You are working at the front desk and a guest calls for an existing group reservation. The guest requests a change to the amount of rooms blocked. You edit the group block in the reservation with the new received information from the guest.
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 edit a group block
- 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 Expend icon (
) to view the group block per day information.The top line is the summary per day. Each line below identifies the group per room/rate type combination. The summary line is shaded and text is bold.
- Do one of the following to display the Edit group block page:
Select the room type block you want to edit and click the Edit group block icon (
) in the top of the group reservation.Double click on the room type block you want to edit.
-
Complete the fields on this page as needed.
Edit group block details Date
The date cannot be changed in this field.
To adjust the date, go to the group reservation and adjust the group start and group end date.
Original
This field cannot be changed.
This identifies the original block size saved. This information is useful to look at a group history and see what their original block sizes were before any modifications.
Size
Edit as appropriate. This identifies the current block size being held for that room type/rate type combination.
Pickup
This field auto populates the number of rooms picked up for that room/rate type combination.
Avail
This identifies the overall property inventory for that date, of that room type.
It has nothing to do with the group availability. It quickly tells the user if there are rooms in that room type available in the property for that date and therefore the property can easily see if rooms are available to add to the block if need be.
Base rate
Displays the room price. The user with the right credentials can change the rate price.
The base rate excludes any additional person charges.
Rate adult
Displays the amount added to or subtracted from the base rate.
Rate child
Displays the amount added to or subtracted from the base rate.
Rate infant
Displays the amount added to or subtracted from the base rate.
- Do one of the following:
Click Confirm (
) to save your changes.Click Cancel (
) to discard your changes.
Create a new group reservation using the group blocks module
What's next?
How to cancel a group block