Move and assign reservations on the New Calendar

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.

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. For example, you can move the reservation to another room within the same room type.

1. Locate the reservation on the Calendar grid.
2. Drag the reservation vertically to the intended room.
3. 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.

The animation below shows a reservation moved to another room within the same room type while keeping the same stay dates.

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.

1. Locate the checked-in reservation on the Calendar.
2. Drag the reservation to the intended destination room.
3. Review the Move checked-in guest confirmation, including the current room and destination room.
4. Select Confirm.
5. 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 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.

The second 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.

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.

1. Locate the reservation on the Calendar grid.
2. Drag the reservation horizontally to the intended new dates while remaining on the same room row.
3. Drop the reservation on the new date position.
4. Review the updated stay dates shown in the confirmation.
5. 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 can sometimes change the accommodation or rate that applies to the stay. When the selected destination results in a rate change, Cloudbeds displays an Apply rate change? confirmation before completing the move.

Review the information shown in the confirmation before applying the move. Depending on the reservation and destination, the confirmation can include the existing total, the new total, the rate plan, and options for how to handle the rate change.

The animation below shows a reservation being dragged to another unit, the valid destination highlighted on the Calendar, and the Apply rate change? confirmation shown before the move is completed.

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.

1. Select the reservation on the Calendar to open the Reservation Panel.
2. Open the reservation actions and select Move.
3. Review the available accommodation options.
4. 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.

The animation below shows the reservation controls used to start a move and continue into the accommodation assignment experience.

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.

1. Open the Unassigned Reservations panel using the yellow Unassigned badge or the Unassigned Reservations icon.
2. Find the reservation or reservations you need to assign.
3. Select the reservation or reservations to work with.
4. Review the matching accommodations highlighted on the Calendar.
5. Complete the assignment using the available assignment option.

The animation below shows the Unassigned Reservations panel, selecting reservations, and using the Calendar grid as part of 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)

1. Locate and select the in-house reservation on the Calendar.
2. In the Reservation Panel, open the three-dot actions menu.
3. 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

4. In the Quick Edit window, select Add split.
5. Review the dates currently assigned to the first accommodation segment.
6. Select the dates that should apply to the additional split so each portion of the stay remains consecutive.
7. For each split, choose the applicable Accommodation Type, Quantity, and Accommodation Name when available.
8. 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

Expand the questions below for common guidance about reservation moves and assignments.

Related articles

Use these resources for the broader New Calendar workflow and reservation actions that do not involve moving or assigning a room:

• Getting Started with the New Cloudbeds Calendar
• Manage reservations from the New Calendar