About Bulk Actions on Group Master .ng | HotelKey Knowledge Base

Revision Date: 2026-06-01

In a Property Management System (PMS), managing Group Reservations is designed to streamline high-volume operations by allowing staff to perform repetitive tasks for multiple guests simultaneously. Instead of updating each reservation individually, using Bulk Actions ensures accuracy, maintains billing consistency, and saves significant manual effort.

The Bulk Reservation Actions menu serves as the centralized command center for group logistics. It allows users to push updates—ranging from date changes to financial postings—to all members of a group (or a selected subset) in a single workflow.

Note: Each bulk action is controlled by a specific permission.

Navigate to Frontdesk Dashboard and open the Group Master from the left side menu. The Group Reservation list will open up. Select the desired group from the list.
Click on the Manage Reservations tab to view the list of guests associated with the group.
Click the Bulk Reservation Actions button located above the reservation list. A dropdown menu will appear with all available bulk actions.

Available Bulk Actions

The following actions can be performed in batch for the selected reservations:

Room Type Change

The Room Type Change allows staff to update multiple group reservations simultaneously, replacing the tedious one-by-one update method.

Primary Use: Managing unexpected inventory shifts (e.g., a floor closure due to maintenance) or group-wide upgrades.
Restriction: Applies only to HOLD (Booked) reservations. Checked-in guests must be handled individually to avoid key/billing errors.

Click the Bulk Reservation Actions button located above the reservation list and choose Room Type Change from the dropdown menu.
A list of guests in Booked (HOLD) status is displayed Select the required reservations using checkboxes and click on Next
Select the New Room Type from the available room types. Add Remarks for the change (Mandatory) e.g,“Moved due to floor maintenance” Click on Confirm and System updates all selected reservations A success message is displayed once the process is completed

Post Batch Charges

The Post Batch Charges feature is designed to streamline this by allowing staff to "bulk post" charges to multiple reservations simultaneously from a single screen.

Functionality: How it works

The system uses the actual reservation dates rather than the broad group block dates to ensure billing accuracy:

Imagine a Group Block that runs from Oct 10 – Oct 20, but a specific Guest is only staying for 3 nights.

The Scenario

Current Business Date (CBD): Oct 5
Guest Arrival: Oct 12
Guest Departure: Oct 15

One-Time Charge: Posts once. It targets the Reservation Arrival Date. If that date has already passed, it posts on the Current Business Date (CBD).

	System Action	Posting Date
Future Arrival	Posts on the guest's specific arrival date.	Oct 12
Past Arrival	If the guest is already in-house or arrived yesterday, it posts immediately.	Oct 5 (CBD)

Recurring Charge: Posts every night of the stay. It aligns specifically with each guest's Arrival through Departure dates.
Example Posting Schedule: Oct 12 (Night 1), Oct 13 (Night 2), Oct 14 (Night 3)
The charge stops automatically on Oct 15, even though the Group Block continues until Oct 20.

Click the Bulk Reservation Actions button located above the reservation list and choose Post Batch Charges from the dropdown menu.
Choose the Charge Code and Enter the Amount. Click on Next
Choose the Charge Type (One-Time or Recurring).
Check the boxes for the specific reservations that should receive the charge (or "Select All") Review and click Confirm.
The charges will now appear on the individual folios of all selected guests. A Success message is seen in Green colour

Reminders

Users can add reminders to multiple group reservations simultaneously through bulk actions. Staff access the Bulk Actions menu, select "Reminders," review the reservation list (excluding cancelled/no-show reservations), confirm their selection, and set reminder configurations that apply to all selected reservations. This eliminates the need to add reminders individually at the reservation level while maintaining the same reminder functionality.

Click the Bulk Reservation Actions button located above the reservation list and choose Reminders from the dropdown menu.
Review Reservation List Only in-house and booked reservations (cancelled and no-show reservations are automatically excluded) All reservations pre-selected by default Deselect if Needed Confirm Selection
The "Add Reminders" modal appears where you can set reminder details (date, time, message, etc.)
Verify: Reminders now appear at the individual reservation level for each selected booking.

