| Purpose | Move reservations between rooms or dates, move checked-in guests, review changes that can affect the reservation rate, assign unassigned reservations, and split an in-house reservation when the guest needs to use more than one accommodation during the stay. |
| Best for | Front Desk, Manager/GM, and Admin users. |
| Use this when | You need to move a reservation to another room, move a checked-in guest during their stay, shift a reservation to different dates, assign an unassigned reservation, review a rate change caused by a move, or split an in-house reservation across consecutive accommodations. |
| Requirements | Access to the New Calendar and the role privileges required for the move or assignment action you need to perform. |
| Expected result | The reservation is placed in the intended room or date range. For checked-in guests, completed nights remain with the original accommodation when applicable, while the remaining stay moves to the destination room. |
Introduction
The New Cloudbeds Calendar lets you move and assign reservations while keeping the Calendar grid in view. Depending on what you need to change, you can drag a reservation to another room, move a checked-in guest during their stay, shift a reservation to different dates, use reservation assignment controls, or work from the Unassigned Reservations panel.
These workflows are not all the same. Moving a reservation to another room while keeping the same dates is different from changing the stay dates. Moving a guest who is already checked in can also produce a different result depending on whether the guest has already completed nights in the current room.
If the selected destination changes the applicable accommodation or rate, Cloudbeds can also ask you to review the change before completing the move.
For reservation actions that do not involve moving or assigning a reservation, see Manage reservations from the New Calendar.
Table of contents
- Who this affects and how
- Move a reservation to another room
- Move a checked-in guest to another room
- Move a reservation to different dates
- Review accommodation and rate changes after a move
- Move a reservation from the Reservation Panel
- Assign unassigned reservations
- Split an in-house reservation with Quick edit
- Role privileges and available actions
- Move and assignment FAQ
Who this affects and how
Moving and assigning reservations can affect room placement, dates, and reservation rates. Use this table to identify the parts of the workflow most relevant to your role.
| Role | What to know |
|---|---|
| Front Desk | Move reservations directly on the Calendar, move checked-in guests, assign unassigned reservations, and review date or rate confirmations when they appear. See Move a checked-in guest to another room when a guest changes rooms after check-in. |
| Manager/GM | Review moves that can affect accommodation or rate details and use assignment tools to manage room placement. See Review accommodation and rate changes after a move. |
| Admin | Existing role privileges determine which move and assignment actions users can perform. See Role privileges and available actions. |
Move a reservation to another room
Use drag-and-drop when you need to move a reservation to another available room while keeping the same stay dates. The destination can be another room in the same accommodation type or a room in a different accommodation type.
- Locate the reservation on the Calendar grid.
- Drag the reservation vertically to the intended room.
- Drop the reservation on the valid destination.
During the drag, the Calendar highlights the valid destination so you can see where the reservation will be placed before dropping it. If the move changes the accommodation type, Cloudbeds asks you to confirm the room type change. If the destination also has a different applicable rate, you will then be asked how to handle the rate change. See Review accommodation and rate changes after a move for the complete sequence.
The animation below shows a reservation dragged vertically to another room while keeping the same stay dates. If the destination changes the accommodation type or applicable rate, review the additional confirmations described later in this article.
Move a checked-in guest to another room
Use drag-and-drop when a guest is already checked in and needs to move to another room. After you drop the reservation on the destination room, Cloudbeds displays a Move checked-in guest confirmation showing the current room and destination room.
The result depends on whether the guest has already completed one or more nights in the current room.
| Scenario | What happens |
|---|---|
| The guest checked in today | The checked-in reservation moves to the destination room. There are no completed prior nights that need to remain assigned to the original room. |
| The guest has already completed one or more nights | The completed portion of the stay remains in the original room, and the remaining nights move to the destination room. This automatically creates a split across the two accommodations. |
- Locate the checked-in reservation on the Calendar.
- Drag the reservation to the intended destination room.
- Review the Move checked-in guest confirmation, including the current room and destination room.
- Select Confirm.
- Review the Calendar to confirm the resulting room placement. If the guest already completed nights in the original room, the stay is shown across the original and destination accommodations.
The first example shows a guest whose check-in is today. After confirmation, the checked-in reservation moves to the destination room without leaving a completed prior segment in the original room.
The second example below shows a checked-in guest who has already completed part of the stay. After the move is confirmed, the completed nights remain in the original room, and the remaining stay moves to the destination room.
Move a reservation to different dates
To change the stay dates without changing the assigned room, drag the reservation horizontally along the same room row. Unlike a room-only move with unchanged dates, changing the stay dates requires you to review the updated dates before applying the change.
- Locate the reservation on the Calendar grid.
- Drag the reservation horizontally to the intended new dates while remaining on the same room row.
- Drop the reservation on the new date position.
- Review the updated stay dates shown in the confirmation.
- Confirm the change to apply the new dates.
The animation below shows a reservation shifted to different dates in the same room and the confirmation shown before the date change is applied.
Review accommodation and rate changes after a move
Moving a reservation to another accommodation type can affect the rate that applies to the stay. The New Calendar separates this into two decisions so you can first confirm the accommodation change and then decide whether the reservation should keep its existing rate or use the rate for the new accommodation.
- If the move changes the accommodation type, review the Room type change confirmation. Check the current and destination accommodation types, then select Confirm to continue.
The Room type change confirmation shows the current accommodation type and the destination accommodation type before you continue with the move.
- If the destination has a different applicable rate, review the Apply rate change? confirmation. It shows the old total, the new total, and the new rate plan when applicable.
- Choose how to handle the rate difference:
| Option | What happens |
|---|---|
| Keep old rate | Complete the accommodation move while keeping the reservation's existing rate. |
| Apply new rate | Complete the move and apply the new rate shown for the destination accommodation. |
The Apply rate change? confirmation lets you compare the old and new totals before choosing whether to keep the existing rate or apply the new rate.
