Extend a Reservation Within a Group Block (Cloud)
When a guest’s reservation is part of a group, its dates and room allocation are bound by the group block. If you need to extend that reservation, you must check two things first: whether there are enough room allocations for the extra dates, and whether the reservation would go beyond the group’s dates. This article guides you through both scenarios and explains how to correctly extend a reservation in each case, depending on whether your property allows altering group block allocations.
Group Dates Cover Desired Extension; Allocation Permitted or Added
If your property has enabled Alter Group Block Allocation, you can extend an individual reservation directly, and any missing allocations will be created automatically. If this option is not enabled, you must first add the missing allocations to the group block and then extend the group before adjusting the individual reservation.
1. Search for and open the group reservation that needs extra allocations.
2. In the reservation window, scroll to the Room Allocations section, which lists the dates and room types tied to the group block.
3. Add allocations for the additional dates and room types the guest will need. For any room types not required, enter 0—do not delete the room type. Complete the rate fields for each allocation as needed.
4. Click Save Allocations to apply the changes to the group block.
5. Return to the guest’s individual reservation and update the arrival and/or departure dates to reflect the extension.
If your property has enabled Alter Group Block Allocation, you do not need to manually add allocations to the group. Missing allocations will be created automatically when you extend the individual reservation.
Group Dates Do Not Cover Desired Extension
If you need the guest to stay beyond the group’s existing block dates, the reservation cannot be extended automatically. The extension of the group itself must be done manually—either by extending the group block (if possible) or by creating a separate individual reservation for the additional nights. This new reservation will not be tied to the group block.
When you attempt to extend a guest reservation beyond the group’s end date, the system displays the following message:
This means the departure date must always fall on or before the group block’s departure date. To go further, you must extend the group block or create a new reservation.
1. Search for and open the group reservation that needs additional dates.
2. Update the group’s dates to include the extra night(s).
3. In the Room Allocations section, add allocations for the extended dates and room types. For room types not needed, enter 0—do not delete them. Complete any required rate fields.
4. Click Save Allocations to apply the updated block dates and allocations.
5. Return to the guest’s individual reservation and update the arrival and/or departure dates to reflect the extension.
If the group block cannot be extended due to restrictions, create a new standalone reservation for the additional nights. This reservation will not be tied to the group block.
Still Need Help With This Topic?
Ask Yourself:
- Do I have enough allocations for the dates I want to extend?
- Do the group block’s dates cover those additional nights?
- Is the “Alter Group Block Allocation” parameter enabled for my property?
- Do I have the rights/permissions to adjust allocations or group dates?
Support May Ask You:
- What is the group confirmation number/guest name?
- What are the group block’s current dates and allocations?
- What date range are you trying to extend?
- Are you getting an error when trying to extend beyond group dates? What is it?
- Is the “Alter Group Block Allocation” setting enabled?
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