[Eng] Create Group Reservation

Screen Name

Group Reservation

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Log in – Front Office – Group Reservation

Summary

The feature allows you to create and manage the group reservations on the system.

Screen

Fields Description

[Filter] - Search criteria

• Reset Filter: Reset all the filters

• Start - End Day: Select the date range within that you want to search for

• Status: Status of the group

  • Inquiry: The contract is sent and is waiting for confirmation. The inventory has not been created yet (so it will not be affected by the cut-off date/days)

  • Tentative: The customer accepted the terms in the contract but didn’t deposit. (The inventory is deducted and will be affected by the cut-off date)

  • Definite: The customer has made a deposit and submitted the guest list (The inventory is locked and will not be affected by the cut-off date/days)

  • Actual: The group has actually checked in at the hotel.

  • Waitlist: The group is on a waiting list.

  • Refused: The group is refused. The inventory is released.

  • Cancelled: The group is cancelled. The inventory is released.

• Owner: Sales owner of the contract

• Stay Date: Stay date of the group at this property

• Group Code: Code of the group

• Company: Name of the Company

• Travel Agent: Name of the Travel Agent

• Source: Source of the booking

• Contact: Contact person on the reservation

• Rate Code: Rate Code associated with the reservation

• Create on: Created date of the group

[Results] - Search results

• Group Code: Code of the group reservation

• Group Name: Name of the group reservation

• From Date: Arrival Date of the group

• To Date: Departure Date of the group

• Company: Name of the Company

• Status: Status of the group

• Actions:

  • Edit: Edit the information about the group reservation. See Tab “Details” for details.

Add a new group

Select “Add New Group” to add a new reservation for group

• Company: Enter the name of the Company

• Travel Agent: Enter the name of the Travel Agent

• Group Code: Enter the code of the group

• Group Name: Enter the name of the group

• Start - End Date: Arrival and Departure date of the group

• Night: Total number of room nights

• Cutoff Date: Cutoff date of the block

• Cutoff Day: Cutoff days of the block. During this number of days, if the block is not confirmed, the system will automatically release the inventory.

• Status: Status of the group will be initialized by the system. When creating a new group, you can choose between 2 statuses: Inquiry & Waitlist

• Market: Select from the Market codes list of values

• Source: Select from the Source codes list of values

• Origin: Select from the Origin codes list of values

• Owner: Select from the list of Salespersons

• Pax/Room: Select number of guests in a room

• Print Rate: Select this option if you want to display the rate on the Registration Card

• Elastic: Select this option if there is a reservation having a different arrival and departure date than the group

Select “Save“ to confirm the reservation or “Cancel“ to skip.

After successfully created, the group reservation will have 3 sections:

Tab Detail (1)

• Room Revenue: Forecast and actual room revenue of the group

• Config Rate: Select this button to set up the rate code for the group

Tab Room Grid - Details of number of reserved, picked-up and non picked-up by date (2)

The screen displays the number of rooms by room type and by stay date:

• Original: Original number of rooms reserved for this group

• Current: Current available rooms for this group (you can add or remove room as necessary)

• Pick up: Number of picked-up rooms (corresponds to the number of reservations created for this group)

• Button Update details: Select this button to update the number of rooms for each day and room type

Tab Reservations - List of created reservations in the group

This tab is only enabled when the status of group is “Definite”

• Itinerary Number

• Arrival: Arrival Date reserved for the group

• Departure: Departure Date reserved for the group

• Status: Status of the group

• Group Name: Name of the group

Actions: Edit reservation. See Edit Reservation in Group for details.

Remarks

After creating, the Group Code is displayed on all tabs of the Group Reservation screen, Itinerary Detail and Confirmation Detail.

1- From Group Reservation screen

2- From Itinerary Detail screen

3- From Confirmation Detail screen