Group Reservations .ng | HotelKey Knowledge Base

Group Reservations Report Overview

Parent Hub: 🤝 Sales, Groups & Events Reports

Category: 👥 Group Block

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

Key Value: Monitor comprehensive master group block contracts, track original allocations against pickup realization, evaluate master folio financial ledger balances, audit cut-off enforcement and channel restrictions, and streamline departmental event logistics.

Executive Summary

The Group Reservations Report is a master group sales management, block contract tracking, and financial reconciliation document within the 👥 Group Block category of the 🤝 Sales, Groups & Events Reports hub. Designed to deliver end-to-end operational and commercial visibility over active group block contracts, it aggregates master contract parameters, distribution channel controls, inventory realization metrics, operational notes, and financial ledger balances across specified stay windows.

By mapping master block contracts (Group Number, Group Name, Group Code, Group Type, Group Status, Check In Date, Check Out Date, Contact Role, Cancellation Reason) and attached profiles (Company Name, Travel Agent Company Name) to contractual rate terms (Pricing Method, Billing Type, Billing Remarks, Guarantee Method, Pickup Restriction, Elastic, Shoulder Date Start, Shoulder Date End), inventory movement metrics (Original Allocations, Available For Pick Up, Reserved Rooms, Released Rooms, Washed Rooms, Cut Off Date), guest demographics (Adults, Children, Projected Occupancy), operational remarks (Group Remarks, Reservation Notes, Housekeeping Notes), and master financial ledgers (Gross Revenue, Net Revenue, Total Taxes, Total Fees, Total Taxes And Fees, Group Payments, Group Folio Balance), this report enables sales leads, revenue managers, and hotel controllers to manage group block lifecycles, monitor master account balances, verify pre-arrival billing routing, and ensure seamless event execution.

Key Capabilities

Master Group Contract Lifecycle Audit: Consolidates all active, arriving, and in-house group blocks into a single master audit matrix.
Inventory Allocation & Pickup Realization: Tracks contracted block allocations (Original Allocations) against actual attendee bookings (Reserved Rooms), remaining available inventory (Available For Pick Up), released rooms (Released Rooms), and washed allocations (Washed Rooms).
Master Folio Financial Ledger Tracking: Itemizes net lodging revenue (Net Revenue), gross revenue (Gross Revenue), taxes/surcharges (Total Taxes, Total Fees, Total Taxes And Fees), posted advance payments (Group Payments), and current outstanding master account balances (Group Folio Balance).
Contractual & Channel Rule Enforcement: Displays channel booking restrictions (Pickup Restriction, e.g., Restrict to PMS Only, Open To All Channels), elastic pick-up rules (Elastic), shoulder stay date limits (Shoulder Date Start, Shoulder Date End), and contractual cutoff dates (Cut Off Date).
Cross-Departmental Operational Logistics: Integrates special event notes (Group Remarks), front desk handling instructions (Reservation Notes), and specific room setup/cleaning requests (Housekeeping Notes, e.g., "Welcome amenity to be placed in room").

Report Views & Functional Breakdown

The Group Reservations Report presents master group block contract and financial data in a unified single-table master matrix supporting three primary operational perspectives:

┌────────────────────────────────────────────────────────────────────────┐
│                      GROUP RESERVATIONS REPORT                         │
├────────────────────────────────────────────────────────────────────────┤
│                         Unified Matrix View                            │
├──────────────────────────┬──────────────────────────┬──────────────────┤
│ 1. Group Contract &      │ 2. Inventory Pick-Up &   │ 3. Financial &   │
│    Stay Timeframe Trace  │    Release Audit         │    Folio Ledger  │
└──────────────────────────┴──────────────────────────┴──────────────────┘

1. Group Contract & Stay Timeframe Trace

Monitors master block titles, alphanumeric block codes, PMS group numbers, contract statuses, attached company/agency profiles, and contractual arrival/departure dates.

Primary Use: Reviewing active group contracts, verifying account profile attachments, and tracking contract stay windows.
Key Metrics: Group Name, Group Code, Group Number, Group Type, Group Status, Check In Date, Check Out Date, Company Name, Travel Agent Company Name, Contact Role, Cancellation Reason.

2. Inventory Pick-Up & Release Audit

Tracks contractual block allocations, reserved pick-up counts, remaining available inventory, released rooms, washed allocations, cutoff dates, channel rules, and guest headcounts.

