Guests
Guest information on Planniac comes directly from Cloudbeds through an API connection. All of the reservations you have received, including records from the past 1 year, will be automatically in sync. Every current and future reservation from will appear.
When you first visit the GUESTS tab, you’ll see blank fields on the page. You won’t be able to do anything until you select a reservation from the dropdown list.
Select the reservation you would like to view. Once you do that, you’ll see the information that has been retrieved from Cloudbeds.
Cloudbeds-synchronized information
Planniac syncs continuously with Cloudbeds and retrieves guest information.
You will not be able to change any of the reservation information that comes from Cloudbeds. But you're able to add more, such as:
The number of beds (useful to indicate an extra bed, rollaway or futon is needed)
Arrival Time. If a guest has indicated an arrival time on Cloudbeds, it will appear on Planniac for reference.
Tick box to allow or disallow room charges (this does not actually block those charges from Cloudbeds, it is simply an indicator that will caution the user in certain areas of Planniac).
A tick box to limit room charges. Again, this tick box does not prevent room charges from being posted but it does provide a caution to the user.
Charge limit. You can set this so that users are notified when a guest is spending more than you have authorized.
Handy tools submenu
Just above the guest reservation field, you'll see some quick action tabs relating to the reservation.
The Registration Form will open a customizable form that you can have guests sign at check-in.
Using the Open on PMS link from within a guest record on the Guests screen, you can jump immediately to the guest's reservation on Cloudbeds. This is useful if you need to change some guest information that is not editable on Planniac, for example the guest's address, primary phone number, or room allocation. Those are things that cannot be edited on Planniac.
Missing Reservation is rarely needed, but it's a way to retrieve a record in the rare event that it is not posted to Planniac by Cloudbeds. Just click that tab, copy the Cloudbeds reservation ID, paste it in the field that appears, and hit search. It'll show up if it's a valid Cloudbeds reservation.
Update is useful if a guest record that you just modified in Cloudbeds needs a quick refresh on Planniac.
Show Cancelled allows you to view cancelled reservations in Planniac. They'll show up in red.
What happens if I try "Missing Reservation" or "Update" and the reservation still isn't showing?
This is rare, but if you have multiple reservations on Cloudbeds that are not showing up on Planniac, there could be a connection problem. In that case you would need to take these steps:
Log out of Cloudbeds
On Planniac, go to Admin Settings > PMS Connection and click on Re-Connect Cloudbeds
Log in to Cloudbeds as prompted. You have to be a Cloudbeds Admin user If you are already logged in, it may not require a new login.
Verify that you want to reestablish the connection
Go back to the Guests screen and using the Reservations dropdown list, verify that the missing reservations have now been imported.
Guest Names
This tab can be used to add names of all people in the booking party.
If the names are added in Cloudbeds when the guest makes a reservation, they appear here automatically
Any name can be quickly typed in.
Use "Individual Notes" to record birthdays, VIP status, or other special notes for Front Desk to see
Ages are recommended for children only (ages will appear on reports and tour bookings)
The small hand to the right indicates food preferences or allergies. Click on it to add information. When it's red, it means dietary information or allergies have been recorded for that guest
Group Info
Planniac keeps multiple-room reservations organized. You can even add a reservation created separately to a group.
A group can be given a nickname to make it easy to organize their activities.
In this case, 2 rooms were booked on Cloudbeds under one reservation. They are automatically linked and you can switch between the rooms on the group just by clicking on another name.
If you want to add another reservation to the group, use that blue plus "+" to do it. That will bring up the reservations that have dates in common with the reservation you already have open, and you can select one of them to add to the list.
 | 
|
Meal Plans
On this tab, you'll see the meal plan assigned to the guest. If you know the guest has purchased a different meal plan, you can select a different one here.
Link your guest's selected Meal Plans from Cloudbeds
Cloudbeds now offers Meal Plans as an add-on option for your guests. These Meal Plans can be set up under the "Products" section and can be bundled into rate plans or sold as add-ons after a guest has selected a room.
In Planniac, you can easily link your guest's selected Meal Plans from Cloudbeds to their profile. This allows you to keep track of their chosen Meal Plans and include that information in the restaurant report.
Activities list
And, you can see the list of activities that you have scheduled for your guest. These will include activities they are doing, as well as any internal tasks that have been assigned that relate to their reservation.
See the Placeholders button? That's a shortcut for adding activity placeholders when the guest requests something new.
Itinerary
Every guest can be sent an itinerary to engage them with your hotel.
This email field is editable so when a guest checks in if their booking came through an OTA like Booking.com or Expedia, you should ask for a personal email address and change it here.
Otherwise the itinerary email will default to the one collected by Cloudbeds when the reservation was made.
Preview the itinerary to see what the guest will see.
When you're ready, click Send to Guest. That will send a short email to the guest with a link to the itinerary. After that, their itinerary will stay updated even when you make changes to the activities!
The itinerary email template is set up in Admin Settings > Templates.
Planniac Upsell
When activated and set up by your company Admin, Planniac Upsell is an attractive web page where you can offer services and experiences to your guests. You can provide a link to your guests in two different ways:
Copy the link and send it manually via email, WhatsApp or other messaging app.
Send it to the guest with a pre-customized email. (Set up in Admin Settings > Templates).
When the guest opens the link, they will see a page something like this, but of course it will have your own offers and brand colors.
Notes
Cloudbeds Notes
This is a great way to quickly reference details that might have been put in a Cloudbeds note.
Other Notes
This is a place to add notes that are helpful when managing this particular guest or reservation.
