickly identify the Release Schedule and current status of each block directly from the pickup grid. You can see at a glance if inventory is scheduled to return to general availability and at what time.
4. Release Inventory Controls: Use the dedicated dropdown to Release all inventory for a block or Release individual dates. This "selective release" capability ensures you can optimize property occupancy by returning unused rooms for specific dates only, rather than releasing the entire block interval.
5. Block Configuration Shortcuts: Use the Edit button to jump directly into the block's settings to adjust Stay dates, Shoulder dates, or modify Allotment types and Rates based on the current pickup pace.

The Event Details tab is where you view and edit the core configuration of an existing event after it has been created. While events are initially set up from the Events hub, this tab allows you to update the event’s operational and financial settings throughout its lifecycle.

From this tab, you can:

• Edit key event information, such as the Event name, Source, and Segment, to keep records accurate for reporting and sales tracking.
• Confirm or update the associated profile, ensuring the event remains correctly linked to the relevant Company, Travel Agent, or Group.
• Adjust routing behavior, including whether charges are routed to the group folio, supporting different billing scenarios per event.
• Manage accepted transaction types, defining which payment methods are allowed for this specific booking.
• Apply or change the folio configuration, controlling how charges are grouped, routed, and displayed across event-related financial documents.

Overall, the Event Details tab acts as the control center for event-level settings, allowing properties to refine billing, routing, and classification details without recreating the event or impacting the underlying profile.

The Notes tab provides a centralized communication log for everything related to the event. It aggregates notes created at different levels (event, profile, reservations, and guests) so teams can quickly access important context without navigating across multiple records.

It acts as a shared source of truth for internal communication, reducing the risk of missed details and ensuring continuity across departments throughout the event lifecycle.

From this tab, you can:

1. Notes status filter: Use this filter to control which notes are displayed (for example, Active Notes), helping you focus only on relevant or current information.
2. Applied to indicator: Shows whether notes are applied to the Event or the associated Profile, allowing teams to quickly distinguish between event-specific instructions and broader account-level notes.
3. Consolidated notes list: Displays notes created at different levels, including the Event, linked Profile, and individual Reservations or Guests. Each note clearly identifies its source and includes the note content for easy reference.
4. Print notes: Use the print icon to generate a printable view of the notes, which can be useful for operational briefings or offline reference during event execution.
5. Add new note: Click + Note to create a new internal note directly on the event. Notes can be used to capture billing instructions, client preferences, operational reminders, or internal follow-ups.
6. More actions menu: Use the ellipsis menu on individual notes to access additional management options, such as editing or updating existing entries.

The Profile & Event Documents tab provides a centralized workspace for storing and accessing documents tied to both the event and its associated profile. By consolidating contractual and operational files in a single location, it serves as a single source of truth for event documentation, ensuring sales, operations, and finance teams always work with the most current and relevant files throughout the event lifecycle.

From this tab, you can:

1. Add documents: Use the Document button to upload files related to the event or the associated profile, such as contracts, agreements, BEOs, rate sheets, or supporting documentation.
2. View and download documents: Browse the list of uploaded documents and use the search field to quickly locate files by name. Click a document to download it for offline reference or sharing.
3. Delete documents: Use the delete icon next to a file to remove documentation that is no longer relevant or was added in error.