Creating a group booking

You can create a group booking to maintain date and member-specific information unique to a group of individual guests. The group booking manages the dates, rates, room blocks, billing instructions, and more and also provides a template of details that copies to the delegate's reservations and folios. A group billing account is created when the group is saved and will have the group name.

The following policies are applied to the delegate reservations based on the value that you specify:

  • Guarantee Policy: If the Guarantee Type field is populated, any delegate reservation created under this group is updated with the configured policy and is applicable to the delegates.
  • Cancellation Fee Policy: If the Cancellation Fee Policy field is populated, any delegate reservation created under this group is updated with the configured policy and is applicable to the delegates.
  • Cancellation Refund Policy: If the Cancellation Refund Policy field is populated, any delegate reservation created under this group is updated with the configured policy and is applicable to the delegates.

To create a group booking:

  1. Select Group Sales > Group Booking.
  2. Click New Record.
  3. Specify this information:
    Booker Type
    Select the booker type if the group is being created for an organization or by a booking agency. Options include Organization or Booking Agency.
    Booker
    If you specified a booker type the lookup will be filtered by either a organization or booking agency search. Select a booker.
    Group Name
    Specify the name of the group. The name entered here will be what is searched on and is what will be printed on reports and forms.
    Status
    Specify the Status. Options include Prospect, Tentative, or Definite. You cannot access the additional tabs of a group booking in Prospect status.
  4. In the Group Details section, specify the information that you require. See additional details about these fields:
    Group Type
    Select the required group type related to any specific organization role.
    Start Date
    Specify the earliest date that rooms can be allocated for the group booking.
    Nights
    Specify the number of nights of the group booking. This field is required; however, you can bypass this field and instead specify the end date, and the system will calculate the number of nights for you.
    End Date
    Specify the latest date that rooms can be allocated for the group booking. This field is required; however, you can bypass this field and instead specify the number of nights, and the system will calculate the end date for you.
    Guest Departure Date
    This is the date the guests are scheduled to depart. The system calculates the date here as End Date + 1.
    Planned Release Date
    Specify the date on which all remaining unused rooms allocated for the group booking will be returned to the rooms in house availability. When you specify a date here the Default Release Days is not allowed.
    Default Release Days
    Specify the number of days, prior to the end of day procedure of each block date, that the system should drop remaining unused room allocations. This field is used to activate a rolling release of remaining unused rooms allocated for the group booking. Optionally, you can click the calendar icon to create a release schedule by date. If a release schedule exists, an indicator displays to the right of the field. See Creating a release schedule .
    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.
    Rate Plan
    Select the rate plan for the group booking. If a rate plan has attached non-room bundles or meal plans, these will show in the associated fields.
    Note: If the rate plan has a tax status specified, this tax status is populated for the group booking.
    e-Invoicing Partner ID
    A unique identification code to identify the e-Invoicing Partner.
    Copy to Delegates
    Select to have the notes specified in the notes field copy to the group's delegate reservations.
  5. Specify this information in the Market Details section:
    Source of Business
    The source of business code. The source of business codes is created using the Maintain Global Codes screen.
    Secondary Source of Business
    The additional business code used to track all the delegates of the group reservation.
    Market Segment
    The market segment applicable to the group booking. These fields also exist on booking agency profiles and organization profiles and are copied to associated reservations. The property parameter MARKETFILEDSCOPYORDER controls the copy order. The default sequence is Group > Booking Agency > Organization. Track field is populated based on value selected in the Market Segment field. The global code definition of Track, allows the Track to be categorized based on Market Segment. More than one Track code can be grouped under a single Market Segment category. You can change the market segment. If the rate plan changes, the market segment is not changed automatically by the application.
    Track
    Select the track code that must be associated to the group booking ID.
    Note: You can create and modify the track codes using the Create Track Code.
  6. In the Associations section, specify the information that you require. See additional details about these fields:
    Commission Percent
    Specify the value for the percentage of the rate to base commission.
    Commission Flat Amount
    Specify the value for a flat amount commission.
    Note: You have the ability to set up multiple commissions to the same booking agent on a guest stay record by setting both the flat and percentage fields and/or by attaching the same booking agent multiple times to a stay record with commission details.
  7. Specify this information in the Contact Details section:
    Last Name
    This contact last name is defaulted with the value based on the Organization specified in the Association Section.
    First Name
    This contact first name is defaulted with the value based on the Organization specified in the Association Section.
    Nationality
    The nationality of the organization contact person.
  8. In the Guarantee section, specify the information that you require. If you specify a guarantee policy, any delegate reservation created under this group is updated with the configured policy. The policy that you specify, applies to the delegates also.
  9. In the Delegate Guarantee section, specify the information that you require. This set of guarantee information pertains to the delegate reservations for the group booking and will be copied to all delegate reservations.
  10. In the Additional Booking Agency section, specify the information of the booking agencies. The External Booking Agency lookup option is available only if the EXTERNALTALOOKUP property parameter is selected.
  11. In the Settlement section, specify the information that you require.
  12. Click Save.
    Note: 

    You can use the options in the Activities (Action) to access the Activity related screens:

    • Book Activity: To access the Activities (List View/Record View) screen.
    • Activity List: To access the Activity Booking List screen.
    • Calendar View: To access the Activity Booking Calendar screen.