--- language: "en" --- # KNOWLEDGE BASE HOME ## Topics * ### [HotelKey Support Links and Phone](https://kb.hotelkeyapp.com/hk-kb/hotelkey-systems.md) * [HoteKey Products](https://kb.hotelkeyapp.com/hk-kb/hotekey-support.md) * ### [HotelKey PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/hotelkey-application-knowledge-base.md) * [Front Desk](https://kb.hotelkeyapp.com/hk-kb/front-desk.md) * [Housekeeping \& Maintenance](https://kb.hotelkeyapp.com/hk-kb/rooms.md) * [Companies \& Direct Bill](https://kb.hotelkeyapp.com/hk-kb/charges-invoicing-payments.md) * [Group Management](https://kb.hotelkeyapp.com/hk-kb/group-management.md) * [Manage Rates \& Restrictions (Rate Calendar)](https://kb.hotelkeyapp.com/hk-kb/rates-pricing.md) * [4 more pages](https://kb.hotelkeyapp.com/hk-kb/hotelkey-application-knowledge-base.md) * ### [RetailKey Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/retailkey-knowledge-base.md) * [RetailKey Installations \& Registrations](https://kb.hotelkeyapp.com/hk-kb/retailkey-systems.md) * [RetailKey Administrative Functions](https://kb.hotelkeyapp.com/hk-kb/retailkey-administrative-functions.md) * [RetailKey Application - Android](https://kb.hotelkeyapp.com/hk-kb/retailkey-application-android.md) * [RetailKey Application - iOS](https://kb.hotelkeyapp.com/hk-kb/using-the-retailkey-point-of-sale-mobile-applicati.md) * [RetailKey Application - Web Register](https://kb.hotelkeyapp.com/hk-kb/retailkey-application-web-register.md) * [1 more pages](https://kb.hotelkeyapp.com/hk-kb/retailkey-knowledge-base.md) * ### [EventKey Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/eventkey-application-knowledge-base.md) * [Manage Events](https://kb.hotelkeyapp.com/hk-kb/manage-events.md) * [EventKey App Administration and Setup](https://kb.hotelkeyapp.com/hk-kb/eventkey-app-administration-and-setup.md) * [EventKey Glossary](https://kb.hotelkeyapp.com/hk-kb/eventkey-glossary.md) * [EventKey Dashboard](https://kb.hotelkeyapp.com/hk-kb/eventkey-dashboard.md) * [EventKey Reports](https://kb.hotelkeyapp.com/hk-kb/eventkey-reports.md) * [1 more pages](https://kb.hotelkeyapp.com/hk-kb/eventkey-application-knowledge-base.md) * ### [TrainKey Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/trainkey-knowledge-base.md) * [Getting Started with TrainKey.](https://kb.hotelkeyapp.com/hk-kb/getting-started-with-trainkey.md) * [TrainKey Reporting](https://kb.hotelkeyapp.com/hk-kb/trainkey-reporting.md) * ### [NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/nextgen-pms-knowledge-base.md) * [Front Desk .ng](https://kb.hotelkeyapp.com/hk-kb/front-desk-ng.md) * [House Accounts .ng](https://kb.hotelkeyapp.com/hk-kb/house-accounts-ng.md) * [Housekeeping \& Maintenance .ng](https://kb.hotelkeyapp.com/hk-kb/housekeeping-maintenance-ng.md) * [Companies \& Direct Bill .ng](https://kb.hotelkeyapp.com/hk-kb/companies-direct-bill-ng.md) * [Group Management .ng - v1](https://kb.hotelkeyapp.com/hk-kb/group-management-ng.md) * [3 more pages](https://kb.hotelkeyapp.com/hk-kb/nextgen-pms-knowledge-base.md) * ### [NextGen Reports](https://kb.hotelkeyapp.com/hk-kb/nextgen-reports.md) * [How to Configure the Report Scheduler .ng](https://kb.hotelkeyapp.com/hk-kb/how-to-configure-the-report-scheduler-ng.md) * [How to Configure Report Preferences](https://kb.hotelkeyapp.com/hk-kb/how-to-configure-report-preferences.md) * [Department Key Reports](https://kb.hotelkeyapp.com/hk-kb/department-key-reports.md) * [Accounting Department Key Reports .ng](https://kb.hotelkeyapp.com/hk-kb/accounting-department-key-reports.md) * [Companies Reports .ng](https://kb.hotelkeyapp.com/hk-kb/companies.md) * [18 more pages](https://kb.hotelkeyapp.com/hk-kb/nextgen-reports.md) * ### [NextGen Enterprise Reports](https://kb.hotelkeyapp.com/hk-kb/nextgen-enterprise-reports.md) * [Enterprise Administration Reports .ng](https://kb.hotelkeyapp.com/hk-kb/enterprise-administration-reports-ng.md) * [Enterprise Audit Reports .ng](https://kb.hotelkeyapp.com/hk-kb/enterprise-audit-reports-ng.md) * [Enterprise Level Report .ng](https://kb.hotelkeyapp.com/hk-kb/enterprise-level-report-ng.md) * [Enterprise Revenue \& Occupancy Reports .ng](https://kb.hotelkeyapp.com/hk-kb/enterprise-revenue-occupancy-reports-ng.md) * [Enterprise Event Management .ng](https://kb.hotelkeyapp.com/hk-kb/enterprise-event-management-ng.md) * [5 more pages](https://kb.hotelkeyapp.com/hk-kb/nextgen-enterprise-reports.md) * ### [International