Pickup Group Allocations to Create New Reservation(s) (Desktop) 🎥

Pickup Group Allocations to Create New Reservation(s) (Desktop) 🎥

Path: Front Office > Reservations > Availability (pick up room allocation cannot be done from the Availability Screen in Group)

1. Search for the Group Allocations by date.

2. Click on the allocation field matching the arrival date and room type you want to pick up. Drag to pick up as many dates as required. Release the mouse to create the reservation.

3. Depending on the Group Guarantee Type, the new reservation will slightly differ.

3a- If the Group Guarantee Type is "None" (each room is paying its own bill), the last and first name fields will be empty and will have to be completed before saving.

3b- If the Group Guarantee Type is "Rm&Tax" or "All Charges" (one person will pay the bill from the group master), the last and first name fields will be auto-filled by the group contact name. The name can always be changed before saving.

4. The reservation created is for one room. From the Stay Details, you can choose to pick up more or all the rooms at once and update the names after from the Group Rooming List.

5. The Group Name field displays the Group Name the reservation is linked to.
6. Click the green floppy disk at the top right to save the new reservation(s).

Once picked up, the only information that will update from the group reservation to each individual reservation is the Guarantee Type. If allocations are already picked up and the rates or tax status changes on the group reservation, those information WILL NOT update individual already created reservations but only future reservations. Each reservation will have to be updated individually.

Require assistance with that article?

- What is the group id? (there should be a 4 digit number in VM for every group) 
- What is the status of the group reservation? 
- Are you getting an error? If so, what is the error?
- What are we attempting to do exactly?
Providing responses to the following questions in your ticket could expedite your resolution.

    • Related Articles

    • Show Groups Allocation Pickups (Desktop) 🎥

      ? Watch Video There are 2 locations to see the pickups, both within the group reservation. Path1: Front Office > Group > Search > Open the Group > Show Pickups (at the bottom of the page under the Room Allocation table). Path2: Front Office > Group ...
    • 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 ...
    • Allow Reservations to Alter Group Block Allocation (Desktop)

      Group pickups are done from available allocations. This means that extending a reservation will answer the same rules and if there are not enough allocations available, the extension will be denied. This setting enables the possibility to extend a ...
    • The group is not showing on BW Website or says there is no Availability (BW) (Desktop)

      As a Best Western, you have the ability to create groups in Visual Matrix and let your clients pick up rooms as part of that group directly online. Sometimes, you do not see the group online or states that there is no availability. Is the Booking ...
    • 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 ...