The pick up 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 creating a individual reservation directly in a group, creating a reservation from the rate query or linking a reservation to a group.
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 reservations from the 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 rooms tab, which is next to the group blocks tab.
Before creating a new reservation in a group, ensure the group block status is definite. A reservation means the group is confirmed, so therefore the status is definite.
- Click the Add reservation icon (
) in the group reservation page. The New individual reservation page displays. -
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
If the no guest card checkbox field is selected, no guest profile is created.
* Guest
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.Booker
Enter the booker's name to the reservation.
To search for the booker guest 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 guest/booker profile already exists or create a new booker profile.* Rooms
Enter the amount of rooms you would like to reserve. Defaults to 1.
*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.
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.Features
In this field, you can add the room features to the reservation.
Room number
In this field, you can 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 guests (adults) for this reservation.
Child Enter the number of children for this reservation. Baby
Optionally, enter the number of babies for this reservation.
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. This field only appears if the allotments module is active.
*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.
Mealplan
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 plan module/setting must be activated.Package
A package can be added to the reservation. The starting date of the package concerned can be entered here. The package rate will display once the reservation is saved.
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 at the top of the reservation and on the availability page.
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 and displayed as picked up in the group block page.
Enter guest list in rooming list reservation