Pick up group block via individual reservation

The pick up in a group reservation identifies the number of rooms picked up for that room/rate type combination in the group block. There are several ways to pick up a reservation for a group block. For example, when a new individual reservation is created and linked to the group, the pick up field in the group block reflects that.

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 pick up group block via a new individual reservation

1. From the home page, do one of the following to open the reservation page:

   • Press CTRL+N on your keyboard.

   • Click Reservations in the top bar and select New reservation.

   • Click the New reservation icon () from the front desk navigation menu.

2. Complete the fields on this page as appropriate. An asterisk (*) indicates a mandatory field.

   Reservation details
   *Arrival	Enter the same arrival date as the group you would like to link this reservation with.
   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	Enter the number of nights the guest is staying. The depart date automatically changes to the correct date when the amount of nights is entered.
   *Departure	Enter the same departure date of the group you would like to link this reservation with.
   * Name	Add the guest name to the reservation. To search for the guest profile, you can enter the guest last name and press the tab key on your keyboard. The Browse guest/bookerspage displays. You can check if the guest profile already exists or create a new guest profile. If the small box to the left of the guest name is checked, no guest profile is created. In this case the guest profile icon () is unavailable, which means that the guest name does not have its own guest profile. A guest can for example request to have no profile created in the system.
   Booker tab	Optionally, enter the bookers name to the reservation. To search for the guest/booker profile you can enter the booker's last name and press the tab key on your keyboard. The Browse guest/bookers page displays. You can check if the booker profile already exists or create a new booker profile.
   Guest list	The guest list is used for linking multiple guests to a folio. Use this icon () to access the guest list.
   Company	Enter the same company to the reservation as linked in the group, if applicable. Adding a company name is similar to adding a guest name. Click on the company profile icon () to adjust the fields as necessary.
   Department	Enter the company department to the reservation if applicable Click the ellipsis to search for an existing department.
   Contact	Enter the company contact to the reservation if applicable. Click the ellipsis to search for an existing contact.
   Agent	Enter the same agent to your reservation as linked in the group, if applicable. Adding a agent name is similar to adding a guest name. Click on the agent profile icon() to adjust the fields as necessary.
   Department	Enter the agent department to the reservation. Click the ellipsis to search for an existing department.
   Contact	Enter the agent contact to the reservation. Click the ellipsis to search for an existing contact.
   Commission	Optionally, enter the commission plan for this reservation. If a default commission plan is linked to the agent profile, it is automatically filled This field is available to use with the commission and accounts payable module.
   * Number	Enter the amount of rooms you would like to reserve. Field defaults to 1.
   * Room type	Enter the room type to be reserved. Click the down arrow, a room type can be selected.
   Adult	Enter the number of guests (adults) for this reservation.
   Child	Enter the number of children for this reservation.
   Baby	Enter the number of babies for this reservation. The baby option is optional. This can be set up in Settings > Options > Front desk.
   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 same rate type as the group you would like to link to this reservation. When a rate type is added that does not correspond with the selected room type, the system displays a warning. Click the daily rates icon () to view your daily pricing.
   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 setting can be enabled in Settings > Options > Front desk. Additional setup is required.
   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. Additional setup is required.
   Discount	Optionally, enter the discount related to a relation profile. Rates can be set up to automatically apply a discount to a specific relation. This can be set up in Settings > Options > Modules. Additional setup is required.
   Room feature	In this field, you can add the room features to the reservation.
   Room	Assign a room number to the reservation. Select the Do not move check box if you don't want the reservation to be moved to a different room.
   Preference	Add any additional information about the guest, as appropriate. This is only for informational purposes (for example, flowers in the room). The field allows up to 30 characters.
   Allotment	Enter the travel agent allotment, if applicable. If completed, the reservation is taken from the travel agent's/wholesaler's allotment. This option can be set up in Settings > Options > Modules. Additional setup is required.
   Extras	Enter an additional request from the guest for the reservation, if applicable (for example, an extra bed). You can set up extras in Settings > Financial > Extra. Extras are additional services or tangible items that can be added to a reservation. You can set up extras in Settings > Financial > Extra.
