Create a New Group Reservation (Desktop) 🎥

Create a New Group Reservation (Desktop) 🎥

🎥 Watch Video
Path: Front Office > Group > Group.

The top portion (1-3) of the Group screen has fields for group information you will populate when making a group block.
The bottom portion has a Room Allocation window where you will add room type allocations to the group block.



1. Contact and Stay Information

Group ID: Displays the guarantee and confirmation number in the Group ID. Give the number to group contact to confirm a reservation.
Group Name: Reservations in the group will fall under this name.
Event Name: Enter the event name for a group. For example, John’s Wedding.
Contact LName: Enter the last name of a group's primary contact
Contact FName: Enter the first name of a group’s primary contact.
Arrival Date: Enter the date a group will arrive. Type the date into the text field, or select the date from the calendar by clicking on the calendar icon.
Departure Date: Enter the date a group will leave. Type the date into the text field, or select the date from the calendar by clicking on the calendar icon.
Market Segment: Select a group’s relative marketing segment from the drop-down.
Company: Select a group's company from the drop-down menu. Click the search icon to look up a company name.
Referral Method: Select a referral method from the drop-down.
Reason for Stay: Select the reason a group will stay from the drop-down.
Discount Code: Select the code from the drop-down.

2. Guarantee and Allocation Type

Guarantee Type: Select the "guarantee type" from the drop-down, the charges that the guest making the reservation will be responsible for.
Select an IATA number from the drop-down. To look up an agency name, select Look up IATA #.
Add On PKG: Click Multiple to open the Add Multiple Package window. Select the date and the package from the drop-down. Click Add New to add the package(s) you select.
Tax Status: Click "Exempt" to open the Revenue Tax Exemption Window.
Allow FD to Pickup Room: Allow to pick up allocation locally. If the box is checked, the only way to pick up rooms would be online, through the Channel Manager.
Deposit Req/Paid: Enter the required deposit amount, if applicable.
Deposit Due Date: Enter the due date for a group deposit, or select the date by clicking on the calendar icon.
Est. Balance: Displays the remaining balance on the group folio. Includes pick up charges, if applicable.
Allocation Drop Type/Days: Select the drop type from the drop-down.
Arrival: Will drop all remaining allocation that has not been picked up on the day of the group's arrival.
Standard: Enter a specific date next to the type drop-down that will be the drop off day.
Rolling Days: Enter the number of days after the date of the reservation you are making that the room allocations will drop.
Special Requests: Select New to add a special request.
Language: Select the language from the drop-down menu for the confirmation letter.
Custom Letter: Select a custom letter, if available, from the drop-down menu.

3. Payment & Confirmation

Status: Displays the status of the group reservation: New, Hold, Guaranteed, Out, or Cancel.
Payment Info: Select the method of payment from the drop-down.
Address 1/Address 2/City/State/ZIP/Country: Enter the primary contact's locations.
Main Phone Number: Enter the primary contact's phone number
Second Phone: Enter the primary contact's secondary phone number.
Email: Enter the primary contact's email address.
Confirmation Delivery: Select the delivery method from the drop-down to send the confirmation letter.

Comments



Comments: Enter comments for the group reservation.
Internal Comments: Enter comments about the group for only hotel personnel to access.

Room Allocations



Add Allocation: Click to add room allocations for a group prior to saving the reservation, and then enter the allocation information in the pop up dialog box.
Once you save the group block, the Add Allocation button is no longer available and you will need to select an empty row to populate instead.

Once the Group Block is saved you can view, modify, or add additional allocations in the Room Allocations window.
Click on an empty cell/row to select the room type from the drop-down. (Empty row box indicated in screenshot below)
Populate the # Adults, Xtra Adult charge, # RMS, and Rate fields once the room type is selected. 
Click Tab on your keyboard to save changes.




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