Group Guide

Created by Alex Savchuk, Modified on Fri, Mar 15 at 7:06 PM by Alex Savchuk

To create a new group, go to Reservations > Groups > click New Account button at the bottom of the page

Once you click New Account, you will see this page where you can enter in account details.
All items in red are mandatory
Next to Mailing Information, you can leave Copy to Pickup Reservation checked if you want all of the reservations in this group to fill in with the same address
Next to Billing Information, you can check Use Mailing Information to fill in the same address. You can also check Copy to Pickup Reservation if you'd like the same address to fill in as the billing address for all reservations for this group
Once you hit the Save button, you'll see the option to click New Block

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Applying Policies to Groups - Optional

If you wish to apply Policies to group accounts please follow steps below

After saving the Group Account, click on Folio tab
Click on Folio Options
Under Account Policy Information associate the applicable policies
Click Save

Additional Steps for Deposit Policy

Click on Room Blocks tab
Click on Edit button
Click on Block Options
Check boxes
1. Enforce Deposit Requirement AND
2. Require Credit Card
Click on Save

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Once you click New Block, you'll see the Rate Quote screen to enter in Arrival, Departure, and Rooms per night
Once you hit Search, you'll be able to select the amount of rooms you want to block off for each Room Class
In the Min Avail column, the system tells you how many rooms are available in each Room Class
It then automatically assigns the cheapest rooms in the Max Block column. You can edit the numbers in this column to change the number of blocked rooms per Room Class
You can then change the nightly rate in the Avg Rate column
Once you've edited this grid, you can click the Create Block button

Once you create the block, you will see this pop up notifying you of the release date. Click OK to proceed. You will be able to change the release date in the block settings (directions below)

Once you see this room block page, you can click Edit if you need to edit any of the block details entered in the previous step

The second tab on the Block Details page lets you edit the Block Options
You can choose to apply Charge Routing by selecting All Items (room charges and incidentals) or by selecting Room Charges Only
You can change the Release Date if you'd like to set a deadline for group members to pick up a room. After the release date passes, blocked off rooms will be released back into your inventory for other people to book

Once you hit Done, you'll be taken back to the Room Block Details screen where you can click Select Rooms to block off the rooms

Click Auto Assign and hit Go to have the system automatically select all of the blocked rooms for the entire date range

Once you're back on the Room Block Details screen, you can click the Rooming List button to bring up the Pick Up Rooms window
You can enter in the name for each guest picking up the room, edit their arrival/departure date, select them room class, and select their room
The ellipses in the Billing Info column lets you enter in individual payment information for each guest
You don't have to pick up all the rooms at once. Click the Pick Up button at the bottom once you've completed filling out the guest info for the reservations you want to pick up

You will then see this Rooming List - Pick Up Summary box. Click Close

Now you will be able to go to the Tape Chart, jump to the date of your group block, and see the name of the group as well as the person who's picked up the room

Folio

Template Items can be added in the Block Folio that can be accessed through the edit button on the block itself and then Preview Folio. Printing the Preview folio gives a sample folio statement for each room class, with all charges, add–on items, taxes and fees.

To add items, click on “add” and the new line item will generate, Select your category, your description will update, and enter the amount. Select “commit” and save.

Reports

On the groups pages there are now the List with Block Details and the Group Account Detail Report. You can run these reports by clicking on the printer and then selecting the report of your choice.

List Report – a detailed accounts list, including: the name, arrival/departure dates, number of nights, pick up percentage, number of reservations within the group, and release date.
List Report with Block Details - offers a summary of each group and their respective blocks reservation statistics.
Group Account Detailed Report - a more detailed version of the List with Block Details Report. This report includes block name, rate plan, number of rooms blocked and picked up, release settings, expected and current revenue.
Mailing List - a list with all of the mailing info for (1) all of your guests, or (2) a certain list of guests.

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