Create and Manage Allotment Blocks in Groups and Events

Introduction

The Cloudbeds Groups and Events module brings group inventory, rates, routing, pickup, and guest booking workflows into a centralized Event workspace. Within an Event, allotment blocks define the inventory, stay dates, rates, release behavior, and routing rules that apply to a specific group segment.

One Event can contain multiple allotment blocks. For example, a property can create separate blocks for different guest segments while keeping them under the same Event, with different dates, rates, inventory, and routing rules for each block.

Use the sections below to create a block, choose the appropriate rate setup, configure routing, monitor performance, and share the booking link with your group.

Table of contents

1. Who this affects and how
2. Quick overview
3. Access the Blocks tab
4. Create an allotment block
5. Choose the right rate setup
6. Set up a private group rate
7. Configure block routing
8. Manage and monitor allotment blocks

Who this affects and how

Different team members may use allotment blocks for different parts of the group workflow. Use the table below to identify the sections most relevant to your role.

Quick overview

The video below introduces allotment blocks in Groups and Events and shows how they fit into the Event workflow. Use the written sections in this article for the current setup options, private group rate behavior, and operational details.

Access the Blocks tab

The Blocks tab is located inside the Event Holistic View. Open the Event first, then use this tab to create and manage its allotment blocks.

1. Log in to Cloudbeds PMS.
2. From the Main Menu, click Groups and Events.

3. The module opens on the Events tab. Click the name of the Event you want to manage to open the Event Holistic View.

4. Select the Blocks tab. If no allotment blocks have been created for the Event, click Add block.

Create an allotment block

Create an allotment block when you need to define inventory, dates, rates, release behavior, or routing for a specific group segment within an Event.

1. Initiate the block: From the Event's Blocks tab, click + Allotment Block.

2. Configure block details: Complete the primary settings for the block.
   • Block Name & Status: Enter a descriptive block name and choose Lead, Tentative, or Definite.
   • Stay Dates & Days of Week: Define the applicable date range. Use the Days of Week options if the block applies only to specific days.
   • Allotment Type:
     • Block: Holds specific inventory for the group.
     • Based on Availability: Allows guests to book from the property's general available inventory at the group rate for the selected Accommodation Types. This remains available while those selected room types are available in the property's general inventory.
   • Release Schedule: Choose how unpicked-up inventory should be returned to general inventory:
     • Do Not Release Inventory
     • Release all inventory for all dates simultaneously
     • Release inventory day by day
   • Rate: Select an existing rate plan or choose Custom. Promo-coded rate plans can be used when you want to offer a private negotiated rate through the allotment block booking link. See Choose the right rate setup.
   • Routing: Choose how transactions from reservations associated with this block should be routed. You can follow the Event-level routing setup, choose a preset routing option, or configure a custom rule by transaction type.

1. Click Add to display the restriction settings.
2. Configure the applicable rules, including Min. LOS, Max. LOS, Cut-off (days), Last minute (days), Closed to Arrival, and Closed to Departure.

3. Add shoulder dates, optional: Use Add to configure pre-arrival or post-departure intervals when guests may extend their stay outside the core Event dates.
4. Define the inventory scope: Choose whether inventory is allocated by Accommodation Type or Unit.
   • Accommodation Type: Allocate a quantity of rooms from a room category. Use this when any available room in that category can fulfill the block.
   • Unit: Allocate specific individual rooms or units. Use this when the block needs to be tied to particular physical accommodations.
5. Finalize: Review the block details, routing, and inventory settings, then click Save.

After selecting the room types or units, click the Bulk Edit icon next to the room type or unit.

1. In the Bulk Edit window, choose the Accommodation Types, Date Range, Days of Week, and number of Blocked rooms.
2. Click Apply.
3. Review the updated inventory in the Total blocked / available summary. You can also select an individual date field to adjust a specific blocked quantity.

Choose the right rate setup

The rate setup determines how the group price is defined and how guests can access it. Choose the option that matches the booking experience you want to provide.