   Source	Enter the source code. Source codes are used to help a property define and manage their market segmentation. This option can be set up in Settings > Statistics > Source code.
   Sub-source	Enter the sub-source code. Sub-sources monitor marketing campaigns or how business comes to the property. This option can be set up in Settings > Statistics > Sub source code.
   Option date	Enter the option expiry date. If an option date is entered, it displays at the top of the reservation and on the availability screen.
   Payment	Enter the payment method per folio.
   Guarantee	Enter the guarantee type. A guarantee type is a method to secure a reservation (for example, a credit card authorization or a company guarantee).
   Deadline	Enter the latest arrival time of the reservation. Deadlines are linked to guarantee types. A deadline refers to a time restriction or rule placed on a guarantee type.
   Card	Enter the credit card number. When interfaced with a payment system, you can swipe the card with a payment terminal. Up to four credit card numbers can be stored by selecting the corresponding A, B, C, or D sub-folio tab.
   Credit limit	Enter an amount limit for the card guarantee, if appropriate.
   Deposit 1	Enter the deposit amount, if applicable.
   Due 1	Enter the due date of the deposit, if applicable. This field is linked to the guarantee method selected above. If deposit rules are set, this field may automatically be filled based on the deposit rules linked to the selected guarantee type.
   Deposit 2	Enter a second deposit amount, if applicable
   Due 2	Enter the due date of the second deposit, if applicable. This field is linked to the guarantee method selected above. If deposit rules are set, this field may automatically be filled based on the deposit rules linked to the selected guarantee type.
   Memo tab	The left memo tab contains fields for reservation information and can be edited from the reservation screen itself. Specific guest preferences can be entered, that only apply to the reservation concerned. The right memo field is read only and contains profile and group information. Changes to the right memo field can only be done from the linked relation profile and in the linked group reservation.
   Information tab	Select the type of confirmation letter in the confirmation drop-down list. Use the returned check box to specify whether your property received the signed confirmation letter back from the guest, if appropriate. Enter extra guest information that is relevant to the F&B outlets (for example, the guest is a vegetarian). When the guest profile has a frequent stay number attached, the number displays in the frequent stay field. When the reservation is canceled, the cancellation number displays at the top of the reservation and in the information tab field.
   Bill tab	Select the address to be printed on the bill for each sub-folio. Options are: Guest Company Agent Alternative The company and agent can only be selected if a company or agent is linked to the reservation. The reference and reference 2 fields allow alphanumeric text. This reference number is printed on the invoice and/or the confirmation letter.
   Alternative tab	Select Alternative if the bill must be sent to an alternative address. The alternative address can be entered on the alternative tab and then selected on the bill tab for each sub-folio.
   Share tab	If the share module is activated, select the share tab to indicate the room charge split per master/share(s), if needed. The share tab displays four options: Room charge to master 80% - 20% room charge split master/share 60% - 40% room charge split master/share Split room charge equally This option can be enabled in Settings > Options > Modules.
   More tab	The following interface options can be linked in this field: Pay-TV: This option is used to open, close, or restrict the Pay-TV interface. POS/Phone Credit: This option is used in conjunction with interfaces. When selected, folios have phone and POS credit. POS Detail: This option allows POS details on the folio, if supported by the Point of Sale interface. DID (Dial In Direct): When selected, the guest can receive direct calls from outside the property. This option is available only if the telephone exchange interface supports it. DID #: When selected, the direct dialing number of the telephone exchange is entered, if the guest wishes to use DID. The number depends on the property's telephone exchange/PBX. View Bill: This option is used in conjunction with the Pay-TV interface. If the interface supports this feature, guests can view their bill from their room.

3. Click Save () to complete your reservation.

4. Select the Link/unlink icon () at the top of the reservation and click Link to group. A Browse group reservation page displays with the group reservations that match the arrival date and rate type.

5. Do one of the following to link the individual reservation to the group: 

   • Select the appropriate group and click Confirm ().

   • Double-click the appropriate group to confirm.

6. When saved, the reservation shows picked up in the group block and the group reservation number displays in the reservation.

Learn more...

Add group block in group reservation

Pick up reservation via rate query

What's next?

How to unlink a reservation from a group