Group Reservation Details .ng | HotelKey Knowledge Base

Group Reservation Details

Report Description: The Group Reservation Details Report presents a list of group block details for a defined period of time, including group name, group status, cancellation reason, group number, group code, check-in and check-out dates, company name, travel agent company name, guarantee method, billing type, original allocations, available for pick up, reserved rooms, released rooms, cut-off date, group charges, group payments, and group folio balance.

Date Range: Historical report, up to 365 days in the past to current day

The report will have two tabs

Group Reservation Summary
Group Reservation Room Type Details

The report can be grouped by “Group Status” and will be available to export to PDF, CSV and XLS.

Available Report Columns for Following Sections:

Section 1 :
Group Reservation Summary - displays in separate rows for each night of the Group Block.

Column Name	Column Description	Amount Includes Taxes and Fees	Calculation
Group Date	Actual stay night date - this column will have multiple rows, one row for each stay night, if the group is in-house for more than 1-night	Not Applicable	Not Applicable
Group Type	Type of the group master (Prospect, Tentative, Definite)	Not Applicable	Not Applicable
Group Name	Name of the Group Master	Not Applicable	Not Applicable
Group Status	Status of the group master (Canceled, Arrival, Checked-Out)	Not Applicable	Not Applicable
Group Number	Unique identifier for the group master reservation	Not Applicable	Not Applicable
Cancellation Reason	Reason for cancellation, if applicable	Not Applicable	Not Applicable
Group Code	Code representing the group master reservation	Not Applicable	Not Applicable
Group Source Code	Unique identifier associated with the booking source of the group	Not Applicable	Not Applicable
Group Source Name	The booking source or channel through which reservations are made (e.g., phone, online, direct bookings)	Not Applicable	Not Applicable
Group Market Segment Code	Market segment code associated with the group	Not Applicable	Not Applicable
Group Market Segment Name	Market segment name associated with the group	Not Applicable	Not Applicable
Group Local Market Segment Code	Local Market segment code associated with the group	Not Applicable	Not Applicable
Group Local Market Segment Name	Local Market segment name associated with the group	Not Applicable	Not Applicable
Check In Date	Date when the group is scheduled to check in	Not Applicable	Not Applicable
Check Out Date	Date when the group is scheduled to check out	Not Applicable	Not Applicable
Company Name	Name of the company associated with the group, if applicable	Not Applicable	Not Applicable
Travel Agent Company name	Name of the travel agent company associated with the group, if applicable	Not Applicable	Not Applicable
Guarantee Method	Method used to guarantee the group master reservation	Not Applicable	Not Applicable
Pricing Method	Allows hotels to select a pricing method for a Group. When activated, the method can be set as either ‘Per Product’ or ‘By Occupancy'.	Not Applicable	Not Applicable
Billing Type	Type of billing for the group master reservation (Individual, Full Coverage, Room Only, Custom)	Not Applicable	Not Applicable
Billing Remarks	Any remarks for billing details	Not Applicable	Not Applicable
Contracted Rooms	Total sum of contracted rooms ( CT Counts) for all inventory types.	Not Applicable	Not Applicable
Authorized Rooms	Total sum of authorized rooms ( AU Counts) for all inventory types.	Not Applicable	Not Applicable
Total Picked Up	Total Number of reservations picked up for all inventory types	Not Applicable	Not Applicable
Contracted Rooms Available for Pick Up	The total number of Contracted (CT) rooms still available for pickup	Not Applicable	=sum (Contracted Rooms)- (Total Picked Up)
Available For Pick Up	The number of Authorized (AT) rooms available for pick-up	Not Applicable	=sum (Authorized Rooms) - (Total Picked Up)
Released Rooms	Total Number of rooms released for all inventory types	Not Applicable	Not Applicable
Cut Off Date	Date when the reservation cut-off occurs	Not Applicable	Not Applicable
Adults	Number of adults in the group master	Not Applicable	=sum(adults)
Children	Number of children in the group master	Not Applicable	=sum(children)
Projected Occupancy	A forecast of the percentage of a hotel's rooms that are expected to be occupied on a future date or over a specific period.	Not Applicable	Not Applicable
ADR	Average Room Rate for the reservation	Not Applicable	=sum (Total Group Block Revenue) / (Total Picked Up)
Total Group Block Gross Revenue	Total group room revenue before taxes and fees	Not Applicable	=sum(sum group room revenue before taxes)
Total Group Block Net Revenue	Total group room revenue after taxes and fees	Not Applicable	=sum(sum group room revenue after taxes)
Total Taxes	Shows taxes posted on the Group Master	Not Applicable	=sum(taxes)
Total Fees	Shows fees posted on the Group Master	Not Applicable	=sum(fees)
Total Taxes and Fees	Total combined taxes and fees for the group master	Not Applicable	=sum(total taxes + total fees)
Allocation Revenue	Total revenue for the allocated Group rooms	Not Applicable	=sum(Allocated Room revenue for the room type) - Excludes tax
Elastic	Yes or No if the elastic toggle is activated for the group	Not Applicable	Not Applicable
Shoulder Date Start	Start date for shoulder days on the group block	Not Applicable	Not Applicable
Shoulder Date End	End date for shoulder days on the group block	Not Applicable	Not Applicable

Section 2:
Group Reservation Details - The details tab will show the breakdown in separate rows for each room type for each night of the Group Block.