Set up a private group rate

Use a private group rate when a group or corporate account has a negotiated rate that should be available through its allotment block booking link but hidden from guests browsing the public Cloudbeds Booking Engine without the promo code.

1. From the Main Menu, go to Rates and Availability > Rate Plans and Packages, then create a new rate plan or edit the existing rate plan that contains the negotiated group rate.
2. In the rate plan settings, set Promotion Code to Yes and enter the promo code. Keep the code private if only the intended group should have direct access to it.
3. Under Which sources is the rate plan available for?, keep Website/Booking Engine selected.

4. Open the Event in Groups and Events and select the Blocks tab.
5. Create the allotment block and select the promo-coded rate plan in the Rate field.
6. Allocate the applicable Accommodation Types or Units and dates to the block.
7. Set the block to Definite when it is ready for guest booking.
8. Copy the booking link from the Booking Code / URL column and share it with the group.

What guests see with a private group rate

When a guest opens the allotment block booking link, the Cloudbeds Booking Engine automatically applies the block code and displays the negotiated rate for the accommodation types and dates available through that block. The guest does not need to enter the rate plan's promo code.

The same rate remains hidden when a guest browses the public Cloudbeds Booking Engine without the promo code.

Anyone who knows and enters the promo code in the public Cloudbeds Booking Engine can still access the rate according to the rate plan's configured accommodation types and dates. Keep the promo code private when the negotiated rate should only be shared with the intended group.

Guests can continue through checkout with the negotiated rate applied to the reservation.

Dates and inventory available through the group link

The allotment block booking link limits the guest to the dates and accommodations available through the block. Dates outside the block cannot be selected through that link.

Taxes and fees for group booking links

A private group rate controls access to the negotiated rate. It does not create a separate reservation source for taxes and fees.

Reservations created through the group booking link use the Website/Booking Engine source. Taxes and fees configured for that source therefore continue to apply to the reservation.

Configure block routing

Use the Routing field to define how transactions from reservations created from the allotment block are routed to folios.

The Event-level routing rule acts as the default for the Event. If an allotment block has its own routing rule, the block-level rule takes precedence for reservations created from that block.

Available routing options include:

Same as event: Follows the routing rule configured at the Event level. Room only: Routes room-related charges, including Room Rate, Manual Room Revenue, No-show fee, and Cancellation fees. Room and Tax: Routes room charges and their corresponding taxes. Room, Tax and Fee: Routes room charges and their corresponding taxes and fees. All charges: Routes all financial transactions to the selected folio. Custom: Allows you to select specific transaction types and choose whether related taxes and fees should follow the parent charge to the same folio.

The routing rule setup displays the transaction types included in the selected option and the folio where those transactions should be sent. When using Custom, select the transaction types to route.

You can review active custom routing rules from the Event Details tab. This helps confirm which allotment blocks have custom routing without opening each block individually.

Manage and monitor allotment blocks

After an allotment block is active, use the Blocks and Pickup views to monitor inventory consumption, release status, guest access, and block performance.

Review block performance

1. Granular Inventory Grid: Click the arrow next to the block name to expand the day-by-day view. Review the blocked, picked-up, and available quantities by Accommodation Type and date.
2. Block Performance Summary: Use the main Blocks table to review:
   • Picked / Allotted: The number of rooms reserved against the allocated inventory.
   • Release Status & Schedule: The status and timing of the block's inventory release rules.
   • Booking Code / URL: The unique block code and link used for guest self-booking through the Cloudbeds Booking Engine.
3. Block Actions: Open the three-dot menu to Edit Allotment Block, Release individual dates, or Delete the block.

For a broader explanation of the Event workspace and its tabs, see Event Holistic View overview.

Expand the sections below for additional tools used to track pickup and share the guest booking link.

Related articles

Now that you know how to create and manage allotment blocks, use these resources for more information about the broader Event workspace and Event setup:

• Create and manage Events in Groups and Events
• Event Holistic View overview