Group Reservation Details .ng | HotelKey Knowledge Base

Group Reservation Details Report Overview

Parent Hub: 🤝 Sales, Groups & Events Reports

Category: 👥 Group Block

Target Roles: Directors of Sales, Group Sales Managers, Convention Services Managers, Revenue Managers, Front Office Managers, Hotel Controllers, General Managers

Key Value: Monitor granular date-by-date room category pick-up, track contractual room block allocations against attendee reservations, evaluate group block financial revenue yields, audit cutoff enforcement, and manage room wash and shoulder stay parameters.

Executive Summary

The Group Reservation Details Report is a comprehensive group sales audit, room block inventory tracking, and revenue management document within the 👥 Group Block category of the 🤝 Sales, Groups & Events Reports hub. Designed to deliver deep, date-by-date visibility into active group block commitments and reservation pick-up performance, it itemizes contractual room allocations, attendee booking realization, operational notes, and financial yield metrics across specified date windows.

By organizing group reservation data into 2 defined report sections: Details (Room Type Level) and Summary (Master Block Level), this report enables sales managers, revenue leads, and hotel controllers to evaluate room-category-specific pick-up (Details) alongside aggregated daily block totals (Summary). It maps master block contracts (Group Number, Group Name, Group Code, Group Status, Group Type, Check In Date, Check Out Date) and distribution rules (Pickup Restriction, Guarantee Method, Pricing Method, Billing Type, Billing Remarks, Elastic, Shoulder Date Start, Shoulder Date End) against daily room category allocations (Room Type Code, Room Type Name, Rate Plan, Contracted Rooms, Authorised Rooms, Total Picked Up, Contracted Rooms Available For Pick Up, Available For Pick Up, Released Rooms, Washed Rooms, Cut Off Date), operational notes (Group Remarks, Reservation Notes, Housekeeping Notes), guest demographics (Adults, Children), and financial revenue metrics (ADR, Total Group Block Gross Revenue, Total Group Block Net Revenue, Total Taxes, Total Fees, Total Taxes And Fees, Allocation Revenue).

Key Capabilities

Two-Section Granular Audit Structure: Separates room-type-specific daily pick-up entries (Details) from aggregated daily block totals (Summary) for precise inventory and revenue auditing.
Category-Level Pick-Up & Wash Tracking: Itemizes contracted rooms (Contracted Rooms), authorized caps (Authorised Rooms), actual reservations (Total Picked Up), remaining pick-up inventory (Available For Pick Up), released rooms (Released Rooms), and washed allocations (Washed Rooms) per room category.
Comprehensive Financial & Revenue Yield Analysis: Calculates net room revenue (Total Group Block Net Revenue), gross revenue (Total Group Block Gross Revenue), Average Daily Rate (ADR), applied taxes/fees (Total Taxes, Total Fees, Total Taxes And Fees), and total allocation revenue potential (Allocation Revenue).
Operational & Departmental Notes Integration: Captures group-level remarks (Group Remarks), front desk handling notes (Reservation Notes), and special cleaning instructions (Housekeeping Notes) to streamline event execution.
Contractual & Distribution Policy Oversight: Tracks booking distribution rules (Pickup Restriction), elastic pick-up flags (Elastic), pre/post shoulder date windows (Shoulder Date Start, Shoulder Date End), and master billing routing setups (Billing Type, Billing Remarks).

Report Views & Functional Breakdown

The Group Reservation Details Report presents group block pick-up and financial data across 2 defined sections:

┌────────────────────────────────────────────────────────────────────────┐
│                   GROUP RESERVATION DETAILS REPORT                     │
├────────────────────────────────────────────────────────────────────────┤
│                       2 Defined Report Sections                        │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Details Section       │ 2. Summary Section       │                  │
│    (Room Type Level)     │    (Master Block Level)  │                  │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Details Section (Room Type Level)

Monitors date-by-date room block allocations, reservation pick-up, remaining inventory, operational notes, and revenue yield disaggregated by specific room type categories (e.g., Standard Room, 1 King Premium, 2 Double Standard).