Partners - NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/international-partners-nextgen-pms-knowledge-base.md) * [German-NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/german-nextgen-pms-knowledge-base.md) * [Spanish-NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/spanish-nextgen-pms-knowledge-base.md) * [Japanese-NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/japanese-nextgen-pms-knowledge-base.md) * [Italian-NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/italian-nextgen-pms-knowledge-base.md) * [French-NextGen PMS Knowledge Base](https://kb.hotelkeyapp.com/hk-kb/french-nextgen-pms-knowledge-base.md) --- language: "en" --- # Add New Direct Bill Company .ng 📆 Revision Date: 2025-09-17 |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Companies** and **Direct Bill** under **Operations** on the **HK Home** page. | ![Screenshot 2025-09-18 at 3.05.22 PM.png](https://kb.hotelkeyapp.com/__attachments/a_617f5a4ad2aff67f401ca59c33abab6fa3c8fbc5f60ea0a1a1653d5477955d2f/Screenshot%202025-09-18%20at%203.05.22%20PM.png?cb=b083cded066becac0248e648462ee3d1) | | The **Company And Direct Bill Dashboard** loads. Select **Manage Companies**. | ![Screen Shot 2024-03-26 at 4.27.58 PM.png](https://kb.hotelkeyapp.com/__attachments/a_8001de66cc5cc43f60bdf7380447d918cadd8c1758155eeb3a65d5bcd3b926e2/Screen%20Shot%202024-03-26%20at%204.27.58%20PM.png?cb=0001feb895dc7ed172037575060a6d2e) | | The **Company List** page opens. Select **Add New Company**. | ![Screen Shot 2024-03-26 at 4.34.01 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f67501ab0cae44f5c85b23aec494a3bcb7e5ad2e1fe8993aa5bd46104a320240/Screen%20Shot%202024-03-26%20at%204.34.01%20PM.png?cb=3757e52ae81fa25fc91808a495f08946) | | The **Create Local Company** wizard launches, open to the **Create Company** step. Complete all required fields, then select **Next** at the lower right. *Please see the*[***Field Details***](https://kb.hotelkeyapp.com/hk-kb/Add-New-Direct-Bill-Company-.ng.md#details)*section below for an alphabetical list of more information about each field in the wizard.* | ![Screen Shot 2024-03-26 at 4.49.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_77d7197ae4a3d32bb63eb9d48a43c51696578deca4942b2c30a9f5f33cf12cb9/Screen%20Shot%202024-03-26%20at%204.49.12%20PM.png?cb=451763dd88f565b15e83c8d421f3107e) | | The wizard advances to the **Booking Instructions** step. The completed **Create Company** step now displays a green checkmark. *Note that the company record has now been created, exiting the wizard does not cancel company creation once the****Create Company****step is complete.* Complete all required fields, then select **Next** at the lower right. | ![Screen Shot 2024-03-26 at 4.54.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5e9b587cf851400914cabf5a4a6813c68f883129c56d9e655e3c91c867b2e764/Screen%20Shot%202024-03-26%20at%204.54.29%20PM.png?cb=3259145661f56d296df80c4291e226f4) | | The wizard advances to the **Direct Bill** step. The completed **Create Company** and **Booking Instructions** steps now display green checkmarks. Complete all required fields, then select **Next** at the lower right. | ![Screen Shot 2024-03-26 at 4.59.43 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3860c417cf7647c38155b6de70bd5e9c742fa3e4c835b7d5ec32e0752ec20e37/Screen%20Shot%202024-03-26%20at%204.59.43%20PM.png?cb=544260c535f6b7f876ceda21a3a3fa70) | | The wizard advances to the **Contract Period** step. The completed **Create Company** , **Booking Instructions** and **Direct Bill** steps now display green checkmarks. Select **+ New Contract Periods** to add contract periods (optional). The **New Contract Period** panel opens. Enter required details, then select **Add Contract period**. Select **Next** at the lower right to continue. | ![Screen Shot 2024-03-26 at 5.12.38 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b838ac68aabbf5f7f0e2f4143fd2385b83a54405f271442dbcbe0248b1bd77f0/Screen%20Shot%202024-03-26%20at%205.12.38%20PM.png?cb=ebb46862cb22b906fdc6bb7b372e48bb) ![Screen Shot 2024-03-26 at 5.13.01 PM.png](https://kb.hotelkeyapp.com/__attachments/a_bd6efe320f268f4a151f9755af471932690011fc18e0f6b2e6c9f46f3dc4e031/Screen%20Shot%202024-03-26%20at%205.13.01%20PM.png?cb=7d9234948860d00a80a4cd2cab949d5e) | | The wizard advances to the **Invoice** step. The completed **Create Company** , **Booking Instructions** , **Direct