Sometimes you need to create reservations within a group block but you don't have the guest list yet to enter the names in the reservation to protect the block. You can create a rooming list reservation for this and once the guest list is received by the property, the names are entered and linked to the multiple room bookings and then split out to show the individual rooms.
Prerequisites
The group and group blocks modules must be activated in the PMS. To activate, follow this path: Settings > Options > Modules > Groups > Group blocks.
To create a roominglist reservation
- From the home page, do one of the following to open the seek page:
Press SHIFT+CTRL+R on your keyboard.
Click the Reservations menu in your top bar and select Group Reservations.
-
Complete the search fields on this page as needed. All fields are optional.
Seek details Folio number Enter the unique number of the group reservation.
Group Name
Enter the group name of the reservation.
Booker
Enter the booker's name of the group reservation.
Company
Enter the company attached to the group.
Company contact
Enter the name of the contact person.
Event type
Enter the event type of the reservation.
Travel agent
Enter the agency attached to the group.
Travel agent contact
Enter the name of the contact person.
Arrival date Enter the arrival date of the group.
Depart date
Enter the departure date of the group.
Option date
Enter the option date of the group.
Block status
Select the group status from the drop-down list.
-
Click Confirm (
). The Browse group reservations page displays. - Do one of the following to display the group reservation.
Select the appropriate reservation and click Confirm (
).Double-click the appropriate reservation.
-
Select the rooms tab, which is next to the group blocks tab.
Before creating a new reservation in that group make sure the group block status is definite. A reservation means the group is confirmed, therefore the status is definite.
-
Click the Add reservation icon (
) in the group reservation page. A New individual reservation page displays.If you need to pick up reservations in that group block, but don't have the guest names yet. Enter the number of rooms in the reservation and don't enter the guest name in the reservation. You split out the rooms and reservations eventually when the guest list is received.
-
Complete the fields on this page as appropriate. An asterisk (*) indicates a mandatory field.
Reservation details * Arrival The arrival date automatically displays the start date of the group.
The date can be adjusted if applicable.
Time
Enter the time of arrival and departure of the guest, if known.
If the system is linked to a key card interface, these times are also sent to the key card system.
Nights
The number of nights is automatically displayed.
The depart date automatically changes to the correct date when the amount of nights is entered.
* Departure The departure date automatically displays the end date of the group.
The date can be adjusted if applicable.
* Country code
Enter the country code of the guest.
Flight arrival - Flight departure
Optionally, enter the flight arrival and departure.
No guest card
Select the no guest card box.
When this box is selected, no guest profile is created.
For creating rooming list reservations you check the no guest card field, because you have no guest name list yet.
Guest
Leave this field empty.
Booker
Leave this field empty.
* Rooms
Enter the amount of rooms you would like to reserve. For example, 10 rooms.
For rooming list reservations without the guest names received you can enter the amount of rooms in one reservation and later when the guest names are received split the reservation.
*
Room type
Select the room type to be reserved.
When the group block only has 1 room type blocked, you can only pick that room type from the drop-down selection. If your group block also had the create empty room blocks selected, you can select any room type.
Features
In this field, you can add the room features to the reservation.
Room number
Leave this field empty.
Adult
Leave this field empty.
Child Leave this field empty. Baby
Leave this field empty.
The baby field is optional. This can be set up in Settings > Options > Front desk.
Allotment
Enter the travel agent allotment here if applicable. If completed, the reservation is taken from the travel agent's/wholesaler's allotment.
This can be set up in settings > options > modules. Only appears if the allotments module is active.
Up/downsell
In this field you can upsell a room or down sell (for less). The price reflects the room type that is selected.
The up/downsell option is optional.
This can be set up in Settings > Options > Front desk.*Rate type
Select the rate type for the reservation.
The rate type that is added to the group block can be selected. When a rate type is added that does not correspond with the selected room type, the system displays a warning.
Meal plan
Select the mealplan for the reservation.
Meal plans are used to create different types of meals that can be quickly added to the room rate.
This can be set up in Settings > Options > Front desk. The meal planmodule/setting must be activated.Package
A package can be added to the reservation. The starting date of the package concerned can be entered here.
This can be set up in Settings > Options > Front desk. The package module/setting must be activated.
Option date
If the reservation is an option, enter the option date.
If an option date is entered, this is displayed on top of the reservation and on the availability screen.
Guest list
Leave this field empty.
-
Do one of the following:
-
Click Save (
) to complete your changes. -
Click Cancel (
) to discard your changes.
-
-
When saved, the reservation is added to the rooms tab in the group with no guest name and no specified adults. The rooms are picked up and display in the group block tab.
Once you receive the name list for the group, you can follow the instructions as specified in the what's next field in this page.
Pick up reservation via rate query
Pick up reservations from the group block