Primary Use: Reviewing room-category pick-up realization, tracking room wash by room type, and reading front desk or housekeeping handling notes.
Key Metrics: Date, Group Number, Group Name, Room Type Code, Room Type Name, Rate Plan, Contracted Rooms, Total Picked Up, Available For Pick Up, ADR, Total Group Block Net Revenue, Reservation Notes, Housekeeping Notes.

Image 10-19-26 at 8.26 PM.png — Details Section (Columns 1 to 14)

Image 10-19-26 at 8.27 PM.png — Details Section (Columns 15 to 26)

Image 10-19-26 at 8.29 PM.png — Details Section (Columns 30 to 43)

2. Summary Section (Master Block Level)

Aggregates total contracted rooms, authorized limits, picked-up reservations, remaining pick-up availability, released rooms, guest headcounts, and cumulative financial revenue totals across all room types for each calendar date.

Primary Use: Auditing total daily group block performance, evaluating block wash and shoulder stay rules, and checking total gross/net revenue yields.
Key Metrics: Date, Group Number, Group Name, Group Status, Contracted Rooms, Authorised Rooms, Total Picked Up, Available For Pick Up, Released Rooms, Cut Off Date, ADR, Total Group Block Gross Revenue, Total Group Block Net Revenue, Allocation Revenue, Elastic, Shoulder Date Start, Shoulder Date End.

Image 10-19-26 at 8.30 PM.png — Summary Section (Columns 1 to 14)

Image 10-19-26 at 8.32 PM.png — Summary Section (Columns 15 to 26)

Image 10-19-26 at 8.33 PM.png — Summary Section (Columns 28 to 41)

Data Dictionary (Dynamic View Columns)

Customize your default view using the Configure (⚙️) icon on the report page. Below is the full data dictionary representing all 49 unique columns available across the 2 report sections, sorted in alphabetical order by column name:

💰 Financial Posting Logic: Figures in Total Group Block Net Revenue, Total Group Block Gross Revenue, Total Taxes, Total Fees, and Allocation Revenue reflect net or gross charges posted for attendee reservations or calculated for block allocations. ADR is dynamically calculated as Total Group Block Net Revenue ÷ Total Picked Up.