Bill** and **Contract Period** steps now display green checkmarks. Complete all required fields, then select **Finish** at the lower right. | ![Screenshot 2025-09-18 at 3.08.59 PM.png](https://kb.hotelkeyapp.com/__attachments/a_556174eb20557cb0164b9f534e5dd71907d53be39efa94e13b85bea34194d452/Screenshot%202025-09-18%20at%203.08.59%20PM.png?cb=3c1decafe8759069b6f54e5f09509c5c) | | The wizard closes and the company is created. | ![Screen Shot 2024-03-26 at 5.32.31 PM.png](https://kb.hotelkeyapp.com/__attachments/a_dd4fe9d9c8979f83ad939d11537da7ef7047cd80527db74936d868bd5a5c6a5d/Screen%20Shot%202024-03-26%20at%205.32.31%20PM.png?cb=c9e388b11f2ba9f99de5d5222e6d5626) | ## **Field Details** **PO Number Required** - toggle ON to prompt for entry of a PO number during check in on a reservation attached to this company **PO Number Required at Booking** - toggle ON to prompt for entry of a PO number during at time of booking **PO Number Type** - Choice of Numeric, Alphanumeric or Alphabets Only **Enable Scanner** - toggle ON to enable camera at check in to scan the employee number instead of manually entering the employee's number. This is for use with iOS camera/iPAD **Allow Extension** - toggle ON to allow extending the stay on the reservation **No Show Nights** - number of nights the no show reservation is allowed for direct bill payment - in other words, the number of nights on a no show reservation that the company has agreed to pay for **Allow Rate Plan Change** - toggle ON to allow the user to change the rate code on the reservation **Tax Id** - toggle ON to require the guest to produce a tax ID number at check in, usually only required of tax exempt company employees **Tax Exempt Code** - automatically apply a tax exemption code on this company's reservations **Instructions** - instructions the company wishes to be entered on all of their reservations; these instructions display under reservation Stay Remarks **Company Pays** - toggle ON to allow direct bill to company **Billing Periods in Days** - refers to the accounting period (e.g., if 1 day then AR is generated daily after night audit, if 2 days then AR is generated every 2 days) **Credit Monitoring** - the system gives a warning prompt if the credit limit is exceeded **Credit Limit** - maximum expenditure allowed on the company account **Charge Types** - enabling **charge types** allows designated charges to be posted to the **Direct Bill folio**. If a specific negotiated amount has been established with the company, it can be entered per charge type to ensure accurate billing. **Payment Source** - allows for attachment of a payment source to the direct bill **Include Payment Documents**: if any payment/refund on that invoice had a scanned document, it will include it in the email. **Local Tracking**: To use when it is not a corporate company and is created locally in HotelKey to track production in reports. **Enable Payment by Tax Type** : When a reservation, group master, or house account is checking out/closing and it has a direct bill/invoice company, user will receive a reminder that tax should be paid by payment (or split payment).*\*\*\*used primarily in Non-US hotels* --- language: "en" --- # Abbrechen einer Gruppenmaster .ng 📆 Überarbeitet: 2024-01-03 |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Wählen Sie im Dashboard **Mehr** aus, um das Menü **Gruppenmaster auswählen zu erweitern**. | ![Screenshot 2024-06-14 at 4.28.33 PM.png](https://kb.hotelkeyapp.com/__attachments/a_845b2aae4dc4eaa558086117754772a3534c1780f7cbe5420b0186efc18980f8/Screenshot%202024-06-14%20at%204.28.33%20PM.png?cb=927c6dd7538975ec10dcedf9fde081c0) | | Suchen Sie nach dem Gruppenmaster anhand von Name, Code, Datum oder Status und klicken Sie darauf, um ihn zu öffnen | ![Screenshot 2024-06-14 at 4.28.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_931677f2b8d96144c3cdb01e92c0dfc435406dc9a6cc2651fa686ede093f3fac/Screenshot%202024-06-14%20at%204.28.07%20PM.png?cb=94797716ad60a630b664ed35f21f6f31) | | Klicken Sie nach der Auswahl auf **Gruppenmaster abbrechen** | ![Screenshot 2024-06-14 at 4.27.40 PM.png](https://kb.hotelkeyapp.com/__attachments/a_841fd67799e29916ee01561de66fb20bafd9c07d770e735348f5d2278456cab0/Screenshot%202024-06-14%20at%204.27.40%20PM.png?cb=ace977e6650c1cadb77ac052019d26f9) | | Der Bildschirm "Gruppenstornierung" wird geladen, wo die folgenden Elemente vermerkt sind: Gruppenname, Aufenthaltsdaten, ob die Gruppe für eine Stornierung qualifiziert ist und wie viele zugewiesene Zimmer wieder in den allgemeinen Bestand aufgenommen werden. Klicken Sie auf **Bestätigen** | ![Screenshot 2024-06-14 at 4.27.