Creating delegate reservations

Delegate reservations can be created from three areas: Front Desk, Call Center, or Group Sales modules. Typically if the booking agent or organization contact is making the reservations this will be done by contacting the sales managers who would then create the delegate reservation within the group booking record on the Delegate tab and the following steps are completed by the system:

  • The Group Booking Delegate Guarantee information is copied to the Delegate Reservation - Guarantee section on the Guest Stay screen.
  • The Group Booking Delegate Settlement information is copied to the Delegate Reservation - Settlement section on the Guest Stay screen.

The following policies are applied to the delegates based on the value that you specified in the Group Booking screen:

  • Guarantee Policy
  • Cancellation Fee Policy
  • Cancellation Refund Policy

The Delegate Update Process Details section displays the messages for the delegates for which the update has failed.

To create a delegate reservation within the group booking:

  1. Select Group Sales > Group Booking.
  2. On the List View tab, select a group booking.
  3. Click the Delegate tab.
    Note: 

    You can select the last name of the guest from the Last Name look up. To view the guest list, the property parameter CMSINTG must be selected in the Property Configuration screen.

  4. Select Actions > Delegate Print Coupons in the Delegate Details section. The coupons are printed for each selected Guest Stay.
    Note: 
    • The printed Coupon Report displays all the coupons for the associated Guest Stay.
    • The coupons that have not been printed previously for the selected Delegate, are also included.
  5. Specify the required information in the Delegate Details section:
    Room Type
    The type of the room available for booking.
    Last Name
    The last name of the guest.
    Note: 
    • You can also use the Guest Search icon to search and select a guest profile from the existing list. The application defaults the guest information in the Delegates Details section.
    • You can use the New Profile option on the Guest Search window to create a new guest profile. This option is displayed for a new guest only. The application defaults the new profile data in this section. This ensures that the guest details are protected as per the GDPR law for data protection.
    • If a restricted account is selected and the associated user group has the Restricted Override field on the User Group screen is set to Enabled, a warning message is displayed. If the Restricted Override field is set to Disabled, an error message is displayed and the profile data is cleared.
    First Name
    The first name of the guest.
    Create Inactive Profiles
    Select to have any profiles created for delegate reservations automatically set to status inactive. This is used for groups which members may only stay one time at the hotel.
    Note: 
    • The Passport and ID number fields are masked based on the value specified in the MASKPERSONALINFORMATION property parameter.
    • The MASKPERSONALINFORMATION property parameter is not applicable when the VVIP functionality is enabled for the property.
    Room Type
    The room type assigned to the delegate reservation. You can view the ROH and the associated room type in the lookup.
    ROH Room Type
    The Run of House room type associated with the inventoried room type.
    Tax Status
    The tax status description of the delegate. This is the default tax status on Group Dates.
    Shoulder Tax Status
    The tax status applicable for the extended length of a delegate stay.
  6. Click Save.
  7. Click Save Record.
    Note: 
    • The Food and Beverage discount is defaulted on the Delegate Reservation tab from the Group Booking screen. The F & B discount can be availed by the delegate and is valid only at the hotel’s F&B outlets. This code is used by the POS system so that the F&B cashier can determine the type of discount applicable and the amount.
    • Including Amenity Template: When you modify the Room Plan, or Room Type, or Loyalty Level in the Group Delegate screen the application links the new Amenity Template with the reservation based on the Apply Template Rule associated with the Amenity Template.
      • The Arrival Date of the guest reservation must be same or within the Amenity Start Date and Amenity End Date.
      • You can link multiple Amenity Template to the guest reservation.
      • When the reservation date is modified, the associated Amenity Template is not applicable.
    • If the Delegate Tax Status Mandatory check box is enabled, the Tax Status value is set to Delegate Tax Status. You cannot modify this value.
    • You can click the Room icon adjacent to Room Number field to assign a room. The Room Assignment icon (Green, Yellow or Red) is displayed based on the room status. You can rest the pointer on the icon to display the status details. The Auto Assign Room icon can be used to automatically assign a room to the guest from the Delegates tab.
    • If the RESTRICTDELEGATEFORTENTATIVEGRP property parameter is set to ALWAYS, the delegate reservations cannot be added to the group booking with Tentative status. The application considers this parameter value for group booking, irrespective of the Tentative Room Block Affects House Availability check box setting on the Block tab of the Group Booking screen.
    • If the Enable Borrowing Hierarchy Order check box is selected on the Block tab, a delegate is associated with a sub-group and the room inventory of the sub group is exhausted, the rooms are borrowed from other sub groups based on the specified hierarchy order in the Hierarchy Order window on the Block tab.