Column Name	Section Applicability	Description	Data Source / System Mapping	Includes Taxes & Fees?
ADR	Both Sections	Calculated Average Daily Rate for the group block on the specified date (Total Group Block Net Revenue ÷ Total Picked Up).	Calculated: Net Rate Yield	❌ No
Adults	Both Sections	Total registered adult headcount across reservations booked under the group block.	Group Res Engine > Adult Count	N/A
Allocation Revenue	Section 2	Total monetary revenue potential calculated for full contractual room block allocation.	Calculated: Potential Allocation Yield	❌ No
Authorised Rooms	Both Sections	Maximum upper threshold of guest rooms authorized for pick-up under the group block agreement.	Group Block Master > Authorized Cap	N/A
Available For Pick Up	Both Sections	Count of remaining unreserved rooms in the group block available for attendee pick-up.	Group Block Engine > Remaining Allocation	N/A
Billing Remarks	Both Sections	Special billing notes, folio routing instructions, or payment terms linked to the group contract.	Group Block Master > Billing Notes	N/A
Billing Type	Both Sections	Method of folio payment and billing settlement configured for the group block (e.g., `Custom`, `Individual`, `Consolidated Billing`).	Group Block Master > Settlement Type	N/A
Cancellation Reason	Both Sections	Primary recorded reason code for group block cancellation (if applicable).	Group Block Master > Cancellation Code	N/A
Check In Date	Both Sections	Contractual start date (arrival date) of the group block stay window.	Group Block Master > Arrival Date	N/A
Check Out Date	Both Sections	Contractual end date (departure date) of the group block stay window.	Group Block Master > Departure Date	N/A
Children	Both Sections	Total registered child headcount across reservations booked under the group block.	Group Res Engine > Child Count	N/A
Company Name	Both Sections	Name of the corporate company profile attached to the group block (e.g., `DELTA AIR LINES`, `HOTELKEY INC`, `UNION PACIFIC RAILROAD`).	Account Master > Profile Name	N/A
Contracted Rooms	Both Sections	Agreed count of guest rooms formally contracted for the group block per night.	Group Block Master > Contracted Commitment	N/A
Contracted Rooms Available For Pick Up	Both Sections	Count of remaining unreserved contracted rooms available for pick-up.	Calculated: Contracted - Picked Up	N/A
Cut Off Date	Both Sections	Contractual cut-off date after which unpicked-up group block allocations release back to general property inventory.	Group Block Master > Cutoff Date	N/A
Date	Both Sections	Calendar date within the group block stay window.	PMS Calendar > Stay Date	N/A
Elastic	Section 2	Flag indicating whether the group block allows elastic pick-up beyond authorized allocations (e.g., `Yes`, `No`).	Group Block Master > Elastic Flag	N/A
Group Code	Both Sections	Alphanumeric short block code assigned to identify the group in the PMS/CRS (e.g., `MXI`, `MU6`, `MRV`).	Group Block Master > Block Code	N/A
Group Local Market Segment Code	Both Sections	Alphanumeric code representing the local market sub-segment.	PMS Setup > Local Segment Code	N/A
Group Local Market Segment Name	Both Sections	Descriptive name of the local market sub-segment classification (e.g., `AIRLINE`, `CORPORATE MEETING AND GROUPS`, `COMPLIMENTARY`).	PMS Setup > Local Segment Name	N/A
Group Market Segment Code	Both Sections	Alphanumeric code representing the primary market segment.	PMS Setup > Market Segment Code	N/A
Group Market Segment Name	Both Sections	Descriptive name of the primary market segment classification (e.g., `CORPORATE MEETING AND GROUPS`).	PMS Setup > Market Segment Name	N/A
Group Name	Both Sections	Official descriptive title or event name of the group block (e.g., `DELTA AIRLINES`, `RETAILKEY QUARTERLY MEETING`, `UNION PACIFIC RAILROAD`).	Group Block Master > Block Name	N/A
Group Number	Both Sections	Primary unique master identification number assigned to the group block in the PMS (e.g., `60056478`, `80092640`, `60119423`).	Group Block Master > Group ID	N/A
Group Remarks	Section 1	General operational notes or special event handling instructions recorded on the group profile.	Group Block Master > General Notes	N/A
Group Source Code	Both Sections	Alphanumeric code representing the booking channel or source of the group block (e.g., `PH`, `HS`).	Group Block Master > Source Code	N/A
Group Source Name	Both Sections	Descriptive name of the booking source channel (e.g., `PHONE`, `HOTEL SALES`).	Group Block Master > Source Name	N/A
Group Status	Both Sections	Operational lifecycle state of the group block contract (e.g., `In House`, `Arrival`, `Checked Out`).	Group Block Master > Lifecycle Status	N/A
Group Type	Both Sections	Classification status of the group contract (e.g., `Definite`, `Tentative`, `Cancelled`).	Group Block Master > Contract Status	N/A
Guarantee Method	Both Sections	Required reservation guarantee type or credit card policy attached to the group block.	Group Block Master > Guarantee Policy	N/A
Housekeeping Notes	Section 1	Special cleaning, room setup, or housekeeping instructions linked to the group block.	Group Block Master > HK Notes	N/A
Pickup Restriction	Section 1	Channel distribution restriction governing how group reservations can be booked (e.g., `Restrict to PMS Only`, `Open To All Channels`).	Group Block Master > Distribution Rule	N/A
Pricing Method	Both Sections	Pricing structure model applied to the group block rate agreement (e.g., `By Room Type`, `By Occupancy`).	Group Block Master > Rate Model	N/A
Projected Occupancy	Both Sections	Projected occupancy percentage for the group block on the target date.	Group Block Engine > Occupancy %	N/A
Rate Plan	Section 1	Contracted group rate code linked to the block agreement (e.g., `GCG01`, `INCMP`).	Group Block Master > Attached Rate	N/A
Released Rooms	Both Sections	Count of unpicked-up group block rooms formally released back to general property inventory.	Group Block Engine > Released Count	N/A
Reservation Notes	Section 1	Special guest service, amenity, or front desk handling notes linked to the group block (e.g., `Group arriving by bus`).	Group Block Master > Front Desk Notes	N/A
Room Type Code	Section 1	Alphanumeric code representing the room type category (e.g., `CSTG`, `KABN`, `KBSN`, `DQAN`).	PMS Setup > Room Category Code	N/A
Room Type Name	Section 1	Descriptive commercial name of the room type category (e.g., `Standard Room`, `1 King Premium`, `1 King Standard`, `2 Double Standard`).	PMS Setup > Room Category Description	N/A
Shoulder Date End	Section 2	Ending date of the authorized shoulder stay window for pre/post group extension stays.	Group Block Master > Shoulder End Date	N/A
Shoulder Date Start	Section 2	Starting date of the authorized shoulder stay window for pre/post group extension stays.	Group Block Master > Shoulder Start Date	N/A
Total Fees	Both Sections	Total net surcharge fees posted to the group block allocation.	Sales Ledger > Fee Charges	🟢 Yes
Total Group Block Gross Revenue	Both Sections	Total gross revenue generated combining room revenue, taxes, and fees.	Sales Ledger > Gross Total	🟢 Yes
Total Group Block Net Revenue	Both Sections	Total net lodging revenue generated by the group block allocation.	Sales Ledger > Net Lodging Revenue	❌ No
Total Picked Up	Both Sections	Total numerical count of attendee reservations picked up under the group block for the target date.	Group Res Engine > Picked Up Count	N/A
Total Taxes	Both Sections	Total lodging and sales taxes posted to the group block allocation.	Sales Ledger > Tax Charges	🟢 Yes
Total Taxes And Fees	Both Sections	Total combined taxes and fees posted to the group block allocation.	Sales Ledger > Combined Taxes/Fees	🟢 Yes
Travel Agent Company Name	Both Sections	Name of the travel agency or intermediary profile linked to the group block.	Travel Agency Profile > Company Name	N/A
Washed Rooms	Section 1	Count of group block rooms removed or washed from the block allocation prior to cutoff.	Group Block Engine > Washed Count	N/A

