Create a new group reservation using the group blocks module

You are working at the front desk and a guest calls to make a group reservation for next month. The guest does not have much information and is still negotiating the price. Use the prospect status to create a group reservation.

Prerequisites

The group and group blocks modules must be activated in the PMS.

To activate them, follow this path: Settings > Options > Modules > Groups > Group blocks.

To create a new group reservation using the group blocks module

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

    • Press SHIFT+CTRL+N on your keyboard.

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

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

    Group reservation details
    * Group

    Enter the name of the group. This does not have to be the company name; it should be the name that identifies the group within the property.

    * Company

    Enter the company name associated to the reservation.

    To search for the company profile, enter the name and press the tab key on your keyboard.
    The Browse company page displays. You can check if the company profile already exists or create a new company profile.
    The company and agent fields are highlighted in red, when a relation for the group is attached and saved.

    Department

    Enter the company department associated to the reservation, if applicable.

    Click the ellipsis to search for an existing department or create a new department.
    Contact

    Enter the company contact person associated to the reservation, if applicable.

    Click the ellipsis to search for an existing contact.

    * Agent

    Enter the travel agency name associated to the reservation.

    To search for the agent profile, enter the name and press the tab key on your keyboard.
    The Browse agency page displays. You can check if the agent profile already exists or create a new agent profile.
    The company and agent fields are highlighted in red, when a relation for the group is attached and saved.

    Department

    Enter the agency department associated to the reservation, if applicable.

    Click the ellipsis to search for an existing department or create a new department.

    Contact

    Enter the agency contact person associated to the reservation, if applicable.

    Click the ellipsis to search for an existing contact.

    Commission

    Enter the commission plan for this reservation, if applicable.

    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.

    Internal contacts -Rooms

    Use this field to track the internal contact for rooms for the group.

    The drop-down list is linked to users in the PMS.

    Internal contacts - Banqueting

    Use this field to track the internal contact for banqueting for the group.

    The drop-down list is linked to users in the PMS.

    Internal contacts - Financial

    Use this field to track the internal contact for financial/billing for the group.

    The drop-down list is linked to users in the PMS.

    * Payment

    Enter the payment method per folio.

    Upon check-out, the system automatically chooses the payment method selected per folio.

    Country code

    Enter the country code of the group.

    This code displays as a default country code for all individual reservations created for this group.

    * 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.

    * Subsource

    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 > Subsource code.

    * Group start

    Enter the start date for the block.

    * Group end

    Enter the end date of the group block.

    * Status

    Select the status from the drop-down list.

    • Prospect status: Not taken from inventory.

    • Tentative status: Taken from inventory.

    • Definite status: Taken from inventory.

    Release

    Enter the date to release the rooms when not picked up.

    This is an automatic function; when the night audit rolls to this date, any unpicked up rooms are automatically released back to general property inventory.
    Once the release date is in the past you cannot create a new group block anymore.

    Cutoff

    Enter the cut-off date you have negotiated with the group.

    The cut-off date is the date prior to the reservation's arrival date until when the property is legally obliged to hold rooms on behalf of the group at the group rate. Once the cut-off date passes, the property can release rooms for general sale.
    This is for informational purposes only and the cut-off date has no automatic function in the PMS to release the rooms.

    * 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).

    Card

    Enter the credit card number.

    Up to four credit card numbers can be stored by selecting the corresponding A, B, C, or D sub-folio tab.

    Credit limit

    Enter a limit amount 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.

    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.

    Option date

    If the reservation is an option reservation, enter the option expiry date.

    If an option date is entered, it displays at the top of the reservation and on the availability screen.
    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

    If the invoice must be sent to an alternative address, enter the alternative address. This address can then be selected on the bill tab for each sub-folio.

    Memo tab

    The left memo field contains group reservation information and can be edited from the group reservation screen itself. Specific group 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 information that is relevant to the F&B outlets (for example, the guest is a vegetarian).

    When a relation profile in the group has a frequent stay number, the frequent stay number is filled in the field.

    If the group is cancelled, the cancellation number displays.

    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.

    Misc tab

    APMA superusers in your property can create user defined fields to be added to the misc tab.

    This tab is empty by default.

  3. Do one of the following: 

    • Click Save () to complete your group reservation.

    • Click Cancel () to discard your changes.

  4. When saved, the reservation status displays.

The group has no group block attached yet.

Learn more...

Pick up reservation via rate query

Pick up group block via individual reservation

What's next?

How to add a group block to a group reservation