Change Group Dates/Allocations to reflect correctly in MW (BW)
Modifying group dates, whether it involves extending, shortening, changing completely, or canceling a group, as well as updating allocations, is crucial to ensure accurate synchronization with Member Web. These modifications must be carried out correctly to avoid any discrepancies.
Updating the arrival or departure date by extending the stay
Adding days, whether they are before or after, is done in two steps:
1. Change the dates
2. Add the needed allocation and update the rate for the added days in the Room Allocation section at the bottom.
If you are adding days after, make sure the allocation drop type/day has not passed.
If you are adding days and allocation and the drop date has passed, a pop-up message will prompt.
Updating the arrival or departure date by shortening the stay
Deleting some days, whether they are before or after, is done in three steps:
1. Put to 0 any allocation that was set up for the days that will be deleted.
2. Save the new Allocations to sync the new allocations with Member Web.
3. Change the dates in Stay Details.
A group is doing an early check-out
If a group is checking out early, make sure you follow those 3 steps:
1. Any non-picked-up and non-dropped allocations for the extra days need to be dropped. Either change the Allocation Drop Date and Save the Group or change the number of rooms allocated and Save the new number of allocations with Save Allocations.
2a. If the Group Guarantee Type is "All Charges", the early checkout can be done directly from the Group folio (Cashiering > Group Account).
2b. If the Group Guarantee Type is "Room and Tax", the early checkout can be done directly from the Group folio (Cashiering > Group Account), as long as there are no incidentals on any individual rooms.
2c. If the Group Guarantee Type is "None", check out each individual reservation as early check out, and then check out the Group Master folio.
Sometimes, an early check-out is not correctly dropped on Member Web's side.
If you feel that the rooms are still held on Member Web, you can contact Member Web support with the Group number and ask them to drop the allocations.
You can also open a ticket and we will confirm with you once all the group early checked-out rooms have been resynced with Member Web.
If you are on the Cloud, we will just confirm when done. If you are on the Desktop, we will need to get connected to your Server.
The group dates are completely changing
In the case the group is fully moving to another period, it is very important NOT to change the arrival date or the departure date individually.
The only way to move a group is to use the Move button:
1. Click on Move
2. Change the date and click Move
If you move the dates by changing the departure date and then the arrival date, you will not move any allocations or already picked up reservations.
- Any existing allocation will drop in Visual Matrix but will not drop in Member Web.
- Any already created reservation will not move in Visual Matrix nor in Member Web and will still be attached to the group although the dates are not the same.
If a group date is changed and the reservation is set up for online booking, the BW URL will broke. A new reservation will have to be made.
The group is canceled
If you need to cancel a group, follow the next steps:
1. Change every room type allocation left to 0.
2. Cancel the group.
If there were reservations already picked up, they will be canceled during the Group cancellation process at the same time.
Updating group allocations
Updating group allocations is very easy.
Go to the Group reservation and change the number of rooms allocated per room type and per day at the bottom of the reservation in the Room Allocations section.
If you decide that you do not need a room type anymore, you cannot delete the line. You have to put the allocations of this room type at 0.
If by any luck, you find a way to delete the line, note that the allocations will drop from Visual Matrix but not from Member Web as no update is sent if you delete a line in the Room Allocations section.
Also, you may encounter an inventory discrepancy in Visual Matrix as this is not a normal way for Visual Matrix to work.
Require assistance with that article?
What is the group id? (there should be a 4 digit number in VM for every group)
What is the status of the group reservation?
Are you getting an error? If so, what is the error?
What are we attempting to do exactly?
Providing responses to the following questions in your ticket could expedite your resolution.
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