Manage reservations from the New Calendar

Gabriela Garcia

Updated September 17, 2026 15:09

Purpose	Manage an existing reservation directly from the New Calendar, including reviewing stay information, using available reservation actions, pinning frequent actions, and opening full Reservation Details when needed.
Best for	Front Desk, Manager/GM, and Admin users.
Use this when	You are working with an existing reservation from the New Calendar and need to review reservation information or complete an available action without leaving the Calendar workflow.
Requirements	Existing role privileges appropriate to the reservation actions you need to perform.
Expected result	You can open the Reservation Panel, review key reservation information, use the actions available to you, personalize pinned actions, and open full Reservation Details for deeper reservation work.

Introduction

The New Cloudbeds Calendar lets you work with an existing reservation while keeping the Calendar grid visible. Select a reservation to open the Reservation Panel, where you can review key stay information and use the actions available for that reservation.

Use this article for reservation actions that start from the Calendar panel. For room moves, drag-and-drop, assignment, unassigned reservations, rate changes during a move, and split-stay workflows, see Move and assign reservations on the New Calendar.

Who this affects and how
Start a reservation or Calendar action with Quick Actions
Open and use the Reservation Panel
Use additional reservation actions
Pin frequently used reservation actions
Open full Reservation Details
Role privileges and available actions
Reservation management FAQ

Who this affects and how

Reservation actions can differ by role, reservation state, and assigned privileges. Use this table to identify the parts of the workflow most relevant to you.

Role	What to know
Front Desk	Use the Reservation Panel to review the stay, complete the primary action, add a payment or note, pin frequent actions, and open full Reservation Details when needed. Start with Open and use the Reservation Panel.
Manager/GM	Use the Reservation Panel to review reservation status, balance due, notes, and available actions while keeping the Calendar in context. See Use additional reservation actions.
Admin	Existing role privileges determine which reservation actions each user can perform. See Role privileges and available actions.

Start a reservation or Calendar action with Quick Actions

Use Quick Actions when you need to begin a new Calendar task from the grid instead of opening an existing reservation. You can open Quick Actions from the Plus (+) menu in the Calendar toolbar or by selecting an empty area of the Calendar grid.

New Reservation: Start a new reservation from the Calendar.
Out of Service: Mark an accommodation unavailable for operational reasons.
Courtesy Hold: Place a temporary hold on an accommodation.
Blocked Dates: Block availability for a selected date range.

The animation below shows both ways to open Quick Actions: from the Plus (+) menu and from a selection on the Calendar grid. It also shows the available actions for the selected dates and accommodation.

Detailed setup and management of Out of Service, Courtesy Holds, and Blocked Dates may be covered in their dedicated articles. The sections below focus on managing an existing reservation from the Calendar.

Open and use the Reservation Panel

Select an existing reservation on the Calendar grid to open the Reservation Panel on the right side of the screen. The panel keeps the Calendar visible while you review the reservation and complete common tasks.

The panel can show reservation status, stay dates, accommodation details, guest contact information, balance due, notes, and actions available to the current user.

Use the primary reservation action

The main action at the top of the Reservation Panel can change based on the reservation's current stage. For example, the panel may surface Check-in, Check-out, or Add note when that action is relevant to the reservation.

The animation below demonstrates how the primary action can change as the reservation moves through its stay journey.

Because the available action depends on the reservation state and the user's permissions, use the action displayed for the reservation instead of expecting the same button on every booking.

Review balance and reservation information

The Reservation Panel surfaces key reservation information so you can review the stay without immediately opening full Reservation Details. Depending on the reservation, this can include stay dates, assigned accommodation, guest contact information, reservation status, notes, and balance due.

When a balance is due, the amount is displayed in the panel so payment needs are easier to identify while you work with the reservation.

Select a reservation on the Calendar to open the Reservation Panel and review the current balance due without leaving the grid.

Use additional reservation actions

The Reservation Panel provides several ways to manage a reservation without leaving the Calendar. Actions are grouped by where they apply: quick-access controls at the top of the panel, the three-dot actions menu, and accommodation-specific controls within the reservation summary.

Use quick-access reservation actions

The top of the Reservation Panel surfaces commonly used actions for the selected reservation. The actions shown can vary based on the reservation state and the user's role privileges.