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f1867300130902efc0a4657d56d4b5cd68b86928e4d455ad958647d75e39b817/Screenshot%202024-06-14%20at%204.27.06%20PM.png?cb=7d2bf700bb3086dbe62463e182f6ab4b) | | Wenn Reservierungen angehängt sind, wird der Bildschirm "Reservierung stornieren" angezeigt. Klicken Sie auf **Bestätigen** , um auch die Stornierung der Mitgliederreservierungen zu genehmigen | ![Screenshot 2024-06-14 at 4.26.20 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3bd3d82c5505c282cfac5bb76457cf91f90b7d37a2769a46cf939cdc8e474338/Screenshot%202024-06-14%20at%204.26.20%20PM.png?cb=5e22ed557f42e4196a97a003deccbe10) | | Die Gruppe wird nun storniert und zeigt dies auf dem Gruppenmaster an | ![Screenshot 2024-06-14 at 4.25.58 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3c9c36c9442410ba8de38c48b144708e2799abb481e8475dccc6a16812d4fdb3/Screenshot%202024-06-14%20at%204.25.58%20PM.png?cb=8d5a895674dc1d94d7a1e81c0517f690) | --- language: "en" --- # About Bulk Actions on Group Master .ng 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. ## **Navigating the Bulk Actions Menu:** |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | * 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. | ![Screenshot 2026-04-28 at 10.57.57 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e7dd9c29a932e6c4ad353e2fdeee7e38922a7274b5ea5da9c52df556fd3d03c3/Screenshot%202026-04-28%20at%2010.57.57%E2%80%AFPM.png?cb=5ab7460b0478c70ea1943ac68e4b6835) | | * Click on the **Manage Reservations** tab to view the list of guests associated with the group. | ![Screenshot 2026-04-28 at 10.58.25 PM.png](https://kb.hotelkeyapp.com/__attachments/a_781410563f9f05912f87615dcae3b440c2cd410f0fd65372b4979bf06c9966ee/Screenshot%202026-04-28%20at%2010.58.25%E2%80%AFPM.png?cb=540dc0ced05a133d23b4d91b33494bee) | | * Click the **Bulk Reservation Actions** button located above the reservation list. A dropdown menu will appear with all available bulk actions. | ![Screenshot 2026-05-05 at 4.23.01 PM.png](https://kb.hotelkeyapp.com/__attachments/a_495d58899abd9830de9ebe1de1f87e8766931e008a1ae1aaa43597bb8004734c/Screenshot%202026-05-05%20at%204.23.01%E2%80%AFPM.png?cb=3caa6e54b7092f3fc9ed535f97bf061d) | ### **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. | ![Screenshot 2026-04-28 at 10.58.57 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2105c5a3238795cca60354ca3fcb1c905473e9c82c3495bd05f35393048fb06c/Screenshot%202026-04-28%20at%2010.58.57%E2%80%AFPM.png?cb=b05190a227418f0123f1400368864f27) | | * A list of guests in **Booked (HOLD)** status is displayed * Select the required reservations using checkboxes and click on Next | ![Screenshot 2026-04-28 at 10.59.36 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3ff23df2a809a9ad46be0e99b72a1eb41801c0e8aea041c2a0c40b0295a0a735/Screenshot%202026-04-28%20at%2010.59.36%E2%80%AFPM.png?cb=c3a831bf289fc8d3604e83ae27b0846e) | | * 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* | ![Screenshot 2026-04-28 at 11.00.26 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a3b770036c4864bf3369f505d805e6bae1b192ef80e2b2635a8f37198a46fa11/Screenshot%202026-04-28%20at%2011.00.26%E2%80%AFPM.png?cb=38c608f90354674cc3ac310fc7c15b92) | ## **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 1. **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) | 2. **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. | ![Screenshot 2026-04-29 at 5.51.22 PM.png](https://kb.hotelkeyapp.com/__attachments/a_022376431b97b3b084bdbb99d0c824a7a6ddac0181a24647d342e4a963367461/Screenshot%202026-04-29%20at%205.51.22%E2%80%AFPM.png?cb=58cad46f3e885f64d5480ce78a39b1e2) | | * Choose the **Charge Code** and Enter the **Amount**. * Click on Next | ![Screenshot 2026-04-29 at 7.21.52 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2cb8f112556f205fb8bc6181e23cd82d2d1dc0ac014f99b838a83eb6f53afddd/Screenshot%202026-04-29%20at%207.21.52%E2%80%AFPM.png?cb=cf09591a364a9dd61b60cd6f64484c99) | | * Choose the **Charge Type** (One-Time or Recurring). | ![Screenshot 2026-04-30 at 6.11.21 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2f55f03fe2ca29bfc090b567d47abeb68ef8b465a3d4ed7ce980bb4c52695078/Screenshot%202026-04-30%20at%206.11.21%E2%80%AFPM.png?cb=3106387893c4afa680d4f4f3c95d7b29) | | * Check the boxes for the specific reservations that should receive the charge (or "Select All") * Review and click **Confirm**. | ![Screenshot 2026-04-29 at 6.59.45 PM.png](https://kb.hotelkeyapp.com/__attachments/a_ea621feeab919ef35ac772022ac493aa5801318e4ddc6ccfb813bafb83b80f96/Screenshot%202026-04-29%20at%206.59.45%E2%80%AFPM.png?cb=3ac4848ba660f57c3a39d65f1b0062ef) | | * The charges will now appear on the individual folios of all selected guests. *A Success message is seen in Green colour* | ![Screenshot 2026-04-29 at 7.00.