Bulk Edit Arrival and Departure Time

This feature allows authorized users to simultaneously adjust the arrival and departure times for multiple selected reservations through a centralized time-picker interface.

To maintain data integrity:

Booked Reservations: Users can edit both Arrival and Departure times.
In-House Reservations: Users can only edit the Departure time (Arrival time is locked to preserve the actual check-in record).

Click the Bulk Reservation Actions button located above the reservation list and choose Bulk Edit Arrival / Departure Time from the dropdown menu.
Use the checkboxes to Select All guests or filter and select by Room Type. Note: The list will include Booked and InHouse reservations only.
In the popup window: Choose Arrival Time, Departure Time, or Both and select the required time(s) using the time picker. The system will automatically apply these changes to all your selected reservations.
Select Confirm to apply the changes. A success message will appear once the bulk update is finished.
Validation Select a booked reservation and update the arrival/departure time. Return to the reservation list and open the reservation. Verify the updated time in the Stay tab.

Apply Packages/ Remove Packages

To provide users the ability to add or remove packages (e.g., breakfast, amenities) across multiple reservations in a group block.This eliminates the need to update each reservation individually, improving operational efficiency and ensuring package consistency for group bookings.

Click on the Bulk Reservation Actions menu. Options available: Apply Packages Remove Packages
Apply Packages Click Apply Packages from Bulk Reservation Actions.
The Bulk Apply Package modal opens. Select reservations: Bulk selection using Select All (with count). Individual selection via checkboxes. Click Confirm. Note: The list will include Booked and InHouse reservations only.
Select the applicable package from the list.
Once applied: Success messages displayed per reservation. Green highlight confirms successful application of the package to selected reservations.
Remove Packages Choose Remove Packages from the Bulk Reservation Actions list. Bulk Remove Package modal opens. The modal displays only reservations with an existing package applied and reservation with status as HOLD / CHECKED_IN A package icon is shown next to the Rate Plan for each applicable reservation.
Select reservations: Bulk selection using Select All (with count). Individual selection via checkboxes. Confirm action: Confirm button is disabled by default. Becomes enabled once at least one reservation is selected.
Click Confirm to remove the package. Success messages displayed per reservation: “Action carried out successfully.”

Group Check In

The Group Check In feature enables front desk staff to select and check in multiple reservations linked to a group block in a single batch operation, eliminating the need to process each guest individually. It validates room readiness and reservation status in real time, providing a progress tracker with clear success or failure indicators for each reservation in the batch.

Click on Group Check In to check in one or more than one reservation liked to the group.
Select one or more reservations attached to the Group.
Confirm the group check in
Progress bar will be shown
If the group check in fails this window will show . In this case reinitiate the check in process.
This window will show whether the group check in is completely successful or partial successful. For failed checkin , restart the check in process. For successful check in process, check individual reservations- Click on View Details.

Group Check Out

The Group Check Out feature allows staff to simultaneously process departures for multiple group members, provided their folios are configured for express checkout and maintain a zero balance.The system validates the financial status of each guest in real time and provides a summary of successful check-outs while highlighting any reservations that require manual intervention.

Click on Bulk Reservation Actions

Select Group Check Out

Note - all folios must be configured for express checkout and have a zero balance to successfully be checked out via the group check out function

Screenshot 2025-06-20 at 12.24.29 PM.png

The Group Check Out screen opens

Select the reservations required to be checked out by using the check box

Click on Proceed with Check Out

Screenshot 2025-06-20 at 12.28.50 PM.png

The screen will show successful reservation check out and will show which may still require some action to complete the task

The Group Reservations screen will show updated status of reservations

Screenshot 2025-06-20 at 12.31.17 PM.png

Screenshot 2025-06-20 at 12.34.06 PM.png

Print Reg Card

To streamline group check-ins, the system generates a single consolidated PDF containing multiple registration cards, rather than opening separate tabs for each guest. By aggregating data into one stream with each card starting on a new page, it allows for efficient batch printing and individual distribution, even for large groups.

