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Groups & Conferences - Topics
Group Overview Make Preassign Group Reservations

Group Reservation Software for Hotels

  1. Select a group master.
  2. Assign or add a group leader.
  3. Make note of any travel agent information.
  4. Confirm or update dates and nights.
  5. Select the room type(s) from available rooms.
  6. Calculate rates.
  7. Reserve the room types.
  8. Save and determine which information is copied from the group master to the reservations (group members).
  9. Select where to go next.

Select Inventory from the Reservations | Group Reservations submenu.
 

Find Group

A group reservation can only be made when a group master exists. If necessary, add a group master.  Otherwise, select a group from the Find Group screen.

Designate Leader

Either select an existing leader or add a create a group leader.

Select Existing Leader

When a leader exists on the selected group master, the Group Leaders screen displays and requires selection.  A group reservation must have a group leader.

Add Leader

When the selected group master does not have an existing leader, the Group "name" screen displays.  Entry of the group leader name and selection of the a pay code to be assigned to the reservation are required.

Add Group Leader
Enter the name (up to 23 alpha-numeric characters) of the group leader.
Pay Code
Select the pay code to be assigned to the reservation.

New Group Res

Once the leader is designated, the Group Reservations Inventory form displays and allows for selection of travel agents, arrival and departure dates, room types, rates, and number of reservations per room type.

Agent

Select a travel agent when appropriate.

Arrival, Departure, and Nights

The system refers to the Arrival, Departure, and Nights fields on the selected group leader by default.  When not set, the system defaults the Arrival to the current system date and Nights to "1".

Select Room Types

Click to open the Select Room Types form.  This works like the Availability screen for non-group reservations.

Enter the number of rooms desired for each room type in the group.  Availability of each room type is updated after each entry.  Click Continue when complete.  For information on the grid, colors, and layout, see Availability.

Clear Room Types

Once room types have been selected, click the Clear Room Types button to remove all selected room types from the reservation.  Click the Select Room Types to start over.

Calculate All Rates

Click to determine all rates for all select room types.  The time needed for this calculation varies based on the quantity of each room type selected. When adjustments are made to the Daily Rate Override, Total Rate Override, Security Deposit, or people categories after rates are calculated, click Calculate All Rates again to update based on the changes.

 

Daily Rate Override

Click into the Daily Rate Override column of any one room type to update the daily rate for only the selected room type.  The totals are not updated for the new daily rate until Calculate All Rates is clicked again.  This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates only room types affected by the changes.

This sample shows that the daily rate for the PH and 3B room types has been overridden. 

Total Rate Override

Click into the Total Rate Override column of any one room type to update the daily rate for only the selected room type.  Daily rates are set to zero and the number of nights is no longer a factor when the Total Rate is overridden.  The totals are not updated until Calculate All Rates is clicked again.  This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates only room types affected by the changes.

Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.  The sample below shows that all 18 of the 1B rooms in this group reservation will be charged $1,000 for the entirety of the stay.  Notice that the security deposits that was manually entered is not updated even when the daily rate is updated.

Security Deposit

Click into the Security Deposit column of any one room type to update the deposit amount for only the selected room type only.  The totals are not updated until Calculate All Rates is clicked again.  This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates only room types affected by the changes.

This sample shows that the deposit amount for the PH room type has been overridden.  Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.

People Categories

Click into any of the configured people categories for any one room type to update the number of people/pets in the room for the selected room type only.  The totals are not updated until Calculate All Rates is clicked again.  This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates only room types affected by the changes. 

Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.

Override All Rates

Click the Override All Rates button to access the Override Group Reservations Rates screen.  Select either daily or total rates and enter a dollar amount.  Click Save to clear any rate information in the rate section of the group reservation screen, and click Calculate All Rates to update the totals.


This sample shows that the daily rates for all room types has been overridden.  Notice that since the Security Deposit was overridden in a prior step, the deposit column still displays the $175 amount as an overridden amount for the PH room type.  Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.

Reserve All

Once all rates are calculated, click the Reserve All button to make the reservations for each of the room types. 
A status of the process is displayed near the bottom of the screen.


When all the member reservations have been processed, the Group Reservation Information screen displays and allows for entry of details for all group member reservations.

The tabs on the right are the same as the New Reservation tabs.  Any entries to the Group Notes tab, Comments tab, or changes to the contact information can optionally be saved to each member reservation or not.  Changes made on this screen do not update the group master.  For example, the street address for the marketing department of IBM might be 1000 Big Blue Park, but perhaps the sales department is located on 2400 Park Avenue.  In this case, a group reservation for the marketing depart would be reserved separately from the sales department to allow for the different contact information, possibly different rates or dates, etc.

Save

When "Save & Close" is clicked, the system prompts with the option to copy data from the group master to each group reservation such as the contact information.  When groups wish all correspondence from the property to be directed to the group address, check the Address/Phone box.  Otherwise, the contact information for each group member reservation should be updated as the individual group members check in. 

Click All to check all the boxes or None to clear all checks and copy none of the fields to the member reservations.

Continue With

Once the reservations are booked, the system allows for selection of where to go next.  Select from view the group just booked, make a new inventory or preassign group reservation, or exit group reservations and return to the previously viewed screen.


This sample screen shows the group reservations in the grid when "View Created Reservations" is clicked.  Additional filters for "Show Detail" (tabs on the reservation), "Hide Cancelled", and "Show Entire Group" are available from the grid.


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