Create and Search Group Hot List Tasks (Cloud) đŸŽ„

Create and Search Group Hot List Tasks (Cloud) đŸŽ„

đŸŽ„ Watch Video

A Group Hot List helps front desk teams track critical group deadlines—like advance deposit due dates and rooming list deadlines—so nothing slips through the cracks. Use the Hot List to create a dated task tied to a specific Group ID, then follow up from one place as milestones approach.
Path: Front Office > Group > Hot List.

Create a Hot List Task

1. Click Add to create a new Hot List task.



2. Select Lookup, search for the Group ID (group confirmation number), and select the correct group to attach the task.


After you select the group, these fields auto-populate from the group record: Group Name, Date the task was entered, and Clerk (the user who entered the task).



3. Choose the Due Date for the task.



4. Enter a brief Description of the action to take.



5. Click Save to add the task to the Hot List.


6. The task now appears in the Hot List grid. When it’s complete, change Status from Pending to Filled, then click the Save icon (floppy disk) at the end of the row.


7. When the task is complete, update the Status from Pending to Filled.



Search Hot List Tasks

To find an existing Hot List task, set your search criteria—Group Name, Start Date, End Date, and Status (Pending, Filled, or All)—then click Search.


Idea
In the Status filter, choose All to include both Pending and Filled tasks in the results.

Still Need Help With This Topic?

Ask Yourself:
- Did I attach the task to the correct Group ID (confirmation number)?
- Did I set the correct due date?
- Did I add a clear description so staff know what to do?
- Can I see the task in the Hot List grid after saving?
- Is this task truly for a group (and not an individual reservation)?

Support May Ask You:
- What Group ID did you attach the task to?
- What due date and description did you enter?
- Did you receive any errors when saving?
- Can you provide a screenshot of the Hot List grid showing the new task?

Create a New Group Block (Cloud) đŸŽ„
Search a Group Reservation (Cloud) đŸŽ„

    • Related Articles

    • Post Group Advance Deposit (Cloud) đŸŽ„

      ? Watch Video A Group Advance Deposit is a prepayment collected from a group before arrival and applied directly to the Group Master Folio. It secures the group’s reservation and ensures all payments are tracked centrally for accounting and ...

    • Print Group Rooming List (Cloud) đŸŽ„

      ? Watch Video The Group Rooming List provides a comprehensive overview of a group’s room assignments, guest names, confirmation numbers, and comments. From this screen, you can print a tidy, formatted version of that list to share with staff, ...

    • Update Group Rooming List (Cloud) đŸŽ„

      ? Watch Video The Group Rooming List is a central workspace where you can update guest reservation details—including guest names, room assignments, “Do Not Move” status, and reservation comments—without needing to open each reservation individually. ...

    • Refund Group Advance Deposit (Cloud) đŸŽ„

      ? Watch Video A Group Advance Deposit may need to be refunded in cases such as group cancellation, overpayment, or contract adjustment. This article walks you through the process of refunding a group advance deposit from the Group Master Folio. ...

    • Create New Group Block (Cloud) đŸŽ„

      ? Watch Video When you need to reserve blocks of rooms for a group event—like a wedding, meeting, or tour—use a Group Block in Visual Matrix Cloud. Creating a group block lets you define the group’s details, guarantee terms, deposit, room ...