Modify room blocks
Any guestroom details other than the count and amount are handled in the Modify Room Block window. If you have multiple blocks on the same booking, this is where you specify what's unique about each one. If your property has a PMS interface you'll likely have some required tasks in this area. And you'll come here to mark pickup complete, which is an important step for accurate financial reporting.
To modify a room block
- From the Room Block Details page, click Modify Room Block.
- You have the following options on the Basic tab:
- Name: If you have multiple room blocks on the same booking, adjust the name to describe each one, like "Staff Rooms" or "Main Block".
- Move Room Block: If you need to move the room block to a different date range but you don't want to move the entire booking, use this instead of having to delete and retype each day's details. Select the check box and then change the Arrival Date. The Departure Date is automatically calculated based on the number of room nights in the block.
- To change the number of nights, adjust the Arrival Date and/or Departure Date.
A booking's arrival and departure dates automatically adjust as its room blocks are updated. For example, if a group is scheduled to arrive on 10/5 and you add a shoulder date of 10/4 to the room block, the booking's arrival date becomes 10/4.
When the arrival date of the booking is modified, the cutoff date is also recalculated based on your property settings.
PMS ID/Group Code: If your property is integrated with a Property Management System (PMS), enter the code that will be used to create the corresponding block.
- Select Pickup Complete once you have entered the final pickup. You can also use the Enter Pickup tab. After pickup is marked complete on all the booking's room blocks, the Pickup Complete check box is automatically selected on the Booking page, and the actual guestroom revenue rolls up to the booking.
If your property is integrated with a PMS, it may not be necessary to enter pickup or mark the room block complete. For more information, contact your administrator.
- Clear the Auto Default Rates check box if you don't want your property's default upcharge to be automatically applied to double, triple and quad rates on this room block. If the Enable Default Occupancy Upcharge is selected on the Property page, then all room blocks created will have Auto Default Rates selected.
- If you made a mistake and want to start again, you can remove the block from the booking. Click Remove Room Block and confirm the deletion. For more information, see Delete room blocks.
- The following options are available on the Advanced tab. Your property may not use all of these fields, so confirm with your administrator which ones have been added to your merge documents and if any of them are sent across an interface with your PMS. Several of the fields default from a matching field on the booking. Only update it here if it should differ for this specific block.
- Select the appropriate Room Block Status if it needs to be different from the status of the booking. For example, your client wants to hold rooms at prospect status on a definite booking. If your property configuration does not allow you to manage the status of the room block separately from the booking status, this field will be read-only and will reflect the current booking status.
- If this room block's reservation method should be different than the one selected on the booking, adjust it here. Once it has been changed, amendments to the housing method on the booking page will no longer update the room block.
For properties with an External Availability integration, a warning message may display at the top of the window if the room block numbers exceed the available inventory.
- Only change the cutoff date for the room block if it should vary from the booking cutoff date.
- Amend the tax group if necessary. For example, if this room block should be tax exempt, simply change the tax group value from the default tax group to a tax exempt group.
- Select the Billing Instructions for the block.
- Select Incidentals Billing to log how additional charges will be settled.
- Select the Meal Plan Type if a meal is included in the guestroom rate.
- Enter the Meal Plan Rate Per Person if a meal is included in the guestroom rate.
- Select Confidential Rate if the rate should not be disclosed to the guest.
- Click Save.