Assign tag: Select the Plus (+) control below the guest information to assign a tag to the reservation. For more information about creating and using tags, see Tags - Everything you need to know.
Primary action: Use the highlighted reservation action described in the primary reservation action section above.
Pinned actions: Supported actions can appear beside the primary action when they have been pinned for faster access.

Use this area when you need one of the most common reservation actions without opening the full actions menu. The image below shows the quick-access controls and where they appear in the Reservation Panel.

Open the three-dot actions menu

Use the three-dot actions menu when the action you need is not already available in the quick-access area. The exact options can vary depending on the reservation state and the user's privileges.

The menu can include:

Payment: Open the payment workflow from the Reservation Panel.
Note: Add a reservation note.
Auto assign: Start the assignment workflow when the action is available. If it cannot be used for the selected reservation, the option appears disabled.
Lock: Lock the reservation to its assigned accommodation when the action is available.
Move: Start the room-move workflow. For detailed moving and assignment behavior, see Move and assign reservations on the New Calendar.
Reservation status: Review or change the reservation status using the status control when available.
Edit reservation: Open the reservation editing workflow.
Quick edit (split): Open the quick-edit split workflow when available.
View reservation: Open the fuller Reservation Details experience.

Supported actions can also display pin controls. Select a pin to add the action to the top of the Reservation Panel, or select Clear pinned actions at the bottom of the menu to reset your pinned actions.

The image below shows how the additional actions are grouped in the expanded menu, including accommodation and reservation actions.

Use accommodation-specific actions

The accommodation section of the Reservation Panel includes actions that apply directly to the room assigned to the reservation.

Edit: Update supported accommodation details for the reservation.
Scroll to: Locate the selected reservation directly on the Calendar grid.
Unassign: Remove the current accommodation assignment when the action is available.

Use these controls when you need to work specifically with the reservation's assigned accommodation. The image below shows the accommodation actions and how Scroll to brings the selected reservation into view and highlights its row on the Calendar.

Pin frequently used reservation actions

You can pin up to three supported reservation actions to the top of the Reservation Panel for faster access. Pinned actions are saved as a personal workflow preference rather than a property-wide setup.

Open an existing reservation from the Calendar.
Open the three-dot actions menu.
Select the pin icon next to a supported action to add it to the top of the panel.
To remove a pinned action, select the pin control again. To reset the pinned set, select Clear pinned actions at the bottom of the actions menu.

The animation below shows actions being pinned for quicker access from the Reservation Panel.

The actions that can be pinned depend on what is available for the reservation and the user's role privileges.

Open full Reservation Details

Use Open Reservation Details when the Reservation Panel does not provide enough detail for the task you need to complete. This opens the fuller reservation experience while the Calendar remains visible in the background.

The current Reservation Details experience includes visible areas such as Overview, Folio, Notes, Messages, and Guest, with additional areas available from the tab row when applicable.

Use the Reservation Panel for quick, in-context work. Use full Reservation Details when you need the broader reservation record or a workflow that is not available directly from the Calendar panel.

The animation below shows how to open full Reservation Details from the Reservation Panel while keeping the Calendar in context.

Role privileges and available actions

The New Calendar does not require a separate Calendar-specific permission set. Existing Cloudbeds role privileges continue to determine which reservation actions are available to each user.

If one user can see or perform an action that another user cannot, review the assigned privileges in Role privileges.

Reservation management FAQ

Expand the questions below for common answers about reservation information, payments, and where to find move or assignment workflows.

Can I see the guest's balance due from the Calendar?

Yes. The Reservation Panel displays the balance due as part of the reservation summary, allowing staff to identify an outstanding balance without opening full Reservation Details first.

Use Payment from the reservation actions when you need to start a payment workflow. Open full Reservation Details when you need the broader reservation record or deeper folio information.

Where do I move or assign a reservation?

Moving and assigning reservations are covered in Move and assign reservations on the New Calendar. That article covers drag-and-drop moves, assignment options, rate or accommodation changes, unassigned reservations, and split-stay scenarios.

Now that you know how to work with an existing reservation from the New Calendar, use these resources for adjacent Calendar workflows and access questions: