In this article
To create a new Group Reservation
There are two ways to create a group reservation:
- using the New Group Reservation action on the Role Center pages, or
- using the New Group Reservation action on the Group Reservations List page (click the Group Reservations menu in the role center).
Tip: The same methods apply for single reservations.
Group reservations are defined as single reservations where more than one room is reserved. The number of rooms/reservations are determined by filling out No. of Rooms, Adults and Children fields in the Price/Availability section.
To create a new Group Reservation
- From the Role Center, click the New Group Reservation action.
- Fill the relevant fields in the General FastTab (the majority of fields here are the same as on the Hotel Reservation Card), and add rooms in the Price/Availability section.
Note: Fields that are required in order to continue are marked with a red asterisk. - Click the Confirm Group action.
Note: Group reservations exist in draft mode until they are confirmed. While in draft mode, you can create draft reservations by clicking the Create Draft Reservations action.
If Create Draft Reservations is used, a new Reservations section becomes visible.
After confirming the group, all draft reservations are also confirmed.
Every reservation automatically gets the member contact from the group's Guest Name. You can edit or select another member for each reservation via their respective Reservation Cards.
The following tables describe the fields on the New Group Reservation page:
General
| Field | Description |
|---|---|
| Group Name | Specifies the Name of the Group. |
| Guest Name | The name of the guest. This field is linked to the Member Contact table and will automatically fill the related fields, if the guest is already in the system. For example, Stefan Thompson is already in the system, so fields like Email, Country, Guest No., Phone No. and so on, based on already saved information in the Member Contact table, are added automatically. |
| Group Email | The group's email address. |
| Country | The group's nationality. Same nationality will be assigned to each reservation, you can then edit it for each reservation via their respective reservation card. |
| Customer Name | If a company is related to this reservation, this field works the same asGuest Name. If already in the system, contact information based on the information on the customer is automatically filled in. |
| Contact Name | The contact for the customer. |
| Property | Indicates which property this reservation belongs to. |
| Rate Code | Specifies the rate code the group is booking. |
| Reservation Type | Indicates the type of this reservation. |
| Arrival Date | Indicates the date when the group will arrive at the hotel. |
| Departure Date | Indicates the date when the group will depart. |
| Nights | Indicates the number of nights the group will stay at the hotel. |
| Check-in Time | Indicates the estimated check-in time for the group. |
| Check-out Time | Indicates the estimated check-out time for the group. |
| Currency | Specifies the currency of the reservation. |
| Routing Rule | Specifies the routing rule of the reservation. |
| External Group Res. No. | If the reservation was originally created in another system or has some information in another place, you can insert that number here. |
| Market Segment | Hotel market segmentation is the process of grouping hotel guests into categories based on their booking patterns and travel habits. Here you can select which segment this group belongs to. |
| IATA No./ Commission | An agency IATA number is an account number. It uniquely identifies a travel agency within the IATA network. |
Price/Availability
This section displays a matrix view of the room types with their prices and availability for 14 days. This also decides how many reservations are created for the group.
The user selects a Room Type and how many rooms should be added for it.
The Rate Code is automatically populated with the value in the Rate Code field in the General FastTab above, and Adults is populated with setup from the room types. The user can change these values, if needed.
The group reservation can have multiple rooms for multiple room types, and can have a different rate code for each one.
For example, the customer wants to reserve five rooms, two DBL with the rate code BAR, one DBL with rate code ACTIVITY AND LUNCH, and two SNG with rate code ACTIVITY. To fulfill this request, you just have to insert these lines, and then either click the Confirm Group action or the Create Draft Reservations action.
Reservations
The Reservations FastTab is only displayed on the page, if you use the Create Draft Reservations action.
This is a list of all reservations that belong to this group. The reservations are in draft mode and you can edit each one. If you click the Reservation No. field, the New Reservation page opens in draft mode.
- You can add an delete reservations at this point (in draft mode).
- You can add more rooms or reservations by using the Price/Availability section and clicking the Create Draft Reservations action again to add your changes to the reservation list.
- To delete a reservation, either click the three dots in the Reservation No. field and select Delete Line, or select the reservation number and then click on the trash icon at the top of the page.
Hotel Comments
This FastTab lets you add comments to the group reservation. Any comments created here on the group level are also shown on the sub-reservations.
Actions on the page
The table below lists and describes all available actions on the New Group Reservation page.
| Action | Description |
|---|---|
| Create Draft Reservations | Once all related fields have been filled and you are ready to confirm the reservation, you must click this action to move the reservation to confirmed status. Once clicked, the action displays the confirmed reservation. |
| Confirm Group | Once all related fields have been filled and you are ready to confirm the group, you must click this action to confirm both the group reservation and all sub-reservations. Once clicked, the action opens the confirmed group reservation. |
| Rate Info | Provides more detailed information about the rate. The Rate Info page is automatically populated based on the new reservation, and you can use the actions at the top of the page to adjust the filters. |
| Related - Restrictions | A quick link to the Hotel Restriction List, showing all restrictions for the hotel. |
| Related - Discount List | A quick link to the Hotel Rate Discounts page. |
| Related - Room Availability | Lets you navigate quickly to the Hotel Availability page, which shows availability with filters based on the new reservation. If, for example, a new reservation has room type DBL, the page shows availability for that room type on that particular property. |
| Related - Room Blocking | Lets you navigate quickly to the Room Type Block List page. |
| Related - Comments | Lets you navigate quickly to the Hotel Comments. |