Column Name	Column Description	Amount Includes Taxes and Fees	Calculation
Date	Actual stay night date	Not Applicable	Not Applicable
Group Type	Type of the group master (Prospect, Tentative, Definite)	Not Applicable	Not Applicable
Group Name	Name of the Group Master	Not Applicable	Not Applicable
Group Status	Status of the group master (Canceled, Arrival, In House, Pending Departure or Checked Out)	Not Applicable	Not Applicable
Cancellation Reason	Reason for cancellation, if applicable	Not Applicable	Not Applicable
Group Number	Unique identifier for the group master reservation	Not Applicable	Not Applicable
Group Code	Code representing the group master reservation	Not Applicable	Not Applicable
Group Source Code	Unique identifier associated with the booking source of the group	Not Applicable	Not Applicable
Group Source Name	The booking source or channel through which reservations are made (e.g., phone, online, direct bookings)	Not Applicable	Not Applicable
Group Market Segment Code	Market segment code associated with the group	Not Applicable	Not Applicable
Group Market Segment Name	Market segment name associated with the group	Not Applicable	Not Applicable
Group Local Market Segment Code	Local Market segment code associated with the group	Not Applicable	Not Applicable
Group Local Market Segment Name	Local Market segment name associated with the group	Not Applicable	Not Applicable
Room Type Name	The room type with allocated inventory in the group master	Not Applicable	Not Applicable
Check In Date	Date when the group is scheduled to check in	Not Applicable	Not Applicable
Check Out Date	Date when the group is scheduled to check out	Not Applicable	Not Applicable
Company Name	Name of the company associated with the group, if applicable	Not Applicable	Not Applicable
Travel Agent Company name	Name of the travel agent company associated with the group, if applicable	Not Applicable	Not Applicable
Guarantee Method	Method used to guarantee the group master reservation	Not Applicable	Not Applicable
Pricing Method	By Product (property defines a price for each room type (product) within the selected date range) or By Occupancy (Rates are configured for each occupancy combination (1 Adult, 2 Adults, Child, etc).	Not Applicable	Not Applicable
Billing Type	Type of billing for the group master reservation (Individual, Full Coverage, Room Only, Custom)	Not Applicable	Not Applicable
Billing Remarks	Any remarks for billing details	Not Applicable	Not Applicable
Contracted Rooms	Total sum of contracted rooms (CT Counts) for the room type	Not Applicable	Not Applicable
Authorized Rooms	Total sum of authorized rooms (AU Counts) for the room type	Not Applicable	Not Applicable
Total Picked Up	Total number of member reservations picked up for the stay night	Not Applicable	Not Applicable
Contracted Rooms Available For Pick Up	The total number of Contracted (CT) rooms still available for pickup for the room type	Not Applicable	=sum (Contracted Rooms) - (Total Picked Up)
Available For Pick Up	The number of Authorized (AT) rooms available for pick-up for the room type	Not Applicable	=sum (Authorized Rooms) - (Total Picked Up)
Released Rooms	Number of rooms released by the group master	Not Applicable	Not Applicable
Cut Off Date	Date when the reservation cut-off occurs	Not Applicable	Not Applicable
Adults	Number of adults in the group master	Not Applicable	=sum(adults)
Children	Number of children in the group master	Not Applicable	=sum(children)
Projected Occupancy	A forecast of the percentage of a hotel's rooms that are expected to be occupied on a future date or over a specific period.	Not Applicable	Not Applicable
ADR	Average Room Rate for the reservation	Not Applicable	=sum (Total Group Block Revenue for room type) / (Total Picked Up for the room type)
Total Group Block Gross Revenue	Total Group Block’s Gross Revenue	Not Applicable	=sum(Total Group Block Revenue for room type) - Excludes tax
Total Group Block Net Revenue	Total Group room revenue after taxes and fees	Not Applicable	=sum(Total Group Block Revenue for room type) + includes tax
Total Taxes	Shows taxes posted on the Group Master	Not Applicable	=sum(taxes)
Total Fees	Shows fees posted on the Group Master	Not Applicable	=sum(fees)
Total Taxes and Fees	Total combined taxes and fees for the group master	Not Applicable	=sum(total taxes + total fees)

Misc Report Information:

Available Features:

Export: ability to download and save the file into an alternate format.
Filter: filter a range of data based on criteria defined by the user.
Highlight: also known as conditional formatting is the ability to highlight certain values making them easier to identify.
Grouping: ability to view the data grouped by: All, Group Status
Pie Chart: ability to view grouped data in a Pie Chart view.

Available Configuration:

User Preferences: allows the user to customize their report view by repositioning or removing columns.
Property Preferences: allows the property to customize the report view for all users by repositioning or removing columns.

Baseline Configuration:

Property Preferences Settings:
- Following columns to be disabled for initial deployment:
  - Not Applicable