Manage reservations from the New Calendar

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.

Table of contents

• Who this affects and how
• Open and use the Reservation Panel
• Use additional reservation actions
• Pin supported reservation actions for faster access
• Open the Reservation Details panel from the Calendar
• Role privileges and available actions

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.

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.

Depending on the reservation, the panel can show reservation status, stay dates, accommodation details, guest contact information, balance due, notes, and available actions.

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 shows how selecting a reservation opens the Reservation Panel while keeping the Calendar visible.

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

Review balance and reservation information

The Reservation Panel surfaces key information without requiring you to open the Reservation Details panel. Depending on the reservation, this can include stay dates, assigned accommodation, guest contact information, reservation status, notes, and balance due.

The animation below shows how to select a reservation and review its current balance and other reservation information while keeping the Calendar visible.

Use additional reservation actions

Reservation actions appear in different areas of the Reservation Panel: quick-access controls at the top, 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 your role privileges.

1. 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.
2. Primary action: Use the highlighted reservation action described in the primary reservation action section above.
3. Pinned actions: Supported actions can appear beside the primary action after you pin them for faster access.

The image below shows the tag control, primary reservation action, and additional quick-access controls at the top of the Reservation Panel.

Open the three-dot actions menu

Open the three-dot actions menu when the action you need is not visible at the top of the Reservation Panel. The exact options depend on the reservation state and your role 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 reservation's dedicated page.

The image below shows additional actions available from the three-dot actions menu. Some supported actions also display a pin icon for faster access from the top of the Reservation Panel.

Use accommodation-specific actions

The accommodation section of the Reservation Panel provides actions for the room currently assigned to the reservation.

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

These actions appear directly below the assigned accommodation information. The example below shows Scroll to locating and highlighting the selected reservation on the Calendar.

Pin supported reservation actions for faster access

You can pin up to three supported reservation actions to the top of the Reservation Panel for faster access. Your pinned actions are saved for your user account and remain available when you open other reservations.

1. Select an existing reservation on the Calendar to open the Reservation Panel.
2. Open the three-dot actions menu.
3. Find an action with a pin icon and select the icon to pin it.
4. Pinned actions appear at the top of the Reservation Panel for quicker access.
5. To remove a pinned action, select its pin icon again. To remove all pinned actions, select Clear pinned actions.

The animation below shows how to pin supported actions from the three-dot actions menu and how those pinned actions remain available when you open another reservation. In this example, Quick edit (split), Lock, and View reservation are pinned for faster access.

Only actions that display a pin icon can be pinned. Available actions can vary by reservation state and your role privileges.

Open the Reservation Details panel from the Calendar

Use Open Reservation Details when you need more reservation information or actions than the Reservation Panel provides.

1. Select the reservation on the Calendar to open the Reservation Panel.
2. Select Open Reservation Details at the bottom of the panel.
3. The Reservation Details panel opens beside the Calendar. From there, use the available reservation sections or the controls at the top to open the reservation page, expand the panel, or close it.

The images below show the workflow from selecting the reservation to opening the Reservation Details panel.

Open Reservation Details vs. View reservation

These actions open different reservation experiences:

• Open Reservation Details: Opens the Reservation Details panel beside the Calendar so you can continue working while keeping the Calendar visible.
• View reservation: Opens the reservation's dedicated page.

To learn how to navigate the Reservation Details panel and use its reservation and Folio tools, see Reservation Details: Overview and Folio actions.

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.

Related articles

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

• Getting Started with the New Cloudbeds Calendar
• Move and assign reservations on the New Calendar