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_912472860ff00b9fe6c6eb705798f697befd1af0f88e62298c2f93039b5d2716/Screenshot%202026-04-29%20at%207.00.10%E2%80%AFPM.png?cb=6a7f69ba8d3fc5e7795115d9632e8d9d) | ## 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. | ![image-20260429-210802.png](https://kb.hotelkeyapp.com/__attachments/a_8c1b3ecfaa1da01cb56212c540a3725458e1703119ec5d407313a39165e1a008/image-20260429-210802.png?cb=5cbb56e031c54554a073dc81dc6c94ac) | | **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 | ![image-20260429-210925.png](https://kb.hotelkeyapp.com/__attachments/a_705357f8694a4c7cb7e0de1c4dc501a3c3c224dc71fc06a206a692e457ebacc0/image-20260429-210925.png?cb=de02c754ab7c4056e56fbfab9140a12f) | | * The "Add Reminders" modal appears where you can set reminder details (date, time, message, etc.) | ![image-20260429-211148.png](https://kb.hotelkeyapp.com/__attachments/a_319bcd1db9caabb347abb5a55ee1d5b399be666098b6215c57d6beccf6df3a6b/image-20260429-211148.png?cb=e2242bbccef7d2be0872030c404b4702) | | **Verify**: Reminders now appear at the individual reservation level for each selected booking. | ![image-20260429-211411.png](https://kb.hotelkeyapp.com/__attachments/a_bde37efb8048a001d2049befce147473e1a0366201e588cf3a2af722b542a049/image-20260429-211411.png?cb=2a715f1496d9124217980ae8aeb27460) | ## **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. | ![Screenshot 2026-04-03 at 10.32.42 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f63e99e0d0b4d185c22d8f392e799c1ede98d3fd55541374d84abb95e50cbea8/Screenshot%202026-04-03%20at%2010.32.42%E2%80%AFPM.png?cb=3ce48f3c8c3ab8610d4a61470fef4ed0) | | * Use the checkboxes to **Select All** guests or filter and **select by Room Type**. Note: The list will include **Booked** and **InHouse** reservations only. | ![Screenshot 2026-04-03 at 11.30.53 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2cb49523102b68afee6e5477dc31a535455a2476156c42c5cd65e3a2ba18bbbd/Screenshot%202026-04-03%20at%2011.30.53%E2%80%AFPM.png?cb=b900436c16e48a7324fd5044b06bb51b) | | 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. | ![Screenshot 2026-04-03 at 10.33.37 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5222144b981957b2a0ae443d3ed53416bef5daaaece35ddc7c25965b189d0150/Screenshot%202026-04-03%20at%2010.33.37%E2%80%AFPM.png?cb=d13357c8b7b067f0aeead54c1782a8c0) | | Select **Confirm** to apply the changes. A success message will appear once the bulk update is finished. | ![Screenshot 2026-04-03 at 10.41.09 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4b1d349c815b4bf50573cddea18ea91d9fa4d2ab5b0fd4ead22cf24e1bf896e2/Screenshot%202026-04-03%20at%2010.41.09%E2%80%AFPM.png?cb=0f828eeb0bc78a3dffa2e0b402b8d38f) | | **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. | ![Screenshot 2026-04-06 at 3.22.40 PM.png](https://kb.hotelkeyapp.com/__attachments/a_da62e14d344cf519f4e79fd4cc4fd94a7d8ed7108ef93d62fa994c296c34ba71/Screenshot%202026-04-06%20at%203.22.40%E2%80%AFPM.png?cb=a5b52a7ec884c836ed748135c28d553f) ![Screenshot 2026-04-06 at 3.21.00 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2819f8ba60eab9627ea05079df5a20ac3fe5d1027691a58b4e3f8891ea74a929/Screenshot%202026-04-06%20at%203.21.00%E2%80%AFPM.png?cb=4ccfe6329302f76733691bb74525ae21) ![Screenshot 2026-04-06 at 3.24.13 PM.png](https://kb.hotelkeyapp.com/__attachments/a_957d020dd9a670e0769b12edc9aa5f923c12235cbf93e0018513a5168dccdd88/Screenshot%202026-04-06%20at%203.24.13%E2%80%AFPM.png?cb=e84742b392dfe3b26030ad0549f6dfca) | ## **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** | ![B004C8E6-2F6B-4241-A2C9-6C29F952B0C3.jpeg](https://kb.hotelkeyapp.com/__attachments/a_7d5f53e4ce668533c245e3ac2ea258e50d618d203e1cede0f12c1c14eb170ca1/B004C8E6-2F6B-4241-A2C9-6C29F952B0C3.jpeg?cb=59301e2e3205ee97b883e32763f76e4f) ![2D2AF9A6-56F7-452E-9EF7-ADE0CAD4ACE5.jpeg](https://kb.hotelkeyapp.com/__attachments/a_355a0112b0a94c77b40b6d0342046a0ee7d50a307b41ce62d37c81ea08b00a04/2D2AF9A6-56F7-452E-9EF7-ADE0CAD4ACE5.jpeg?cb=b6dc599dd54a0fa1b065376158b08567) | | ****Apply