Check In Group Reservations — Room & Tax / All Charges (Cloud) 🎥
This article applies to group reservations configured with the guarantee types Room & Tax or All Charges in Visual Matrix Cloud.
In these setups, the group master folio is responsible for paying either just room & tax (for Room & Tax) or all charges (for All Charges) across the group. When checked in, those charges post automatically to the group master rather than individual reservation folios. This article describes two ways to check in group reservations under these guarantee settings:
- Group Master Check-In — quickly check in multiple rooms at once.
- Individual Reservation Check-In — check in particular rooms manually (useful when some rooms don't arrive on the same day).
Path: Front Office > Group > Search > Open the Group
Before you begin, verify whether the Post Rm & Tax at Checkin property setting is enabled.
Check-In via Group Master (bulk check-in)
1. Confirm the group’s Guarantee Type is set to Room & Tax or All Charges.
2. Click Check In from the Tools menu on the right side.
3. Use the checkboxes (or Select All) to mark the rooms you want to check in under the group account.
4. Click OK to continue, then select the method of payment to complete the group check-in.
Rooms not checked in under the group master (or rooms arriving on other dates) must be checked in individually.
Important behavior
If the Post Rm & Tax at Checkin setting (under Management > Property Settings > Parameters) is enabled, and the Group Master was not first checked in, room & tax charges may post to individual folios instead. That can cause duplication if staff manually post them again to the group master.
If the Post Rm & Tax at Checkin setting (under Management > Property Settings > Parameters) is enabled, and the Group Master was not first checked in, room & tax charges may post to individual folios instead. That can cause duplication if staff manually post them again to the group master.
Check-In Reservations Individually
All Charges guarantee type
The reservation’s balance will show as $0.00 because room, tax, and extras will post to the group master. Thus, the Cash method must be used for check-in — credit card cannot be used to authorize $0.
Room & Tax guarantee type
The balance shown will include only incidentals or extras, since room & tax are billed to the group master.
If a credit card incidental amount is defined, the check-in process will request authorization for that incidental amount.
If a guest has both incidental and room & tax guarantee, the incidental portion is authorized at check-in; room & tax charges will not be included in that authorization.
Still Need Help With This Topic?
Ask Yourself:
- Is the group guarantee type correctly set to Room & Tax or All Charges?
- Did you use the group master check-in when appropriate?
- Are there rooms arriving later or needing individual check-in?
- Is the Post Rm & Tax at Checkin flag enabled, and did that affect postings?
- Did the system show $0.00 for a booking because charges are on the group master?
Support May Ask You:
- Which group (name or ID) you’re checking in
- Which rooms were included in the check-in
- Did the check-in show a $0.00 balance or request payment
- Is Post Rm & Tax at Checkin enabled in property settings
- Screenshot of the check-in window or balance display
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