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How do I make a group booking with many rooms?

Updated

On this page
  1. Short answer
  2. Steps
  3. Check the result
  4. Common problems
  5. Detailed pages

Short answer

Open Reservations > Group folio, enter the Group Name and dates, click Create Group, then add rooms with Room and click Reservation (or Check-In).

Steps

  1. Open the group entry under Reservations in the side menu, or the arrow beside New Folio in the top bar (default name Group Folio). If it is missing, turn on Group in Feature Setting and reload.
  2. Type Group Name, set Check-In / Check-Out Date & Time, Rate Type, and the Sales & Channel if any. Use Group Info for contact and company.
  3. Click Create Group. Message: Group created successfully.
  4. Click Room, pick building/floor/room type and dates, click Search, tick rooms or type # Of Reservation per room type.
  5. Click Reservation to create the members (Check-In when the Check-In tab is active).
  6. Optional: click Block Room (simplified screen: MORE > Block rooms for this group) to hold rooms of a type without naming them; tick Release unsold rooms automatically and choose the rule. The night audit then gives the unsold rooms back on the rule's day; without the tick they stay held until you click Release Available Room.
  7. Add group payments and charges in Payments and Charges. A payment opens Group Payment Allocation: choose None, Balance, Proportionate (shares by what each room still owes), Equal or Manual, then OK.
  8. Discounts and Stay Private are set per member: open the member folio. The group summary only shows the total of the members' discounts.

Check the result

Reservation member(s) created successfully. Members appear under Reservation(n). Open a member to edit its folio.

Common problems

  • Member stay should not be exceed to group stay. Keep member dates inside the group dates.
  • Number of Reservation should not be more than available Room.
  • Please enter Group Name.
  • Delete is refused while members exist: You can not delete this group. Reason: Group member(s) exists.
  • To cancel one member, use Cancel this reservation on the member in Search Group (classic and simplified); Cancel group cancels every member.
  • The bin / circle of Member & Rate Info acted on fewer members than you ticked: they take only the ticked members of the status tab on screen.
  • Messages: Reservation messages (files 07a-07k).

Detailed pages

Group reservation, Group block rooms, Search Group.