You have created a group reservation without group blocks, and you have received a list of the guest names that are part of that group. You need to attach the individuals to the group reservation to make sure the reservation can be checked in.
Prerequisites
Make sure the group is created before adding the individual reservations to the group.
To add individuals to a group reservation
- From the home page, do one of the following to open the Seek page:
Press SHIFT+CTRL+R on your keyboard.
Click Reservations in your top bar and select Group Reservations.
To view the full list of all group reservations, leave all fields empty and click the confirm icon (
).
To check all group reservations between a certain arrival and departure date, complete the date range in the arrival and departure fields. -
Do one of the following:
-
Click Confirm (
) to complete your search. -
Click Cancel (
) to discard your search.
-
- When confirmed, a list of group reservations based on the selected criteria displays.
- Do one of the following to open the appropriate group reservation page:
Select the group reservation and click Confirm (
).Double-click the group reservation.
- Click the Add reservation icon (
). A New individual reservation page displays. -
Complete the fields on this page as appropriate. An asterisk (*) indicates a mandatory field.
Reservation details *Arrival Enter the arrival date of the reservation.
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.
* Departure Enter the departure date of the reservation.
The departure date automatically changes to the correct date when the amount of nights is entered.
* Country code
Enter the country code of the guest.
Flight arrival - Flight departure
Enter the flight arrival and departure times.
No guest card
Select the No guest card check box to not create a guest profile.
*Guest
Enter the guest name for the reservation.
To search for the guest profile, enter the guest last name and press the tab key on your keyboard.
The Browse guests/bookers page displays. You can check if the guest profile already exists or create a new guest profile.Booker
Enter the booker's name for the reservation.
To search for the booker profile, enter the booker's last name and press the tab key on your keyboard.
The Browse guests/bookers page displays. You can check if the guest/booker profile already exists or create a new guest profile.* Rooms
Enter the amount of rooms you want to reserve.
*
Room type
Click the down arrow to select the room type to be reserved.
Features
Enter the room features for the reservation, as appropriate.
Room number
Assign the room number to the reservation.
Click the Do not move check box if you don't want the reservation to be moved to a different room.
Adult
Enter the number of adults for this reservation.
Child Enter the number of children for this reservation. Baby
Enter the number of babies for this reservation.
The baby field is optional.
This option can be set up in Settings > Options > Front desk.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. It only appears if the allotments module is active.Up/downsell
Use this field to upsell or downsell a room. The price reflects the room type that is selected.
The up/downsell field is optional.
This option can be set up in Settings > Options > Front desk.*
Rate type
Select the rate type for the reservation.
When a rate type is added that does not correspond to the selected room type, the system displays a warning.
Meal plan
Select the meal plan for the reservation.
Meal plans are used to create different types of meals that can be quickly added to the room rate.
This option can be set up in Settings > Options > Front desk. The meal plan module/setting must be activated.Package
Enter the starting date of the package concerned, if applicable.
This option can be set up in Settings > Options > Front desk. The package module/setting must be activated.
Option date
Enter the option date, if applicable.
If an option date is entered, it displays at the top of the reservation and on the availability screen.
Guest list
Use this icon (
) to access the guest list. The guest list is used for linking multiple guests to a folio.Alternatively, you can enter guest name information in the guest 2 line; the name then also displays in the guest list.
-
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 group.
To view or edit the full individual reservation, right-click the reservation and select Go to reservation.
Create a new waiting list reservation in a group
What's next?
How to copy individuals in a group