Primary Use: Evaluating group block pick-up realization prior to cutoff, managing block wash, and confirming channel distribution rules.
Key Metrics: Original Allocations, Available For Pick Up, Reserved Rooms, Released Rooms, Washed Rooms, Cut Off Date, Pickup Restriction, Elastic, Shoulder Date Start, Shoulder Date End, Adults, Children, Projected Occupancy.

3. Financial & Folio Ledger

Audits agreed billing settlement types, special folio remarks, rate pricing methods, net/gross revenue yield, applied taxes/fees, posted advance deposits, and outstanding master folio balances.

Primary Use: Reviewing pre-arrival billing routing, checking direct-bill master balances, and verifying group deposit collection prior to check-in.
Key Metrics: Billing Type, Billing Remarks, Pricing Method, Guarantee Method, Gross Revenue, Net Revenue, Total Taxes, Total Fees, Total Taxes And Fees, Group Payments, Group Folio Balance, Group Remarks, Reservation Notes, Housekeeping Notes.

GRP Res 1.png — Group Reservations Report (Columns 1 to 13)

Image 10-20-26 at 7.38 AM.png — Group Reservations (Columns 14 to 25)

grp res 3.png — Group Reservations (Columns 26 to 38)

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 38 dynamic columns available in this report, sorted in alphabetical order by column name:

💰 Financial Posting Logic: Figures in Net Revenue, Gross Revenue, Total Taxes, Total Fees, and Total Taxes And Fees reflect net or gross charges posted to group master folios or attendee folios. Group Folio Balance represents the net outstanding ledger balance owed on the group master account after deducting Group Payments.

