Event Management

Event Management platforms are essential tools for hospitality businesses aiming to streamline and optimize their group bookings and event planning processes.

These platforms efficiently manage group sales, ensuring that large bookings are coordinated smoothly, maximizing occupancy and revenue.

Cloudbeds Groups is an optional module and properties would require that add-on for the purpose of this integration functionality.

Initial Pull

Use getHotelDetails to retrieve the property and room configuration (Location, policies, descriptions, photos, features...). (*)
Use getRoomTypesor getRooms to retrieve a list of rooms or map them to your rooms. Rooms are nested under room types.
The roomTypeID identifies the room type (e.g. double room) and the roomID points out the specific physical room.

The roomTypeUnits parameter in getRoomTypesshows the total number of units of each accommodation type (regardless of the occupancy status) and can be used to build the total property inventory on your side.

Retrieve ARI from Cloudbeds

You can retrieve availability and rates with getRatePlansto retrieve information on a full date range or getRatePlansor getRate with parameter detailedRates : true to also retrieve information and room availability on individual dates within a range.
roomsAvailable informs of the rooms available. Cloudbeds availability is at room level, so all the rates linked to a particular room type (roomTypeID) will return the same availability in the roomsAvailable parameter.

To retrieve availability, rates and restrictions from myfrontdesk, you can use one of the following endpoints: (*)

You can retrieve ARI information with getRatePlans, including the startDate and endDate.
Using the detailedRates parameter returns daily rates, availability, and restrictions (CTA, CTD, minLOS, maxLOs…)
roomsAvailable informs of the rooms available. Cloudbeds availability is at room level, so all the rates linked to a particular room type (roomTypeID) will return the same availability in the roomsAvailable parameter.
All Cloudbeds properties have a base rate (BAR rate) per room type and, optionally, additional standalone or derived rate plans linked to all or some room types.
The additional rate plans can be identified with some parameters that do not show for the base rates (ratePlanID, ratePlanNamePublic and ratePlanNamePrivate).
Based on the number of adults and children included in the request, roomRate shows the rate for the base occupancy and totalRate includes the supplements for any extra guests.
If no occupancy is passed in the request, roomRate and totalRate will both show the default occupancy rate.
The rateID parameter is unique per room type/rate combination across all Cloudbeds properties. You need to save it and include it on any rate update requests.
When derived : true, the derivedType, derivedValue and baseRate parameters are displayed so you can work out the calculation.
All rate plans are derived from the base rate for the corresponding room.
If you only require information on base rates, you may use getRatewith detailedRates : true instead of getRatePlans. Only the base rate of the roomTypeID included in the request will be returned.

**The rates returned in getRatePlans or getRate will be tax-inclusive or exclusive according to the property setup that can be retrieved via the getTaxesAndFees endpoint and in the currency you can get by calling getHotelDetails.

Retrieve / Create / Update Allotment Blocks

Group Allotment Block is an availability block for specific dates. Within a group, such as a wedding party, a property may choose to create an allotment block(s) to reserve availability at a special or base price, therefore the use of the following endpoints is intended for Group and Events Apps, additionally Cloudbeds properties will require the Cloudbeds Group Module.

Use getAllotmentBlocks to retrieve any group booking allotments and the pickup status against those blocks.(*)
Use CreateAllotmentBlock to create a group booking allotment block with Define or Tentative status and additional optional parameters. (*)
Use updateAllotmentBlock to update a group booking allotment block.(*)

We strongly recommend subscribing to the allotmentBlock/created, allotmentBlock/updated and allotmentBlock/deleted Webhooks

Note: We have introduced returning via getAllotmentBlocks group id and allotmentBlock Id corresponding to Cloudbeds URL as in the below example:

https://hotels.cloudbeds.com/connect/259175#/group_housing/61809/allotments/77958

The new Id's will allow you to construct the URL and will allow navigation from your platform to Cloudbeds corresponding Allotment block.

Retrieve / Create / Update Group Profile

Use getGroups to retrieve existing group profiles under a property groups module.(*)
Use putGroup to add a new group profile to a property groups module. (*)
Include corresponding sourceID returned under getSources.
Use patchGroup to update an existing group profile to a property groups module.

Reservation Creation / Modification / Cancellation

Use postReservation to create a reservation and include allotmentBlockCode parameter to assign Reservation to existing allotment block with Define status under Group Module.
Use putReservation to modify existing reservation details such as stay dates, room types, number of guests, etc.
Use putReservation with the status parameter canceled to cancel a reservation under the Group Module

**Reservation assignments to a group are possible with an allotment block with Define status only, Tentative status does not allow a reservation assignment to a group allotment block.

Reservation Handling

Use getReservations with parameters status or CheckInFrom/CheckInTo and CheckOutFrom/CheckOutTo to get reservations for your specific purpose. e.g. Today's arrivals, Confirmed reservations.
Reservations assigned to an allotmentBlock under the Group Module will include an allotmentBlockCode e.g. "allotmentBlockCode": "b569492"
We strongly recommend subscribing to the reservation status_created and status_changed webhook. This way new reservations that are created or have a status in-house/checked-in will trigger a webhook. See more details about this in the Webhook Guide.
Use getReservation to retrieve additional reservation guest details and changes, associated allotmentBlock will include the allotmentBlockCode in the response to getReservation.

Meeting Room and other “Reservable” Items

Use postReservationDocument to upload a file referring to the entire reservation under the Group Module e.g. contract.
Use postReservationNote to post any messages related to the Event into the reservation under the Group Module. e.g. Meeting Room booked.
Use postCustomItem to post any items to each reservation’s folio.
- specify taxes, both inclusive versus exclusive, according to the customer setup or preference. You can use getTaxesAndFees to check the property tax configuration in myfrontdesk.

**Posting at the Group Folio is currently not supported and items are posted at individual reservation level.

Payments

Items posted via postCustomItem can be sent as pre-paid before the stay or registered to be charged at the Reception Desk:

Include the payment when the item was paid for in advance. If payment is cash parameter itemPaid=true may be used.
- Use getPaymentMethods to see which methods are available
- If the payment method is not enabled or doesn't exist in myfrontdesk account create it using postCustomPaymentMethod.
Leave out the payment when an item is not paid in advance and should be paid for at the Reception Desk.
Use postAdjustment to add a discount to a room rate, item, tax, or fee.

**Transferring Credit Cards or processing payments at a group level are currently not supported.

(*) Mandatory requirements for Events Management functionality certification.