Moving from the Classic Calendar? In the Classic Calendar, keeping the existing reservation rate during this type of move is described as Override. In the New Calendar, use Keep old rate for the same outcome. See Manage reservations on the Classic Calendar for the Classic Calendar workflow during the transition period.
The animation below shows the complete sequence: dragging the reservation to another accommodation type, confirming the room type change, and then choosing whether to keep the old rate or apply the new rate.
Move a reservation from the Reservation Panel
You can also start a room move from the selected reservation instead of dragging it directly on the grid.
- Select the reservation on the Calendar to open the Reservation Panel.
- Open the reservation actions and select Move.
- Review the available accommodation options.
- Select the intended destination and complete any additional steps shown for the move.
The assignment experience can also support changing the reservation's rate plan when applicable. Available rooms can include operational information such as housekeeping status to help you choose an appropriate accommodation.
Tip: Use housekeeping status in the Assignment panel to help find an appropriate destination room. To review or update a room's housekeeping condition and room status, see Managing Housekeeping and Room Status from the New Calendar.
The animation below shows a reservation opened from the Calendar, the Move action selected from the Reservation Panel, and the available room and room-status options reviewed before continuing the move.
Assign unassigned reservations
Use the Unassigned Reservations panel when a reservation has not yet been assigned to a specific room.
You can open the panel in either of these ways:
- Select the yellow Unassigned badge in a date header to open the unassigned reservations for that date.
- Select the Unassigned Reservations icon near the Calendar date controls to open the panel directly.
The image below highlights both ways to open the Unassigned Reservations panel.
Once open, the panel groups unassigned reservations by accommodation type and works with the Calendar grid to help identify matching accommodations for the selected reservation or reservations.
- Open the Unassigned Reservations panel using the yellow Unassigned badge or the Unassigned Reservations icon.
- Find the reservation or reservations you need to assign.
- Select the reservation or reservations to work with.
- Review the matching accommodations highlighted on the Calendar.
- Complete the assignment using the available assignment option.
The animation below shows reservations selected in the Unassigned Reservations panel and the Calendar grid highlighting matching room options to support the assignment workflow.
The assignment options available to a user depend on their existing Cloudbeds role privileges.
Split an in-house reservation with Quick edit
Use Quick edit (split) when you need to manually define multiple accommodation segments and dates for an in-house reservation.
This is different from moving a checked-in guest with drag-and-drop. If the guest has already completed one or more nights and you move them to another room, the Calendar can automatically keep the completed portion in the original room and move the remaining stay to the destination accommodation.
With Quick edit (split), you define the split yourself by adding another segment and choosing the dates and accommodation that apply to each portion of the stay.
Open Quick edit (split)
- Locate and select the in-house reservation on the Calendar.
- In the Reservation Panel, open the three-dot actions menu.
- Under the reservation actions, select Quick edit (split).
The image below shows the in-house reservation selected on the Calendar and where to find Quick edit (split) in the Reservation Panel.
Configure and save the split
- In the Quick Edit window, select Add split.
- Review the dates currently assigned to the first accommodation segment.
- Select the dates that should apply to the additional split so each portion of the stay remains consecutive.
- For each split, choose the applicable Accommodation Type, Quantity, and Accommodation Name when available.
- Review the updated total and accommodation arrangement, then select Save Updates.
The image below shows the Quick Edit window after an additional split has been added. Review the selected dates and accommodation fields for each segment before saving the updated reservation.
Role privileges and available actions
The New Calendar uses existing Cloudbeds role privileges to determine which reservation move and assignment actions are available to each user.
If an expected move, auto-assign, or related reservation action is unavailable, review the user's assigned privileges in Role privileges.
Move and assignment FAQ
Select a question to expand its answer, or use Expand all to review all move and assignment guidance at once. Select Collapse all to close all answers again.
What is the difference between moving a reservation to another room and moving it to different dates?
Move the reservation vertically to another room when the stay dates should remain the same. If you move it to another room within the same room type and the dates do not change, the reservation can be placed directly in the new room.
Move the reservation horizontally along the same room row when you need to shift the reservation to different dates. Date changes require you to review the updated stay dates before applying the change.
Why did moving a checked-in guest create a split reservation?
If the guest has already completed one or more nights in the original room, those completed nights remain with that accommodation. When you move the checked-in guest to another room, the remaining nights move to the destination room, so the stay is shown across both accommodations.
If the guest checked in today and has no completed prior nights, the checked-in reservation moves to the destination room without leaving a completed accommodation segment behind.
Why am I being asked to review a rate change when I move a reservation?
Moving a reservation to another accommodation type can change the rate that applies to the stay. After you confirm the accommodation change, Cloudbeds can display an Apply rate change? confirmation showing the old total, new total, and new rate plan when applicable.
Select Keep old rate to move the reservation while preserving its existing rate, or select Apply new rate to use the rate shown for the destination accommodation. If you are familiar with the Classic Calendar, Keep old rate is the New Calendar equivalent of the Override option described in Manage reservations on the Classic Calendar.
Should I use drag-and-drop or the assignment workflow?
Use drag-and-drop when you can identify the intended room or date directly on the Calendar grid. Use the assignment workflow when you need to review available accommodations or additional assignment information before choosing the destination.
Where can I find reservations that do not have a room assigned?
Open the Unassigned Reservations panel by selecting the yellow Unassigned badge in the relevant date header or by selecting the Unassigned Reservations icon near the Calendar date controls.
The panel groups unassigned reservations by accommodation type and works with the Calendar grid to help identify matching accommodations.
Related articles
Use these resources for the broader New Calendar workflow and reservation actions that do not involve moving or assigning a room:
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