Profiles in Groups and Events

Overview

The Profiles tab in the Groups and Events module acts as your organization’s "Single Source of Truth." Unlike the legacy system, where profiles were siloed to a single property, these new profiles are shared across your entire brand, allowing for seamless multi-property management and holistic revenue tracking.

In the new Groups and Events architecture, a Profile represents the "Who"—the company, agency, or recurring group you do business with.

• Shared Visibility: A profile created at Property A is instantly visible and bookable at Property B. This eliminates the need for duplicate data entry and ensures guest history and corporate data remain consistent across your entire organization.
• Holistic Value: By centralizing profiles, you can see the total financial impact of a corporate client or travel agent across all your properties combined.

How to Access the Profiles Tab

To manage your organization’s profiles:

1. Log in to the Cloudbeds PMS
2. In the main navigation menu, click Groups and Events
3. Click on the Profiles tab at the top of the hub
4. Use the Search bar to find existing profiles by name or use the Filters to sort by profile type (Company, Travel Agent, or Group) and status (Active, Inactive, Pending, Canceled, Archived)

Creating a New Profile

The creation process is designed for speed, especially for staff handling phone inquiries.

1. Click the +Profile button to open the creation drawer
   
   You can create a profile with just a name to get started quickly. You can return later to fill in tax IDs, addresses, and contacts.
2. Select the Profile type:
   1. Company: Best for local businesses, corporate accounts, or associations.
   2. Travel Agent: Designed for wholesalers, OTAs, or traditional travel agencies.
   3. Group: Use this for recurring social groups (e.g., a local sports team or annual family reunion).

3. Enter Profile Name: Provide the primary name for the account

4. Email (Optional): Add the primary contact email
5. Phone (Optional): Add the primary contact phone number
6. Toggle Billable Status: Check the "Billable profile" box if this account will be used for invoicing and direct billing.
7. Select Country: Use the search bar to select the profile's primary country. 
   
   If the Billable profile checkbox is checked, the Country field will be mandatory.
8. Enter Detailed Billing Info (Optional): Fill in the Legal Name, Tax ID, Invoicing Email, and physical address details
9. Click Save: Your new organization-wide profile is now active and accessible across all properties

10. After saving, you will see an "Your changes have been saved” notification in the lower left corner of the screen, and the Profile will appear in the Profiles list.