Group Reservation
Print a Group ProForma Invoice (Cloud)
A ProForma Invoice for a group provides a detailed estimate of the group’s projected charges—room nights, taxes, and other billable items—without making permanent postings. It’s a useful tool for financial previews, group confirmations, or agency ...
Move Group Stay Dates (Cloud)
When a group must shift their entire stay to new dates (not merely extend or trim existing dates), use the Move button so that all picked-up reservations in the group are rescheduled together. This method helps maintain inventory integrity and ...
Add an Activity to a Group Reservation (Cloud)
In Visual Matrix, Activities represent hotel services that can be scheduled, tracked, and charged — such as golf rounds, bike rentals, pool access, or shuttle transfers. Once Activities are configured in the system, you can attach them to a Group ...
Understanding the Group Estimated Balance (Cloud)
The Group Estimated Balance provides a financial snapshot of a group reservation — showing the projected balance based on room revenue, taxes, and payments or deposits applied to the group. Understanding how this value is calculated helps ensure ...
Group Guarantee Types Explained (Cloud)
In a group reservation, the Guarantee Type determines how nightly room charges, taxes, and incidental charges are posted—either to the group master folio or to individual guest folios. Choosing the right Guarantee Type is essential to avoid duplicate ...
View Group Modification (Mod) Log (Cloud) 🎥
? Watch Video The Group Modification Log provides an audit trail for changes made to a group reservation—who made the change, when, and what old/new values were involved. Use it to track edits, resolve discrepancies, and maintain accountability ...
Add and Remove a Group Event (Cloud) 🎥
? Watch Video Use the Group Event feature to schedule activities (meetings, receptions, check-in events, etc.) tied to a group block, and have them appear on the Dashboard Events Calendar for visibility across staff. You can add new events or remove ...
Send or Print a Group Confirmation Letter (Cloud) 🎥
? Watch Video A group confirmation letter can be emailed to the group contact or printed, depending on the Confirmation Delivery setting. The letter summarizes the allocated rooms for the block (not only picked-up rooms). If you need confirmations ...
Cancel a Group Block (Cloud) 🎥
? Watch Video When you cancel a group block, VM prompts you to review any picked-up reservations and choose which to cancel. If a reservation has a deposit, you’ll be asked to refund or forfeit as part of the flow. Cancellations are final. Path: ...
Create and Search Group Hot List Tasks (Cloud) 🎥
? Watch Video A Group Hot List helps front desk teams track critical group deadlines—like advance deposit due dates and rooming list deadlines—so nothing slips through the cracks. Use the Hot List to create a dated task tied to a specific Group ID, ...
Create a New Group Block (Cloud) 🎥
? Watch Video When you need to reserve blocks of rooms for a group event—like a wedding, meeting, or tour—use a Group Block in Visual Matrix Cloud. Creating a group block lets you define the group’s details, guarantee terms, deposit, room ...