Packages**** * Click **Apply Packages** from Bulk Reservation Actions. | ![B004C8E6-2F6B-4241-A2C9-6C29F952B0C3 (1).jpeg](https://kb.hotelkeyapp.com/__attachments/a_39c536235bd4e310c3e83940129a6240b4c2955d651c0c92a51024ab0f56462d/B004C8E6-2F6B-4241-A2C9-6C29F952B0C3%20(1).jpeg?cb=59301e2e3205ee97b883e32763f76e4f) | | 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. | ![169D68C9-8E7D-4168-80E7-D9A425DF62FE.jpeg](https://kb.hotelkeyapp.com/__attachments/a_4a5010e0dff7d7236d3029c25c9c40b6f268564c8a618486cce7321aa003aa89/169D68C9-8E7D-4168-80E7-D9A425DF62FE.jpeg?cb=1d76c8c390503342a91a05dd41503f4b) | | Select the applicable package from the list. | ![7AF29BF5-2ED8-4DA9-A43F-00858D2F0365_4_5005_c.jpeg](https://kb.hotelkeyapp.com/__attachments/a_5b1c96bdfd8bef4cdbc74e1ee15ee81941e90befe61af172d66dfcc512988422/7AF29BF5-2ED8-4DA9-A43F-00858D2F0365_4_5005_c.jpeg?cb=ecf630ccb274289ba7cf914c7cd20ae7) | | Once applied: * Success messages displayed per reservation. * Green highlight confirms successful application of the package to selected reservations. | ![444359A0-AA80-495A-B520-F012E16638FE.jpeg](https://kb.hotelkeyapp.com/__attachments/a_4f9969d3ee42d76b6cdbfffa1f7421fbdd36b1ef2fa6a2642d951765520307ba/444359A0-AA80-495A-B520-F012E16638FE.jpeg?cb=4c19dc80e697cfd3cbd4f117c67a1a53) | | ****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. | ![169D68C9-8E7D-4168-80E7-D9A425DF62FE_1_201_a.jpeg](https://kb.hotelkeyapp.com/__attachments/a_087cdbc6b23776b390489c79808f412850ddc2b62d7223fcad1671716adf46c8/169D68C9-8E7D-4168-80E7-D9A425DF62FE_1_201_a.jpeg?cb=bacde059ff853963a2d3289818d85451) | | 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. | ![8E5DE193-BEDB-49DD-B9DF-5CE09205C0AA.jpeg](https://kb.hotelkeyapp.com/__attachments/a_abc74fa174911e1cf46153be6aa197f48b8bcd952967a09c6eafc0adc958af3d/8E5DE193-BEDB-49DD-B9DF-5CE09205C0AA.jpeg?cb=8db0e59342263f812fbae470e78b2fad) | | * Click **Confirm** to remove the package. Success messages displayed per reservation: *"* ***Action carried out successfully."*** | ![8E5DE193-BEDB-49DD-B9DF-5CE09205C0AA.jpeg](https://kb.hotelkeyapp.com/__attachments/a_abc74fa174911e1cf46153be6aa197f48b8bcd952967a09c6eafc0adc958af3d/8E5DE193-BEDB-49DD-B9DF-5CE09205C0AA.jpeg?cb=8db0e59342263f812fbae470e78b2fad) | ## **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. | ![image-20260430-091543.png](https://kb.hotelkeyapp.com/__attachments/a_6eb07fe0248a25a89f4c4c22974d4df58e1063be7d161d6e379c7ee4535faac6/image-20260430-091543.png?cb=632feabc9c4d749e7851978e151c82ad) | | * Select one or more reservations attached to the **Group.** | ![image-20260430-091509.png](https://kb.hotelkeyapp.com/__attachments/a_de5e9bb749546328b3744c2bfb4bf3ad2270b1ec549f638c52beea649fa3d097/image-20260430-091509.png?cb=5ba17bb75c5d79fd80d51108df204e87) | | * Confirm the group check in | ![image-20260430-092000.png](https://kb.hotelkeyapp.com/__attachments/a_2787083e84172d1c67a232a117d445d8794b3a56c898409a3679ee2e14f0c9ae/image-20260430-092000.png?cb=4812eb9cf9cd487b0bc645b12a710a28) | | * Progress bar will be shown | ![image-20260430-091425.png](https://kb.hotelkeyapp.com/__attachments/a_385ad068b6946e15993addf1afdc9f31d17bb73a11e3adcc0f63864cd7aa5b75/image-20260430-091425.png?cb=c8f3f858f2f9e5f80144b966edb96574) | | * If the group check in fails this window will show . In this case reinitiate the check in process. | ![image-20260430-100327.png](https://kb.hotelkeyapp.com/__attachments/a_977919326e13d73aa438965fd5ee5d44bf0954b5b6f15880b04607d1393ab20a/image-20260430-100327.png?cb=b5fcd5f64c5cd18d10ec26878427aa9e) | | * 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.** | ![image-20260430-112622.png](https://kb.hotelkeyapp.com/__attachments/a_688b8293f756b7586b2eed6cb0764e9c8560310f25f750ebe1a6e0efbe1262ae/image-20260430-112622.png?cb=706111e49b6f2c15c63981a208e2169b) | ## **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](https://kb.hotelkeyapp.com/__attachments/a_2f50c01650452184c91d7fb654435674ae9e0dd5861b449a3ab9036299c183fd/Screenshot%202025-06-20%20at%2012.24.29%20PM.png?cb=f6f5ef473a656d3d08c0bec7612b2a17) | | 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](https://kb.hotelkeyapp.com/__attachments/a_ef1fe8fae31db57a3bce41b43120bd2aa120c6e3f879b724a400a000c511243c/Screenshot%202025-06-20%20at%2012.28.50%20PM.png?cb=b595e2ced04a5885b88634cf1839a7d5) | | 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](https://kb.hotelkeyapp.com/__attachments/a_e20265da3cae5b15137471ed7b5ee64ee750089638f0a39be0cc9169d5fe461a/Screenshot%202025-06-20%20at%2012.31.17%20PM.png?cb=9eeb7f1fea4bf1817d3473907a04da73) ![Screenshot 2025-06-20 at 12.34.