Customization & Platform Features

User & Property Preferences

Personal Preference: Tailor your individual view by hiding or dragging columns. Your preferences save automatically for future sessions.
Property Defaults: System Admins can configure standard default layouts across all property users to streamline operational reporting. To maximize audit efficiency, group the columns into the below logical blocks:
- Section 1: Details
  - Group Identification & Confirmation Status (Cols 1–5): Group Name | Group Code | Group Number | Group Status | Group Type
  - Schedule Window & Cutoff Dates (Cols 6–9): Date | Check In Date | Check Out Date | Cut Off Date
  - Room Category & Rate Plan Setup (Cols 10–13): Room Type Code | Room Type Name | Rate Plan | Pricing Method
  - Inventory Allocation & Pickup Metrics (Cols 14–20): Contracted Rooms | Authorised Rooms | Total Picked Up | Contracted Rooms Available For Pick Up | Available For Pick Up | Released Rooms | Washed Rooms
  - Financial Revenue & Rate KPIs (Cols 21–27): Total Group Block Net Revenue | Total Group Block Gross Revenue | ADR | Total Taxes | Total Fees | Total Taxes And Fees | Projected Occupancy
  - Occupant Headcount (Cols 28–29): Adults | Children
  - Billing Setup & Accounts (Cols 30–34): Billing Type | Billing Remarks | Guarantee Method | Company Name | Travel Agent Company Name
  - Market Segment & Source Classifications (Cols 35–40): Group Market Segment Code | Group Market Segment Name | Group Local Market Segment Code | Group Local Market Segment Name | Group Source Code | Group Source Name
  - Operational Remarks & Notes (Cols 41–45): Group Remarks | Reservation Notes | Housekeeping Notes | Pickup Restriction | Cancellation Reason
- Section 2: Summary
  - Group Identification & Confirmation Status (Cols 1–5): Group Name | Group Code | Group Number | Group Status | Group Type
  - Schedule Window & Cutoff Dates (Cols 6–9): Date | Check In Date | Check Out Date | Cut Off Date
  - Contract Terms & Elastic Shoulder Dates (Cols 10–13): Elastic | Shoulder Date Start | Shoulder Date End | Pricing Method
  - Inventory Allocation & Pickup Metrics (Cols 14–19): Contracted Rooms | Authorised Rooms | Total Picked Up | Contracted Rooms Available For Pick Up | Available For Pick Up | Released Rooms
  - Financial Revenue & Rate KPIs (Cols 20–27): Total Group Block Net Revenue | Total Group Block Gross Revenue | Allocation Revenue | ADR | Total Taxes | Total Fees | Total Taxes And Fees | Projected Occupancy
  - Occupant Headcount (Cols 28–29): Adults | Children
  - Billing Setup & Accounts (Cols 30–34): Billing Type | Billing Remarks | Guarantee Method | Company Name | Travel Agent Company Name
  - Market Segment & Source Classifications (Cols 35–40): Group Market Segment Code | Group Market Segment Name | Group Local Market Segment Code | Group Local Market Segment Name | Group Source Code | Group Source Name
  - Cancellation Audit (Col 41): Cancellation Reason

