Create a Group Master .v2

Select Group Master on the Dashboard.

The Create Group panel loads.

Begin by entering

• Group Name

• Group Code (letter/number variation)

Select to copy the profile from a Corporate ID, Existing Contact, Local Company, Loyalty Profile or Travel Agent

Or enter Contact Information separately.

Enter the Contact Information for the group and Select Next

Group Stay Details loads

Enter the applicable Arrival Date and Departure Date for the group block.

Elastic - if toggled ON, the group is allowed to book above contracted and authorized rooms as long as there is house availability. Note - This feature is not utilized by every enterprise.

Shoulder Start and End Dates - refers to selected dates preceding the check-in date and following the check-out date. These dates extend the booking window for guests who may arrive early or depart later than the scheduled group dates.

Select Cut off Type - this defines how unsold rooms in the group block will be released, select the applicable type.

• “Fixed Cut Off” sets a specific date when unsold rooms held for the group are released back to inventory. When this option is chosen a Group Cut-Off Date must be selected.

• “Rolling Cut Off” allows for a more flexible, gradual release of unreserved group rooms. By specifying a number of days prior to the group’s arrival, the system releases unreserved rooms for each corresponding arrival date as the night audit runs. When this option is chosen a set number of days prior to the group arrival must be selected for inventory to be released.

  • Example, with a 10-day rolling cut-off for a group arriving January 19, the night audit on January 9 releases rooms for January 19, the audit on January 10 releases rooms for January 20, and the audit on January 11 releases rooms for January 21, continuing in this manner.

• “No Cut Off” provides maximum flexibility. No cut-off date is defined, so unreserved group rooms remain blocked until the group’s arrival date or until rooms are manually released.

Select the Rate Plan from the dropdown for the applicable group Rate Plan Name.

Select Source:

From the drop down, choose the source of the group

Select Pickup Restriction:

• Restrict to PMS Only - group reservations can only be made via the PMS only

• Open to All Channels - group reservations can be made by any avenue authorized to book groups

Note - When selecting ‘Open to All Channels’ as the pickup restriction - a booking link is created that can be shared as a method to book via the direct link. The link can be found on the Group Master Information Tab

Market Segments:

• Select a Corporate Market Segment for tracking

• Select the Local Market Segment for tracking

Note - when the local market segment is selected, the group’s production will show in Local Market Segment Reports

Deposit Policies:

Allows a deposit amount and days before arrival to be configured, up to 3 policies can be added.

• Start From - defines when the deposit will be taken, ex. Start Date of the group

• Rule Type - defines the number of days prior to the start date of the group the deposit is required.

• Value Type - defines the amount for the deposit to be taken, ex. a fixed amount

After the criteria are set, enter the number of days and fixed amount in the accompanying fields.

Note, if connected to a guest reservation system - updates are automatically synced, activating the deposit requirement and overwriting previous values.

Commissionable:

Toggle the flag to ON for groups that earn a commission

Select the Group Status:

• Prospect Group - This selection will not deduct inventory nor will it allow for group member reservations

• Tentative Group - Inventory is blocked for the group, but is not allowed to book group member reservations

• Definite Group - Inventory is blocked for the group, and inventory is allowed to book member reservations

Schedule Convert to Sale - when the group status for Tentative is selected, this field becomes editable and serves as a reminder when to convert a Tentative group to definite or canceled.

Click on NEXT to proceed

The Inventory & Pricing screen loads

Select the Pricing Method to be used for creating the group.

Notice, by default, the By Product pricing method is selected

Pricing Method

By Product - allows hotels to set group rates based on specific room types, without factoring in the number guests in the room. An extra person charge can be added to the base price.

• Property defines a price for each room type (product) within the selected date range.

By Occupancy - allows hotels to set rates based on the numbers and type of guests in the room, such as adults and children, for each date range and room type.

• Rates are configured for each occupancy combination (1 Adult, 2 Adults, Child, etc).

Pricing Method as By Product (default)

Add the Extra Person Charge

Select Room Types

Select Allotments

• Contracted Rooms - these are the maximum number of rooms the group is allowed to book provided inventory is available at the time of reservation. This is the quantity of rooms the contact requests. Note - The contracted amount does not reduce hotel inventory.

• Authorized Rooms - these are the number of rooms confirmed to the group block. The quantity of rooms that will be removed from house inventory and held in the group block for pickup.

• Price per Night - set the price per room type then click on Apply

Note - you can select all room types and setup the allotments and pricing for them as the same or setup for each room type individually

Unselected Room Types:

Enter a room rate for the unselected room types

Pricing Method as By Occupancy

Steps are similar to Product steps:

• Select Room Types

• Select Allotments: add the Contracted and Authorized room counts for each room type

• Set the price for each room type as per the occupancy type.

  • Example:

    • 1Adult = $200, 2Adults = $215, 3Adults = $230 and so forth.

    • Child = $210

    • Extra Adult = applies for any of the selected room types where a defined rate is not set

• Once set, click on Apply

• Enter a room rate for the unselected room types - occupancy based pricing method does not apply, this is flat rate for the unselected room types

Note on Adult and Child pricing:

• Child rates are set by default as 0-12

• Adult rates are set by default as 13+

The property can change the default range by opening a support ticket

Group Details Summary

Notice - while creating the group block, the details entered will show on the right side of the each screen.

Select Next to continue

Review Allotments

First box includes an overview of the block for the dates inventory is allocated:

• Total Contracted - requested number of rooms for the room block

• Total Authorized - confirmed number of rooms held in the group block

• Group Sold - number of rooms reserved in the group block of the dates

• Group Available - number of rooms still available in the group block after sold rooms are deducted from the block

• Total House Available - what remains in house inventory (outside of group block)

Notice -

Selected room types are listed first.

Open each room type to view:

• Contracted, Authorized, Group Sold, Group Available and House Available rooms.

• Group Room Rate Price

Unselected Room Types for the group block can be viewed after those that have been selected.

Notice -

Unselected Room Types will show

• 0 Contracted, Authorized, and Picked Up rooms

• Room rate setup for these room types

Click on NEXT to proceed

The Guarantee Information panel loads.

Select the preferred Billing Configuration Type and click on Next to continue.

Select the Guarantee Type from the given options and click on Confirm

Click on the final Confirm to create the Group Master

Enter Contact Info & Book screen -

Enter details for Group Name and Group Code

Then select to copy the profile from an existing Corporate ID or a Local Company

Select the company from the returned results by clicking on the company name and complete any fields in the address that are not populated

Should the local company not exist, you will have the option to create one from this screen

Proceed with completing the steps for group creation