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5ddf48e4df70bf7553b032b9c0a94328b083cddce23c6148f5d85e44f8667587/Screenshot%202025-06-20%20at%2012.34.06%20PM.png?cb=a415c68bd0f34462d9297a054d6f4091) | ## **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. | ![image-20260323-070841.png](https://kb.hotelkeyapp.com/__attachments/a_0a7f7719588a0c2e7b5662f793828acb2181f6be69ba3029530d04c7775f1e85/image-20260323-070841.png?cb=50c42308093450e096a832a16d481edb) | | **Confirm Selection:** On the **Print Reg Card** page, **Select** the checkbox for multiple guest reservations (or use "Select All") and **Confirm.** | ![image-20260323-071018.png](https://kb.hotelkeyapp.com/__attachments/a_3352de266a359136dc3545956ffa678ac59a14d99bb85abedab39db7b77b6ce5/image-20260323-071018.png?cb=483df700072d8051f5d47893b16aaf9d) | | **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](https://kb.hotelkeyapp.com/__attachments/a_127d03225906ffbc752f6cf1c25de291571b90a1b776e647ea0462cd690c257b/Screenshot%202026-03-24%20at%2011.33.31%20AM.png?cb=d7a4ae15b0e1b6ef3b5647baa7cb5b84) ![image-20260323-071646.png](https://kb.hotelkeyapp.com/__attachments/a_7d6fb61260ffcf7fc7878a2760db8803b3359010a7654934a3cdb04e6aa2d653/image-20260323-071646.png?cb=0824f5ed04f6f0be05ff26d4d9812307) | ## **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. | ![Screenshot 2026-05-06 at 7.11.45 PM.png](https://kb.hotelkeyapp.com/__attachments/a_14e87c9be6a4c1ac0853bddb2e9c8b5f25a2a7ab6a41876b9b33780f3719e63a/Screenshot%202026-05-06%20at%207.11.45%E2%80%AFPM.png?cb=a538a0404388663d5a07bff739a62a83) | | * Use the checkboxes to **Select All** guests or filter and **select by Room Type**. **Note** : The list will include **Booked** and **InHouse** reservations only. | ![Screenshot 2026-05-06 at 7.12.16 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7ab54175ed8d0aefebd35aa6b0bc0a1a6ca1c5b5c769e54aa78a3d9d8b93c3be/Screenshot%202026-05-06%20at%207.12.16%E2%80%AFPM.png?cb=45288d912b0f8b70178d49781ee932d5) | | * Rates can be updated individually or applied to all selected reservations. | ![Screenshot 2026-05-06 at 7.45.51 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7b751bbdd6eb0d3cc2da2ac52803f1362421ff14cb100d47f1c8cec5f8482224/Screenshot%202026-05-06%20at%207.45.51%E2%80%AFPM.png?cb=5df7f4fbc3c1c0e080a7d0dd456772d8) | | * 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. | ![Screenshot 2026-05-06 at 7.19.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5c825dc0f8d49b3aee0f3c92ab7485cc40e155654bf1120ebf28d769064eb2ab/Screenshot%202026-05-06%20at%207.19.44%E2%80%AFPM.png?cb=85576749ab8884d7dcbc3477e0e3056b) | | * Return to the reservation list and open an individual guest's **Stay** tab to verify that the updated rate is correctly reflected. | ![Screenshot 2026-05-06 at 7.21.15 PM.png](https://kb.hotelkeyapp.com/__attachments/a_1d9aa01533842d86198104ca9f1298d5e4e237494286589b34d02d56f248df02/Screenshot%202026-05-06%20at%207.21.15%E2%80%AFPM.png?cb=a6db6db8fd53ba72695b868e965254f3) | ## **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**. | ![Screenshot 2026-05-06 at 8.55.25 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e7a7603ed29cb1224718a55cdd223acaba99517b22b9108766d4ff7549bb1e0a/Screenshot%202026-05-06%20at%208.55.25%E2%80%AFPM.png?cb=0439f02064d88ea2b8afee449841ea4c) | | * Use the checkboxes to **Select All** guests or filter by options (first name, arrival date etc) | ![Screenshot 2026-05-06 at 8.57.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4a547b5d5897b5c7e492003c118fb7cb92426febf3e3eae2ae0d36b4352ccd98/Screenshot%202026-05-06%20at%208.57.29%E2%80%AFPM.png?cb=2c2fbc43db39fc6974270a963a930a62) | | * Select the reservations to print guest folios * Click **Next** to proceed. | ![Screenshot 2026-05-06 at 8.59.