Click on Bulk Reservation Actions and select Print Reg Card section.

Confirm Selection:
On the Print Reg Card page, Select the checkbox for multiple guest reservations (or use "Select All") and Confirm.

Review Output:

Observe one single browser tab opening with PDF.

Print: Use the browser's PDF viewer to scroll through the pages (one page per guest) and click Print once to output the entire batch to the physical printer.

Screenshot 2026-03-24 at 11.33.31 AM.png

Update Rate

The Update Rate bulk action allows users to simultaneously modify pricing for multiple group reservations

Click the Bulk Reservation Actions button located above the reservation list and choose Update Rate from the dropdown menu.
Use the checkboxes to Select All guests or filter and select by Room Type. Note: The list will include Booked and InHouse reservations only.
Rates can be updated individually or applied to all selected reservations.
Click the "i" (information) icon next to the rate field to review the Price Breakdown Select Confirm to apply the changes. A success message will appear once the bulk update is finished.
Return to the reservation list and open an individual guest's Stay tab to verify that the updated rate is correctly reflected.

Print Guest Folios

The Print Guest Folios functionality allows users to perform a bulk asynchronous export of financial records for multiple group members into a single, consolidated PDF. It streamlines administrative workflows by processing high-volume requests in the background, ensuring guest folios are formatted consistently with property-specific billing configurations.

Click on Bulk Reservation Actions and select Print Guest Folios.
Use the checkboxes to Select All guests or filter by options (first name, arrival date etc)
Select the reservations to print guest folios Click Next to proceed.
Review and set the following toggles (visibility depends on property configuration): Select Language Show Transferred Charges Show Transfer Remarks Note: "Confidential folios will not be printed." Click the Print as PDF button.
The system starts a background (asynchronous) job to process the folios one by one. A Printing Guest Folios modal appears displaying a progress bar. You may click Return to Group Master to continue working. The job will continue in the background. If you close the browser and return, the progress bar will resume where it left off.
Once the job is 100% complete, the system will automatically trigger a PDF download in your browser. The result is a single PDF file containing all selected folios, with a page break after each guest's folio. A flyout "toast" message will appear: Success: "Group Bulk Folio Print PDF download has been completed" Failure: "Group Bulk Folio Print PDF download failed"

Edit Arrival / Departure Date

The Bulk Edit Arrival / Departure feature enables staff to modify the arrival date, departure date, or both for multiple group reservations simultaneously through a centralized date-picker interface.

Click the Bulk Actions button located above the reservation list and choose Bulk Edit Arrival / Departure from the dropdown menu.

Use the checkboxes to Select All guests or filter and select by Room Type.

In the popup window:

Choose Arrival Date, Departure Date, or Both and select the required date(s) using the date picker.
The system will automatically apply these changes to all your selected reservations.

Select Confirm to apply the changes.

A success message will appear once the bulk update is finished.

Return to the reservation list and open the reservation.

Verify the updated date in the Stay tab.

Stay Requests

The Stay Requests bulk action allows staff to apply stay-specific remarks or requests (e.g., room preferences, housekeeping instructions, booking remarks) to multiple group reservations simultaneously, rather than updating each reservation individually.

Click on Bulk Reservation Actions and select Stay Requests.
In the popup window: select the required stay requests from the available list. Click Confirm to apply the changes.
A confirmation popup appears with the following options: Save to Master Only Save to All Reservations Save to Selected Reservations Cancel
Select the appropriate option based on the requirement and click confirm
Return to the reservation list and open the reservation. Verify the updated stay requests in the Stay tab.

Make Room Keys

The Make Room Keys bulk action enables front desk staff to encode physical room keys for multiple group reservations in a single workflow, eliminating the need to create keys one reservation at a time.