Use the top-right toolbar icons on the report page to manage and export your data view:

Icon	Action / Feature	Description
	Knowledge Article	Opens the knowledge base article to learn how to interpret this report.
	Saved Views	Saves your column filtering, sorting, and highlight preferences so you can easily reload your custom view later without reconfiguring the report.
	Bar Chart	Displays report data in a visual bar chart format.
	Filter	Opens filter controls to isolate specific data within a column based on your selected criteria.
	Highlight	Highlights column values in a designated color based on selected conditions.
	Export	Exports and downloads the report in various formats (Excel, PDF, CSV) for offline analysis or printing.
	Configure	Opens column selection controls to toggle visibility, reorder columns, or hide rows with all zeros.
	Additional Configuration	Provides advanced report configuration and display formatting options to customize data presentation.
	Group By	Summarize and group report data dynamically in real time.

Interactive Visualizations & Grouping Controls

Group By & Pie Chart Visualization: The Group Reservation Details report features an interactive pie chart to help analyze group block pickup performance and commitment share distributions. Users can toggle or expand/collapse the Group Status sections to analyze room-category-level pick-up or master block totals independently. By selecting a metric from the Select Base Column dropdown menu—such as Contracted Rooms, Authorised Rooms, Total Picked Up, Contracted Rooms Available For Pick Up, Available For Pick Up, Released Rooms, Projected Occupancy, or Total Group Block Gross Revenue—the chart dynamically renders percentage share breakdowns accompanied by an interactive color-coded legend.

Image 10-19-26 at 8.39 PM.png — *Group By & Pie Chart Visualization*

Bar Chart Visualizer: The Group Reservation Details report includes an interactive bar chart to help analyze group block pick-up performance, room commitments, and projected revenue trends over time. By adjusting the Select Column (Y-Axis) dropdown menu, users can dynamically toggle the chart view to plot metrics such as Contracted Rooms, Authorised Rooms, Total Picked Up, Available For Pick Up, Released Rooms, Projected Occupancy, or Total Group Block Gross Revenue chronologically alongside the detailed group reservation data grid.

Image 10-19-26 at 8.42 PM.png — *Bar Chart Visualizer*

Advanced Controls

Pre-Arrival Operational Audits: Filter Section 1 by Reservation Notes or Housekeeping Notes to review special arrival instructions (e.g., "Group arriving by bus", "Welcome amenity to be placed in room") prior to group check-in.
Inventory Wash & Cutoff Audits: Compare Contracted Rooms against Total Picked Up in Section 2 as Cut Off Date approaches to make manual block wash adjustments.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight fully picked-up room categories (Available For Pick Up = 0), under-performing room blocks, or impending cut-off dates.

Within 🤝 Sales, Groups & Events Reports & 👥 Group Block:

Group Activity Report – Two-section report tracking operational stay statistics and financial revenue production across group blocks.
Group Pickup Details – Daily block inventory pick-up velocity and contractual release rule tracking.
Group Recap By Arrival – Chronological arrival summary of upcoming group blocks and master billing setups.
Group Rooming List – Detailed attendee reservation list associated with active group blocks.

Cross-Pillar Deep Dives:

🛎️ Front Desk & Guest Services: Reconcile group reservation notes (Reservation Notes) with Today's Guests and Special Assistance to ensure front desk readiness.
📊 Financial & Revenue Management: Cross-reference net group room revenue (Total Group Block Net Revenue) with monthly trial balance and occupancy forecast and history.