Add an Existing Reservation to a Group Block (Cloud)
Sometimes, a guest reservation is created outside of a group block but later needs to be linked to that group—for example, when a guest booked early or separately from the block. VM Cloud allows you to attach existing reservations to a group block directly from Stay Details, ensuring room inventory and reporting stay accurate. Once added, however, the reservation cannot be unlinked; it can only be canceled if necessary.
Path: Front Office > Reservations > Search > Open the reservation.
Verify group allocation dates and room types first to avoid conflicts.
Instructions
1. Add to Group: In the Stay Details section, click "Add" to "Group Name" field.
2. Select the Group: From the list, choose the correct group block to attach the reservation.
A group will only appear if the individual reservation’s stay dates fall completely within the group’s date range. Shorter stays inside the group dates are allowed, but if the reservation overlaps and extends beyond the group’s block dates, the group will not be listed.
3. Confirm: If prompted (for example, when the room type isn’t part of the group allocation), click Yes to continue. If permissions or settings restrict this, the action may be blocked.
If the group allocation doesn’t cover the room type and the option “Allow Reservations to Alter Group Block Allocation” is disabled, the link cannot be made.4. Reservation Linked: The reservation is now tied to the group block.
Once attached, a reservation cannot be removed from the group except by canceling it.
When a group is set with a guarantee type of All Charges or Room and Tax, the reservation will automatically display the group contact’s name. If the group guarantee type is None, the reservation will continue to display the original guest’s name.
Still need help with this topic?
Ask Yourself:
- Did I open the correct reservation in Stay Details?
- Did I confirm the right group block was selected?
- Do I know that the link can’t be undone except by canceling?
- Do I have the correct permissions to override group allocations if needed?
Support May Ask You:
- Which reservation and group are you working with?
- Did you see a prompt or error when adding the reservation?
- Is the “Allow Reservations to Alter Group Block Allocation” setting enabled?
- Are you trying to link a room type that isn’t part of the group’s allocation?
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