Click the Bulk Reservation Actions button and select Make Room Keys from the dropdown.
Use checkboxes to select the reservations for which room keys should be encoded (or use "Select All"). Click Confirm to apply the changes. The system displays only reservations that have an assigned room number. Reservations without a room assigned are excluded.
Depending on property configuration, you may be prompted to select the number of keys per room (typically up to 6) and the specific key encoder to be used.
Click Confirm to begin the encoding process. The system will process the keys sequentially; if a specific room fails, you can usually proceed to the next reservation in the batch. Once complete, a success message appears.
You can verify the key status in the individual guest's Stay tab.

Cancel Reservations

The Cancel Reservations bulk action allows staff to void multiple group bookings simultaneously, moving them from an active status to cancelled in a single workflow.

Click on the Bulk Reservation Actions and select the Cancel Reservations.
A list of guests in Booked (HOLD) status is displayed. Use the checkboxes to Select All guests or filter and select by Room Type.
Click the Confirm button. The system will process the cancellations and update the status of the selected reservations.
Return to the group details list. The updated status for these bookings will now display as Cancel Reservation.
The reservation detail screen shows the message: "Reservation Has Been Cancelled".
Open the Folio tab to review the financial summary If any refund is due to the guest as shown at right, the refund must be processed before the reservation can be cancelled.

Manual Room Assignment

Manual Room Assignment allows staff to hand-pick specific rooms for group members, ensuring a balanced and personalized allocation before the group arrives. This feature provides full control over the rooming list, allowing users to select rooms based on guest availability, grid views, or specific floor levels.

Click the Bulk Reservation Actions button located above the reservation list and Click the Manual Room Assignment .
Choose the specific reservation(s) you wish to assign and click on Proceed with Room Assignment.
Use the checkboxes to Select All guests or filter and select by Room Type. Select your preferred method to find available rooms Grid View Floor Plan View
Click on GriD View to see a visual map of room availability.
Click on the Floor Plan View (e.g., Floor 2) to see availability restricted to a specific level. Click on any available room from the view
A success message is displayed to confirm the room has been assigned to the guest. Return to the reservation list and open the reservation.
You can further verify this by opening the individual guest's Stay tab, where the assigned room number will now be listed.

Detach Reservations

The Detach Reservations feature allows staff to separate one or more individual reservations from a group block, converting them into standalone independent bookings. This is useful when a guest's stay no longer aligns with group terms or when their billing and routing need to be managed independently.

Click on the Bulk Reservation Actions button and Select Detach Reservations from the dropdown list.
From the list of group members, use the checkboxes to select the specific reservations that need to be removed from the group. Click the Confirm button to initiate the detachment.
Once confirmed, the reservations will be removed from the group’s Manage Reservations list and will now exist as independent bookings accessible via the main Frontdesk Dashboard.

Auto Room Assignment

The Auto Room Assignment feature allows staff to bulk-assign rooms automatically across selected group reservations using a system algorithm. This ensures rapid allocation based on real-time availability, room status, and specific floor preferences.

Click the Bulk Reservation Actions button located above the reservation list and choose Auto Room Assignment from the dropdown menu.
From the list of group members, use the checkboxes to Select All or pick specific reservations for assignment.
Select the Arrival Filter based on the requirement Choose All Arrivals or Arriving Today
Select applicable statuses (e.g., Vacant Ready,Vacant Dirty, Vacant Clean,Vacant Occupied Dirty) to ensure only prepared rooms are assigned.
Click on the Floors filter and select the desired floors Only rooms from the selected floors will be considered for automatic allocation.
Click Proceed with Room Assignment to trigger the automatic allocation. A SUCCESS message is displayed for each successfully assigned reservation.
Return to the reservation list and click on any reservation.
Open the Stay tab to confirm that the room has been auto-assigned correctly.

Room Preferences

Room preference usually means the guest’s preferred type or location of room in a hotel reservation system. It helps the front office or reservation teams assign rooms according to guest request when available.

Click on the Bulk Action Reservation and select the Room Preferences from the dropdown list.
Now the list of reservation will be displayed. Select any reservation for Room Preference Once Confirmed.
In the popup window: select the required room preferences from the available list. Click Confirm to apply the changes.
A confirmation popup appears with the following options: Save to Master Only Save to All Reservations Save to Selected Reservations Cancel Select the appropriate option based on the requirement and click confirm
Return to the reservation list and open the reservation. Verify the updated stay requests in the Stay tab.

Post Charges To Reservations

The Post Charges To Reservations feature allows staff to apply a specific charge directly to the folios of one or more selected group reservations in a single bulk operation. Unlike Post Batch Charges, this action is intended for immediate, ad-hoc charge postings—such as event fees or surcharges—without requiring recurring schedule configurations

Click the Bulk Reservation Actions button located above the reservation list. A dropdown menu will appear with all available bulk actions. Click on the Post Charges to Reservation from the dropdown list.
Now the list of reservation will be displayed. Select any Reservation and click the Next button.
Now the SUCCESS Reservation is displayed on the screen.

Hide Rates

The Hide Rates bulk action suppresses room rate visibility across selected group reservations on both the user interface and guest-facing documents. To maintain billing integrity while keeping rates private, the system automatically routes room rent and tax charges into a separate Confidential Folio for each selected guest.

Click the Bulk Reservation Actions button located above the reservation list. Select Hide Rates from the dropdown menu.
Select the desired reservations using the checkboxes (or click Select All to choose all group members). Click Confirm to proceed.
Once applied: A success message will display for each successfully updated reservation.
To validate the changes, return to the reservation list and open a specific reservation.
Navigate to the Stay tab to confirm that rate values (Today's Rate, Average per Night, Total for Stay) are now hidden.
Navigate to the Folio tab to confirm that room rent and tax charges have been moved to a separate folio marked with a confidential indicator.

Stop Charge/ Enable Charge

Stop Charges

The Stop Charges bulk action freezes selected folios by preventing any future charges from being posted (existing charges remain unaffected), which is ideal when a group's billing is finalized before checkout. Conversely, the Enable Charges bulk action reverses this freeze, allowing normal charge postings—such as Night Audit and manual charges—to resume.

Click the Bulk Reservation Actions button located above the reservation list and select Stop Charges from the dropdown menu.
Select the desired reservations using the checkboxes (or click Select All). Click Confirm to proceed.
Once applied: Success messages will display for each updated reservation.
To validate, return to the reservation list and open the reservation.
Navigate to the Folio tab to confirm the Stop Charge toggle is now enabled and Stop Charge indicators will display on all folios. No new charges will be posted during Night Audit or manual charge posting.
If you want to enable charges, click the Bulk Reservation Actions button located above the reservation list and choose Enable Charges from the dropdown menu.
Select the desired reservations using the checkboxes (or click Select All). Click Confirm to proceed.
Once applied: Success messages will display for each updated reservation.
To validate, return to the reservation list and open the reservation.
Navigate to the Folio tab to confirm the Stop Charge toggle is now disabled and Stop Charge indicators are removed from all folios Charge posting is re-enabled and future charges will resume normally.

Tax/Fee Exempt

The Room Tax/Fee Exempt bulk action allows staff to simultaneously apply a tax or fee exemption to multiple qualifying group reservations (such as government, military, or charity groups). It automatically removes applicable taxes based on the chosen exemption code and supports notes for audit and compliance tracking.

Click the Bulk Reservation Actions button located above the reservation list and select Tax/Fee Exempt from the dropdown menu.
Select the applicable reservations using the checkboxes (or click Select All). Click Confirm to proceed.
The Tax Exemption modal is displayed.
Select the required Tax Exemption Code and click Save
Add Notes in the provided text field (optional) Click Confirm to apply the exemption to the selected reservations.
Once applied: Success messages will display for each updated reservation.
To validate, return to the reservation list and open the reservation.
Navigate to the Stay tab to ensure the Tax and/or Fee Exempt indicators are visible under the Rate Plan Details section.
Navigate to the Folio tab to confirm the applicable taxes have been removed and the Tax & Fee Exempt indicator icon is displayed.