Understand New Calendar icons, badges, and visual indicators

Gabriela Garcia

Updated September 16, 2026 18:37

Purpose	Understand the reservation states, icons, indicators, badges, and other visual cues shown in the New Cloudbeds Calendar.
Best for	Front Desk, Manager/GM, and Admin users who need to identify Calendar visual cues or understand what they represent.
Use this when	You see an unfamiliar Calendar state, icon, indicator, or badge, or you want to understand visual behavior such as linked-block hover information or search highlighting.
Requirements	Use Calendar Settings > Appearance > Legend when you want to compare the current in-product visual reference with what appears on your Calendar.
Expected result	You can identify the visual cue, understand the information it represents, and know which related workflow to use when further action is needed.

Introduction

The New Cloudbeds Calendar uses reservation states, icons, indicators, and badges to show operational information directly on the Calendar grid. These visual cues help you identify reservation context, outstanding tasks, availability information, and related activity without opening every record.

The built-in Legend in Calendar Settings is the in-product reference for the current visual terminology. This article explains what those Legend items represent and also covers visual behavior that is not listed as a Legend item, such as reservation source icons, linked-block hover information, and search or filter highlighting.

Who this affects and how
Find the Calendar Legend
Reservation and block states
Icons
Indicators
Badges
Other Calendar visual behavior

Who this affects and how

The same Calendar visual cues can support different operational decisions. Use this table to identify the references most relevant to your role.

Role	What to know
Front Desk	Use Calendar icons and indicators to identify reservation context quickly, including notes, balance due, split-room stays, room locks, and unassigned reservations. See Icons and Indicators.
Manager/GM	Use badges and group-related visuals to monitor occupancy, availability, allotments, and group activity from the Calendar. See Badges and Other Calendar visual behavior.
Admin	Use the Calendar Legend as the reference for current visual terminology, and use Calendar Settings to control supported per-user display preferences. See Find the Calendar Legend.

Find the Calendar Legend

The built-in Legend is available from the Appearance tab in Calendar Settings. It groups the current visual references into reservation and block states, icons, indicators, and badges.

Open the Main Menu
Select Calendar (New).
Open Calendar Settings.
Select Appearance.
Review the Legend.

Calendar Settings are saved per user. Another staff member can therefore have a different Calendar display even though the underlying reservation and property data are the same. For the complete settings workflow, see How to Customize Your Personal Calendar Settings.

The image below shows the Appearance tab and the built-in Legend alongside the Calendar grid.

Reservation and block states

Reservation and block states help distinguish the type or current status of an item shown on the Calendar. Use the Legend when you need to compare the visual treatment on the grid with the current state name.

State	What it represents
In House	A reservation whose guest is currently checked in.
Checked Out	A reservation whose guest has been checked out.
Confirmed	A reservation in Confirmed status.
Not Confirmed	A reservation shown in the Not Confirmed state.
Link Block	A linked block shown on the Calendar. In the New Calendar, the linked block reason appears on hover instead of being printed directly on the grid.
Courtesy Hold	A temporary courtesy hold placed on an accommodation or date range.
Out of Service	An accommodation marked unavailable for an operational reason.
Blocked Dates	A date range blocked on the Calendar.
Selection	The Calendar area currently selected for an available action.

Icons

Icons identify important reservation relationships or controls without requiring additional text on every reservation block.

Icon	What it means
Split Room Accommodation	Indicates that a reservation is divided across more than one accommodation during the stay. For example, when a checked-in guest has already completed nights in one room and is moved to another room for the remaining nights, the Calendar keeps the completed portion in the original room and moves the remaining stay to the destination accommodation. For the move and split workflows, see Move and assign reservations on the New Calendar.
Group	Identifies a reservation associated with a group or allotment block. Group-related reservations can also be reviewed from the Groups and events panel, where group and allotment details are available.
Multi-Room Reservation	Identifies a reservation that includes multiple rooms.
Room Lock	Indicates that the reservation is locked to its assigned accommodation.

The Legend shows the icons used to identify split accommodations, group reservations, multi-room reservations, and room locks.

Indicators

Indicators show reservation-level information that may need attention or provide useful context before you open the reservation.

Indicator	What it means
Notes	Indicates that the reservation has one or more notes. Open the reservation when you need to review the note details.
Balance Due	Indicates that the reservation has an outstanding balance. Hover over or open the reservation to review the balance information available from the Calendar.
Repeat guest	Indicates that the guest is recognized as a repeat guest.
Guest Pre Check-in	Shows Cloudbeds Guest Experience pre-check-in activity on the reservation. The Calendar uses yellow and green check indicators to distinguish pre-check-in progress.

The Legend shows the reservation-level indicators for notes, balance due, repeat guests, and Guest Pre Check-in activity.

Badges

Badges provide date- or accommodation-level operational information directly in the Calendar header or grid. Some of these statistics can be shown or hidden from your personal Calendar Settings.

Badge	What it means
Availability	Shows the available-unit count for the accommodation type and date.
Unassigned	Shows reservations for the date that still need a room assignment. Select the yellow Unassigned badge in the date header to open the Unassigned Reservations panel for that date.
Occupancy	Shows the occupancy percentage for the date when that statistic is enabled in Calendar Settings.
Room rates	Shows the room rate displayed for the accommodation type and date when Room rates are enabled in Calendar Settings.
Allotments	Shows group allotment information for the date. Use the Groups and events panel when you need the related group or allotment details.

The Legend also shows the badges used for availability, unassigned reservations, occupancy, room rates, and allotments.

Other Calendar visual behavior

Some visual behavior in the New Calendar is not represented by a Legend item. Expand the sections below when you need to understand source icons, linked-block information, or how search and filters affect the grid.

Reservation source icons

The New Calendar can show reservation source icons alongside reservation names on the grid.

To control whether these indicators appear in your personal Calendar view, open the Main Menu , select Calendar (New), open Calendar Settings, select Display, and use Source icons.

Linked block reasons appear on hover

In the New Calendar, the reason for a linked block appears when you hover over the block instead of being printed directly on the Calendar grid. This is expected New Calendar behavior.

When search or filters are active, matching reservations remain visually prominent while non-matching reservations are de-emphasized. This helps you identify matching reservations without removing the surrounding Calendar context.

Now that you can identify the main visual cues in the New Calendar, review these resources for broader Calendar navigation and reservation-management context: