1. Cloudbeds
  2. Front Desk Operations
  3. NEW Groups and Profiles
  4. Management

Creating and Managing Allotment Blocks

Gabriela Garcia
Updated

The Cloudbeds Groups and Events module is a redesigned, centralized hub that allows properties to manage group business with greater flexibility and multi-property visibility. By separating high-level organization data (Profiles) from property-specific operational details (Events), this module serves as a powerful tool for hotels that rely on corporate, travel agency, and group bookings.

 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.

Overview

Allotment blocks serve as the property-specific configuration layer within the Events module. While a Profile represents the organization-wide relationship, the Event captures the specific booking occasion, and the Allotment Block handles the granular inventory and rate details.

A key architectural feature of the Groups and Events module is the ability for one event to support multiple allotment blocks. 

This allows you to manage different guest segments (e.g., "Wedding Party" vs. "General Guests") with unique rates and billing rules under a single event.

  1. How to Access the Blocks tab
  2. Creating a New Allotment Block
  3. Monitoring & Managing Performance

How to Access the Blocks tab

  1. Log in to the Cloudbeds PMS
  2. In the main navigation menu, click Groups and Events

 

  1. The module opens by default on the Events tab. Click on the hyperlinked name of the desired Event to open the Event Holistic View.

  1. Ensure the Blocks tab is selected. If no allotments have been previously configured for the event, click the Add block button to begin.

Creating a New Allotment Block

  1. Initiate the Block: Click the + Allotment Block button to open the creation modal.

  1. Configure Block Details: Fill in the primary operational settings for this segment:
    • Block Name & Status: Give the block a descriptive name and set the status: Lead, Tentative, or Definite.
    • Stay Dates & Days of Week: Define the date range. You can also specify if the block only applies to certain days (e.g., weekends only) using the Days of Week checkboxes.
    • Allotment Type:
      • Block: Hard-blocks specific inventory for the group.
      • Based on Availability: Allows guests to book from the general house pool at the group rate for the specific Accommodation Types selected for the block. This option continues until those specific room types are no longer available in the property's general inventory.
    • Release Schedule: Determine how unpicked-up inventory is returned to the house. Options include:
      • 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.

  Custom Rates & Restrictions: If you select Custom as the Rate, a Restrictions section will appear.  

  1. Click Add to reveal the Restrictions configuration.
  2. Once added, you can define group-specific rules including Min. LOS, Max. LOS, Cut-off (days), Last minute (days), Closed to Arrival, and Closed to Departure.

  1. Add Shoulder Dates (Optional): Use the Add button to configure pre-arrival and post-departure intervals. This ensures guests can book extended stays at the group rate before or after the core event dates.
  2. Select Accommodation Types: Choose the specific room types to be included in this block from the dropdown menu. You can include multiple room types within a single block for better segment management.
  3. Finalize: Review your settings and click Save to add the block to the event.

   Pro-Tip: Granular Inventory Control

Once room types are selected, use the Bulk Edit icon (the page icon highlighted with the arrow above) next to the room type to modify inventory and pricing across the desired date ranges.

  1. In the Bulk Edit window, specify the Accommodation Types, Date Range, Days of Week, and the number of Blocked rooms.
  2. Click Apply to update the grid.
  3. Review the updated inventory in the Total blocked / available summary. For more granular control, you can click into any date field to manually adjust blocked quantities one by one.

Monitoring & Managing Performance

Once your allotment block is active, the Events module provides real-time visibility into your group's performance. This allows you to monitor inventory consumption and manage guest access effectively through the Blocks table summary.

  1. Granular Inventory Grid: Click the arrow next to the block name to expand the day-by-day view. Here you can monitor performance by specific Accommodation Type and see the exact number of rooms blocked, picked up, and available for each specific date in the calendar grid.
  2. Block Performance Summary: The main table headers provide a high-level snapshot of the block's contractual and operational status:
    • Picked / Allotted: View real-time visibility into how many rooms have been reserved against your total allocated inventory.
    • Release Status & Schedule: Monitor the current status of your inventory release protocols (e.g., Scheduled, In Progress, or Released) and the specific timeframes configured.
    • Booking Code / URL: Access the unique code and use the copy icon to get the Booking Engine URL with the group parameters pre-applied for guest self-booking.

  For a deeper dive into managing your overall event configuration and navigating the interface, please refer to our Event Holistic View overview.

  1. Block Actions: Click the three dots menu to manage the block as the event evolves. From this menu, you can select Edit Allotment Block to update details, Release individual dates to manually return unpicked-up inventory to the house for specific days, or Delete the allotment block.

Beyond the high-level summary provided in the Blocks table, the module offers specialized tools for day-to-day operations and guest coordination. Explore the sections below to learn how to track real-time pickup and share direct booking links:

Tracking Pickup

The Pickup tab provides a specialized interface for real-time visibility into how many rooms have been reserved versus the total allocated inventory. This view is essential for monitoring the pace of group bookings and managing house availability.

  • Day-by-Day Breakdown: Review a granular, date-specific summary of Blocked versus Picked-up inventory across the entire event range to monitor booking pace.
  • Room-Type Performance: Monitor the interface with room-type-by-room-type control to see exactly which accommodation categories are being booked most frequently.
  • Block Filter: Use the Allotment Block dropdown at the top of the tab to quickly switch between different blocks within the same event. This allows you to compare the pickup progress of different segments, such as "VIP Speakers" versus "General Attendees," in seconds.
  • Release Inventory Button: Use the Release inventory button to manually return unpicked-up rooms to your general house pool for specific dates without waiting for an automatic release.
  • Edit Button: Click the Edit button to modify your allotment configuration, such as adjusting blocked quantities or updating rates if the group's needs change.

Sharing the Booking Engine URL

To simplify the reservation process for group members, you can provide a direct link that automatically applies the correct group parameters.

  1. Navigate to the Blocks tab within your event.
  2. Locate the specific allotment block and find the Booking Engine URL section.
  3. Click the Copy URL icon.

  Why use this link? The generated URL has the Group Code pre-applied. When a guest clicks the link, they are taken directly to your booking engine with the group's negotiated rates and inventory already filtered for them.

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