Extend a Reservation that is part of a Group (Desktop)
Once picked up, a reservation is attached to the group reservation in terms of dates and allocation. If a reservation needs to be extended, there are 2 questions to ask:
- are there enough allocations for the days that are needed?
- am I extending the reservation beyond the group dates?
Option 1: The dates of the group are extended enough, you just need to add allocations
If you have authorize Visual Matrix to alter group block allocation as needed, then you can just extend the individual reservation. If there are not enough allocations, those will be added automatically.
If you have not authorize VM to alter group allocation, you need to add the missing allocations to the group and then extend the group:
1. Open the reservation.
2. Scroll down to "Room Allocations".
3. Add as many allocations for the needed dates and room types. If there are other room types that are not needed, enter 0 in the number of allocation for those. A number has to be entered. DO NOT DELETE THE ROOM TYPE.
4. Go back to the individual reservation and extend the dates.
Option 2: The dates of the group are not extended enough
Because a reservation cannot be extended beyond the stay dates of its group, if a reservation needs to be extended outside of its group dates, then either the group has to be extended, or another individual reservation will have to be created for the remaining days of the guest stay.
The extension of the group cannot be automatic.
In the example below, the group dates are from 09/22/22 to 09/24/22. The reservation was originally picked up only for one night from 09/22/22 to 09/24/22.
This reservation can only be extended for one more night. Adding one more night will be accepted:
However, trying to extend a third night will create an error. More will go beyond the group date and will not be accepted.
In this case, the group dates need to be extended as needed and allocation needs to be added as well as explain in Option 1 above:
1. Open the reservation.
2. Extend the arrival and/or departure date as needed. If you have the "Alter group block allocation" parameter enabled, you can go back to the individual reservation and extend it. Otherwise, continue.
3. Scroll down to "Room Allocations".
4. Add as many allocations for the needed dates and room types. If there are other room types that are not needed, enter 0 in the number of allocation for those. A number has to be entered. DO NOT DELETE THE ROOM TYPE.
5. Go back to the individual reservation and extend the dates.
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