Groups and Events FAQ

The legacy Groups page is being deprecated. All management for groups, companies, and travel agents has moved to the redesigned Groups and Events hub to support multi-property capabilities and improved reporting.

The target General Availability (GA) date is Q2 2026. Please note that this date is subject to change based on the results of the pilot phase.

No — your existing data is preserved during the transition.

• All Groups from the legacy module are automatically migrated as Events in the new Groups & Events module.
• Any existing room blocks (allotments) remain linked to their corresponding Event.
• This ensures you do not lose your inventory setup or historical data.

Yes. All your historical and upcoming data from the legacy Groups module is automatically imported. To provide more flexibility, the new module organizes this data slightly differently:

• Automatic Mapping: Your legacy "Group Profile" is now called an "Event."
• Room Blocks: Any existing Allotment Blocks remain linked to their original Event, so you won't lose your inventory setup.
• Profiles: The new module introduces structured Profiles (Guest, Company, or Agent). These are not created automatically during migration, so you will need to create and link them to Events to manage billing and reporting.

This transition ensures you don't have to re-key any data while gaining the ability to organize multiple events under a single profile.

No. Migration is one-way only.

• Data from the legacy Groups module is available in the new Groups & Events module.
• Any new Events or updates made in the new module will not appear in the legacy Groups module.

We recommend completing your transition to the new module once you begin managing events there to ensure data consistency.

In some cases, yes.

• Events and room blocks are migrated automatically from the legacy module.
• However, the new module introduces structured Profiles (such as Company or Travel Agent), which were not part of the legacy Groups experience.
• If needed, these Profiles must be created and linked manually to Events for reporting, billing, and organization purposes.

Yes. Profiles are now organization-wide single sources of truth. Any profile created at one property within your organization is instantly visible and accessible to all other properties.

Profile types (Company, Travel Agent, and Group) are mutually exclusive to ensure data integrity. Once a profile type is selected and saved, it cannot be changed.

You will need to create a new profile with the correct type.

This is a major architectural change. Billing and routing rules are now configured at the Event or Reservation level rather than on the Profile itself.

This allows you to use a single master profile (for example, a corporate account) with different billing arrangements across multiple events without creating duplicate profiles.

You can view consolidated reporting in Cloudbeds Insights by filtering for Groups and Events. Currently, four dedicated reports are available.

More detailed production metrics, such as ADR and Room Nights, are on the roadmap (no estimated availability date yet).

Yes. To do this, create an Event (for example, “Corporate Transient”) set to based on availability and link the individual reservations to that event.

This allows you to track corporate production even when reservations are not part of a traditional group block.

No. These settings are configured at the Event level rather than the Profile level.

This provides greater flexibility, as a single profile (such as a Travel Agent) may book multiple events that require different rates, commissions, or market segments.

Event Dates represent the overall duration of the booking. In the main Events Page, the start and end dates of an event are automatically determined by the earliest allotment block start date and the latest allotment block end date. It is important to note that the system does not consider shoulder dates when calculating these event boundaries.

Block Dates, on the other hand, are the specific stay intervals assigned to a particular guest segment (allotment) within that event, allowing you to have multiple blocks with different dates under one single event.

No. Each rooming list import is tied to a single specific event and a specific allotment block selected during the upload process.

The system requires country codes to follow the ISO 2-letter format, such as US, BR, or GB.

Full country names or 3-letter country codes will cause a validation error during import.

It depends on which Rooming List experience your property is currently using.

During the initial pilot phase of Groups & Events, the Rooming List feature focused on validating formatting and required fields. Based on customer feedback, an updated version was introduced with improved validation and inventory controls.

Earlier Rooming List experience Updated Rooming List experience

In the earlier Rooming List experience, the system validates file format and required data fields, but it does not validate inventory availability.

• Possible to overbook allotment blocks if the import exceeds available rooms
• Focus on CSV upload and basic formatting validation
• Limited validation during import

How to identify this version:

• The Rooming List tab shows a table of import records
• You will see a + Rooming List button to upload files
• No Templates or advanced configuration options are available

In the updated Rooming List experience, the system includes smart inventory validation to improve accuracy and prevent overbooking.

• Checks guest entries against allotment block inventory and room capacity
• Prevents importing more guests than available rooms
• Supports enhanced workflows like multi-guest reservations and public links

How to identify this version:

• The Rooming List tab includes sub-tabs such as Imported rooming lists and Templates
• You can create and manage templates for imports
• You may see additional options like Public Links and in-grid validation