Column Name	Description	Data Source / System Mapping	Includes Taxes & Fees?
Adults	Total registered adult headcount across reservations booked under the group block.	Group Res Engine > Adult Count	N/A
Available For Pick Up	Count of remaining unreserved rooms in the group block available for attendee pick-up.	Group Block Engine > Remaining Allocation	N/A
Billing Remarks	Special billing notes, folio routing instructions, or payment terms linked to the group contract.	Group Block Master > Billing Notes	N/A
Billing Type	Method of folio payment and billing settlement configured for the group block (e.g., `CUSTOM`, `INDIVIDUAL`, `CONSOLIDATED`).	Group Block Master > Settlement Type	N/A
Cancellation Reason	Primary recorded reason code for group block cancellation (if applicable).	Group Block Master > Cancellation Code	N/A
Check In Date	Contractual start date (arrival date) of the group block stay window.	Group Block Master > Arrival Date	N/A
Check Out Date	Contractual end date (departure date) of the group block stay window.	Group Block Master > Departure Date	N/A
Children	Total registered child headcount across reservations booked under the group block.	Group Res Engine > Child Count	N/A
Company Name	Name of the corporate company profile attached to the group block (e.g., `DELTA AIR LINES`, `HOTELKEY INC`).	Account Master > Profile Name	N/A
Contact Role	Designated primary contact role or title associated with the group contract.	Group Block Master > Contact Role	N/A
Cut Off Date	Contractual cut-off date after which unpicked-up group block allocations release back to general property inventory.	Group Block Master > Cutoff Date	N/A
Elastic	Flag indicating whether the group block allows elastic pick-up beyond authorized allocations (e.g., `Yes`, `No`).	Group Block Master > Elastic Flag	N/A
Gross Revenue	Total gross revenue generated combining room charges, taxes, and fees.	Sales Ledger > Gross Total	🟢 Yes
Group Code	Alphanumeric short block code assigned to identify the group in the PMS/CRS (e.g., `MXI`, `MU6`).	Group Block Master > Block Code	N/A
Group Folio Balance	Current outstanding ledger balance owed on the group master folio.	Group Ledger > Master Balance	🟢 Yes
Group Name	Official descriptive title or event name of the group block (e.g., `DELTA AIRLINES`, `RETAILKEY QUARTERLY MEETING`).	Group Block Master > Block Name	N/A
Group Number	Primary unique master identification number assigned to the group block in the PMS (e.g., `60056478`, `80092640`).	Group Block Master > Group ID	N/A
Group Payments	Total advance deposits and payments collected and posted to the group master folio.	Group Ledger > Payments Posted	🟢 Yes
Group Remarks	General operational notes or special event handling instructions recorded on the group profile (e.g., `Group arriving by bus`).	Group Block Master > General Notes	N/A
Group Status	Operational lifecycle state of the group block contract (e.g., `In House`, `Arrival`, `Checked Out`).	Group Block Master > Status Code	N/A
Group Type	Classification status of the group contract (e.g., `Definite`, `Tentative`, `Cancelled`).	Group Block Master > Contract Status	N/A
Guarantee Method	Required reservation guarantee type or credit card policy attached to the group block.	Group Block Master > Guarantee Policy	N/A
Housekeeping Notes	Special cleaning, room setup, or housekeeping instructions linked to the group block (e.g., `Welcome amenity to be placed in room`).	Group Block Master > HK Notes	N/A
Net Revenue	Total net lodging revenue generated by the group block.	Sales Ledger > Net Lodging	❌ No
Original Allocations	Initial contractual room block allocation contracted for the group stay.	Group Block Master > Initial Contract	N/A
Pickup Restriction	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	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	Projected occupancy percentage for the group block across its stay window.	Group Block Engine > Occupancy %	N/A
Released Rooms	Count of unpicked-up group block rooms formally released back to general property inventory.	Group Block Engine > Released Count	N/A
Reservation Notes	Special guest service, amenity, or front desk handling notes linked to the group block.	Group Block Master > Front Desk Notes	N/A
Reserved Rooms	Total numerical count of attendee reservations picked up under the group block.	Group Res Engine > Picked Up Count	N/A
Shoulder Date End	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	Starting date of the authorized shoulder stay window for pre/post group extension stays.	Group Block Master > Shoulder Start Date	N/A
Total Fees	Total net surcharge fees posted to the group master or group attendee folios.	Sales Ledger > Fee Charges	🟢 Yes
Total Taxes	Total lodging and sales taxes posted to the group master or group attendee folios.	Sales Ledger > Tax Charges	🟢 Yes
Total Taxes And Fees	Total combined taxes and fees posted to the group block.	Sales Ledger > Combined Taxes/Fees	🟢 Yes
Travel Agent Company Name	Name of the travel agency or intermediary profile linked to the group block.	Travel Agency Profile > Company Name	N/A
Washed Rooms	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 3 logical blocks:
- Group Identification & Lifecycle Status (Cols 1–5): Group Name | Group Code | Group Number | Group Status | Group Type
- Schedule Schedule Window & Cutoff Timeline (Cols 6–10): Check In Date | Check Out Date | Cut Off Date | Contact Role | Cancellation Reason
- Block Allocation & Conversion Pickup KPIs (Cols 11–17): Original Allocations | Reserved Rooms | Available For Pick Up | Released Rooms | Washed Rooms | Pickup Restriction | Projected Occupancy
- Financial Revenue & Master Ledger Balances (Cols 18–24): Net Revenue | Gross Revenue | Total Taxes | Total Fees | Total Taxes And Fees | Group Payments | Group Folio Balance
- Occupant Headcount & Elastic Terms (Cols 25–29): Adults | Children | Elastic | Shoulder Date Start | Shoulder Date End
- Billing & Pricing Setup (Cols 30–33): Billing Type | Billing Remarks | Pricing Method | Guarantee Method
- Account Metadata (Cols 34–35): Company Name | Travel Agent Company Name
- Operational Remarks & Notes (Cols 36–38): Group Remarks | Reservation Notes | Housekeeping Notes

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.
	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: Group master entries on the fly by Group Status, to evaluate active in-house blocks, billing setups, or corporate account distributions.

Image 10-20-26 at 7.43 AM.png — *Group By & Pie Chart Visualization*

Advanced Controls

Pre-Arrival Master Billing & Deposit Audits: Filter data by Check In Date within the next 7 days to verify Billing Type, Billing Remarks, and confirm required advance deposits (Group Payments) are posted.
Operational Instruction Verification: Filter by Housekeeping Notes or Group Remarks to ensure special requests (e.g., "Welcome amenity to be placed in room", "Group arriving by bus") are communicated to hotel departments.
Highlighting (Conditional Formatting): Apply custom rules to automatically highlight unpaid master balances (Group Folio Balance > $0), under-picked blocks near cutoff (Available For Pick Up > 10), or high-revenue group stays.

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 Reservation Details – Two-section report tracking room-category pick-up and daily master block totals.

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 check-in readiness.
📊 Financial & Accounts Receivable: Reconcile outstanding group master balances (Group Folio Balance) with monthly Direct Bill Aging.