Managing Reservations and Quick Actions on the New Calendar

The new Cloudbeds Calendar is designed to be your primary workspace, allowing you to perform 90% of your daily tasks without ever leaving the grid. By integrating Quick Actions and a dynamic Reservation Panel, the system eliminates the "screen-hopping tax" and streamlines workflows for high-volume properties.

Using the Quick Action Menu

Quick Actions provide rapid access to the four most common calendar operations. You can access this menu from the Plus (+) icon in the top-right toolbar or by clicking any empty cell on the grid.

• New Reservation: Opens the reservation flow pre-populated with your selected date and room.
• Out of Service: Quickly mark rooms as unavailable for maintenance or renovations.
• Courtesy Hold: Place a temporary hold on a room for prospective guests.
• Blocked Dates: Prevent a room from being booked for a specific date range.

Inline Reservation Management

Clicking any existing booking on the calendar opens the Reservation Panel on the right side of the screen, keeping your calendar context visible while you work.

Status-Aware Action Button

The primary action button at the top of the panel changes dynamically based on the reservation's current state:

• Check-in: Appears for guests due to arrive today.
• Check-out: Appears for guests due to depart today.
• Add Note: Appears for future stays to help you capture guest preferences early.

Extended Actions and Payments

The Reservation Panel brings the full reservation lifecycle onto the grid, allowing you to manage the guest's stay through a set of intuitive tools:

• Lock: Click the lock icon to fix a reservation to a specific room, preventing the auto-assign tool from moving it.
• Move: Reassign a guest to a different room instantly without navigating away from the calendar.
• Edit Reservation: Opens the full reservation details page for advanced configurations.

Use the three-dot menu next to the primary action button to access additional management options:

• Add Payment: Open the payment modal to process folio charges or add deposits directly from the panel.
• Add Note: Quickly enter reservation notes to record guest preferences or internal reminders.
• Quick Edit: Use the streamlined Quick Edit modal for fast updates to stay dates, room types, or guest counts.

For a deeper dive into guest data, click Open Reservation Details at the bottom of the panel:

• Folio: View detailed charges, payments, and the current balance.
• Messages: Track and manage all guest communications.
• Activity: Review a full audit trail of all changes made to the reservation.

Customizing Your Workflow: Pinned Actions

To further speed up your operations, you can pin up to three frequently used actions to the top of the reservation panel for one-click access.

Managing your pinned actions:

• To Pin: Open the three-dot actions menu and click the pin icon (thumbtack) next to your preferred action to move it to the top bar.
• To Unpin: Click the pin icon on an action already at the top of the panel to return it to the general menu.
• To Clear: Click Clear pinned actions at the very bottom of the actions menu to reset your view to the default settings.

Limitations

• Past Dates: Room blocks cannot be created with a start date in the past.
• In-House Protection: The Unassign action is disabled for in-house reservations to prevent accidental guest displacement.
• Advanced Features: Some complex reservation edge cases may still require opening the full reservation page in the classic interface via the arrow icon in the top-right of the drawer.

Managing Reservations in the New Calendar FAQ

Will auto-assigning rooms cause overlaps?

No. The new Unassigned Reservations panel is availability-aware and designed to prevent overlaps. If the system cannot find a room with continuous availability for a guest's full stay, it will display a clear error message explaining exactly why the assignment could not be completed instead of creating a conflict or "ghost booking."

Managing unassigned bookings:

• Access: Click the Bed icon in the top-left toolbar. An orange dot will appear on the icon if there are unassigned reservations for the selected date.
• Prioritize: Use the Search Bar to find specific guests by name or confirmation code, or use the Room Type filter to focus your assignment efforts on specific categories.
• Assign: Choose to Auto-assign all bookings at once, assign a single reservation, or select multiple specific reservations for a partial auto-assignment.

How does the calendar handle split inventory or linked rooms?

The calendar is "split-inventory aware." When you block or mark a virtual room (such as a Studio AB) as Out of Service, the system automatically blocks all linked physical units (Studio A and Studio B). This design ensures that availability remains accurate and prevents double-booking across adjoining rooms or lock-off units.

Workflow for linked accommodations:

• Visual Indicators: Virtual and linked physical rooms are identified with a Link icon on the left-side room list.
• Automatic Link Blocks: When a reservation is placed in a virtual room, the system automatically creates Link Blocks on the associated physical rooms for the same dates.
• Availability Protection: To maintain inventory integrity, you cannot "opt-out" of blocking linked rooms. Partial blocking is disabled by design to prevent availability conflicts.

Can I see the guest's balance due immediately?

Yes. The Balance due is highlighted in the Reservation Panel and will turn red if a balance is owed. This allows staff to quickly identify payment needs during check-in or check-out without having to open the guest's full folio.

Available actions for managing payments and balances:

• Balance Alert Indicators: A red dot on the reservation bar indicates an outstanding balance , while a yellow dot signals that a special note is attached to the booking, which may contain important payment instructions.
• Prominent Balance Display: The Balance due amount is automatically highlighted in red within the side panel, allowing for instant recognition of owed funds as soon as a booking is selected.
• Add Payments Inline: Use the Add Payment tool within the extended actions menu to process transactions or record deposits through a dedicated modal without ever leaving the calendar grid.
• Comprehensive Folio Access: Click Open Reservation Details at the bottom of the panel to access the full Folio tab, where you can manage detailed charges and view a complete history of all payments made..