Group Reservation

Overview:

The Group Booking feature handles reservations for either wedding, family reunion or corporate groups.  Use the Group Booking option to Block rooms, and then Reserve multiple rooms under one single invoice.   You may create a new Group from the Reservations or Calendar screen.

To access the Group Booking from Reservations>> Click on “Add”>> Select the drop down as Group.

To access the Group Booking from the Calendar>> Select rooms>> Click on New Group Block.

Group and Guest Info:

1. Assign the Group an unique Group Name. For example, “Jones Wedding”, or “Smith Family Reunion”.
2. Fill in the Guest Detailsof the Main Group Contact or select from the existing Guest List.
3. Enter Payment Info(Credit Card info, Cash Payment, etc.)
4. Enter any relevant Notesabout the Group or the Guests

Room Selection:

1. Select the Arrival and Departure Dates.
2. Select the Room type and units. The Default Rate for that Unit will be automatically selected, but can be changed to any Rate in the Rate Name drop down list.
3. Enter the Number of Guests. This is the number of guests for that room, NOT the total number of guests for the Group.
4. Click on Add Another Room to add more rooms.
5. The rooms which are selected here are blocked. To add guests and reserve each room, click on reserve button.
6. Save the page once the rooms are added.

The Group Blocks now show on the Calendar in a different color (light blue). When you mouseover the Group Block the Group Name and details will also display.

Reserving the Rooms for Different Guests:

1. On the Group Booking page, the room selection section displays a Reserve button next to each room. The Reserve button will open a reservation screen.  The Guest section will automatically populate with the Main Group Contact’s information.  Begin typing the Guest name to either select from existing Guest List or create a new guest.

2. After saving the reservation, you will see the guest appear on the Group Block in the reservation screen.

3. The reserved guest will also appear on the calendar, along with the Group Name.

Group Billing:

1. Click on the Billing at the top section of the Group reservation page. The overall total for the blocked rooms and reserved rooms will be showing up on the Group billing.
2. Just like the Billing screen of a regular reservation, any Payments or Extra Charges can be added in the Group Billing screen.

Individual Billing

1. In some scenarios, the party responsible for the Group wants to pay for a portion of the booking, and have the members of the Group pay for other portions, OR one of the members of the Group wants to pay their room charge or incidentals separately from the Group Total bill, there is a feature called “Individual Billing”.
2. Next to the Reserved room in the Group Reservation screen, and also on the Guests’ reservation screen, there is a checkbox to enable Individual Billing.
3. When the  “Individual Bill” is checked, that Reservation will be removed from the “Group invoice” and the guest will pay individually for his/her stay.

4. From Group Reservation, Click on Billing to open the guest’s individual billing page.