Sync Group Dates and Allocations with Best Western Member Web (BW)
When you change a group’s arrival or departure dates, or adjust room allocations, those changes must sync properly with the BW Member Web interface. If done improperly, your online block may show incorrect availability, missing rooms, or outdated dates. This article walks you through how to extend, shorten, move, or cancel group dates, and how to update allocations so Member Web reflects the changes accurately. Use these steps carefully to maintain alignment between Visual Matrix and Member Web.
Extending Stay (Adding Dates)
To extend the group’s dates (add days):
- Adjust the Arrival and/or Departure dates to the new range in the Stay Details area.
- In the Room Allocation (bottom section), add room allocations for the newly added nights and assign appropriate rates.
Ensure the drop type/drop date has not passed; if it has, the system will display a warning prompt and prevent adding allocations.
If the drop date is expired, adjust drop settings or contract terms before adding new dates.
Shortening Stay (Removing Dates)
To shorten the group’s stay (remove days):
- Set room allocations to 0 for any dates you plan to delete in the Room Allocation section.
- Click Save Allocations so the updated allocations sync to Member Web.
- Update the group’s Arrival/Departure dates in Stay Details to reflect the new range.
Always update allocations first, then dates. Doing it in the reverse order may cause synchronization errors or residual allocations.
Early Check-Out
When a group checks out early:
- For the dates beyond the early departure, drop any unpicked and undropped allocations — either by adjusting the drop date or reducing allocated rooms and saving.
- For All Charges guarantee: process early checkout using Cashiering → Group Account on the group folio.
- For Room & Tax guarantee: similarly, process from the group folio, provided no incidentals exist on individual rooms.
- For None guarantee: check out each guest individually as early checkouts, then check out the Group Master.
If Member Web still shows rooms held after early checkout, contact BW support with the group ID to drop allocations on their side.
Moving the Entire Group Dates
To move a group to new dates (change the entire period):
- Click the Move button in the group record.
- Enter the new Arrival/Departure dates and click Move.
Do not change arrival and departure manually, one at a time — doing so may break linkages to allocations and reservations, causing Member Web misalignment:
- Existing allocations may drop in Visual Matrix but not sync correctly to Member Web.
- Picked-up reservations will not move and will stay attached to the old group dates, creating inconsistency.
- If the group was enabled for online booking, the BW URL may break — a new web block may need to be created.
Cancelling a Group
To cancel a group block:
- In Room Allocations, set allocations for all room types and dates to 0.
- Process the Group Cancellation, which will also cancel any picked-up reservations.
If reservations have already checked in or are in progress, special handling may be required for guest folios.
Updating Room Allocations Only
To adjust room allocations without changing dates:
- Modify the number of rooms allocated per room type and per date in the Room Allocations section.
- If a room type is no longer needed, don’t delete the row — set its allocation to 0 and save.
Deleting a row may drop allocations locally but won’t notify Member Web, causing discrepancies.
If allocations change frequently, maintain careful tracking to avoid inventory mismatches.
Still Need Help With This Topic?
Ask Yourself:
- Did I change allocations before adjusting dates (when removing days)?
- Did I use the Move button for full period changes (vs manually changing dates)?
- For early checkout, did I drop allocations for unused days?
- Did I save allocations so Member Web is updated?
- Are there reserved nights for which the drop date has passed?
- After changes, verify in Member Web whether the block reflects correctly.
Support May Ask You:
- What is the group ID/number?
- What dates were added, removed, or moved?
- Did you receive any warning or pop-up indicating drop dates had passed?
- What is the guarantee type (All Charges / Room & Tax / None)?
- Are there any picked-up reservations affecting the change?
- A screenshot of the Room Allocations section before & after the change.