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_bbdc4c1aa050cd33f8f0e5f7b84958de98e82c9656343a958905cc99a671fc37/Screenshot%202026-05-06%20at%208.59.06%E2%80%AFPM.png?cb=88686d8f3ad84c5f64e09f002331499a) | | * 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. | ![Screenshot 2026-05-06 at 8.59.33 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f75c73637cd39c9c9d4b8bfef20ba760d6d1b2ec97f3615dbf5a13299961bc59/Screenshot%202026-05-06%20at%208.59.33%E2%80%AFPM.png?cb=da8551ef0426f553a504fa72314145f8) | | * 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. | ![Screenshot 2026-05-06 at 9.00.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_07ac6857f1cba369061200779e889fc5e22db6a6457f38e632d6c8d919783fd0/Screenshot%202026-05-06%20at%209.00.44%E2%80%AFPM.png?cb=737d88cb888528a348435a144fc7570c) | | * 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"* | ![Screenshot 2026-05-06 at 11.31.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5c29afb7aa96a553f1c657d5142542cdcee8b7e788e0f221428a321e013c6806/Screenshot%202026-05-06%20at%2011.31.10%E2%80%AFPM.png?cb=71253ad97e74a5754d44343b122e868f) | ## **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. | ![Screenshot 2026-05-07 at 2.04.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a979b56570761f6283273e103a19312f3d1b5c8066e6d3e52787e5c564b6e380/Screenshot%202026-05-07%20at%202.04.07%E2%80%AFPM.png?cb=ef84bbbec231ef1c4a285f6d67d364d3) | | 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. | ![Screenshot 2026-05-07 at 3.34.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_df1d42c99c6a2cc73fec5791a0de391aa431b29930db96043e49c6ad4db71e8a/Screenshot%202026-05-07%20at%203.34.10%E2%80%AFPM.png?cb=afc90d232013e6d858df3746e0a10ae6) | | Return to the reservation list and open the reservation. Verify the updated date in the **Stay** tab. | ![Screenshot 2026-05-07 at 3.46.15 PM.png](https://kb.hotelkeyapp.com/__attachments/a_75ef98daad233f837ac4232e1f8ccb3b5c21ee6bd6a639b082efa10c25129251/Screenshot%202026-05-07%20at%203.46.15%E2%80%AFPM.png?cb=7b9b130b96909224e700279862e0c2d2) ![Screenshot 2026-05-07 at 3.35.42 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a397b7b1ef0749f4408768f22ba65593aa3248327ca58f66b9d7459a0aaa3128/Screenshot%202026-05-07%20at%203.35.42%E2%80%AFPM.png?cb=f5702237c4fc552254a5167414682094) | ## **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**. | ![Screenshot 2026-05-07 at 4.00.47 PM.png](https://kb.hotelkeyapp.com/__attachments/a_14dae83ef0f5a9284d594b0ef8ec135f7a4af9678eea5fc294e75a38f6660e0f/Screenshot%202026-05-07%20at%204.00.47%E2%80%AFPM.png?cb=ef00dc06bab74444f94a1b72d21ebb80) | | * In the popup window: select the required stay requests from the available list. * Click**Confirm** to apply the changes. | ![Screenshot 2026-05-07 at 4.02.28 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b7ed7ba7f9ade9060a6211175b028bae4634e70713aff896e8e7837c34c4a1b4/Screenshot%202026-05-07%20at%204.02.28%E2%80%AFPM.png?cb=be4ba7ede3801fdbf8cf6df081016593) | | * A confirmation popup appears with the following options: * Save to Master Only * Save to All Reservations * Save to Selected Reservations * Cancel | ![Screenshot 2026-05-07 at 4.02.57 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c2e6af3e4b8f6d88e4b88ca0c8c9cc5de69f13e492648fee9cb4ce7c83d12fcb/Screenshot%202026-05-07%20at%204.02.57%E2%80%AFPM.png?cb=53a395886dcc9000e33d3e77791874fb) | | * Select the appropriate option based on the requirement and click **confirm** | ![Screenshot 2026-05-07 at 4.05.39 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b94c9e7b8bf6c8a9bdedfa01636c6d8932036256dee9d8c3a871a7128cbfa1d2/Screenshot%202026-05-07%20at%204.05.39%E2%80%AFPM.png?cb=b818a784364b2febc0f10499965fa166) | | * Return to the reservation list and open the reservation. * Verify the updated stay requests in the **Stay** tab. | ![Screenshot 2026-05-07 at 4.06.52 PM.png](https://kb.hotelkeyapp.com/__attachments/a_674364b156e8fd6c20f0f43b2b25ed81cfd6f5ee5983d4fef557682448d309af/Screenshot%202026-05-07%20at%204.06.52%E2%80%AFPM.png?cb=23f53178e7f2003d04e2938df0fc8628) | ## **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. | ![Screenshot 2026-05-07 at 4.37.25 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0de2f3ab6ce9d1bc1de27bbb1a434a559e65fd3095566502d2b36240d582ed5a/Screenshot%202026-05-07%20at%204.37.25%E2%80%AFPM.png?cb=cc5487e299694cc84505af05ec030085) | | * 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.* | ![Screenshot 2026-05-07 at 5.19.20 PM.png](https://kb.hotelkeyapp.com/__attachments/a_629d21fd4460e702fd2664f5d6b63306d7b9c9b9eae2973a57e67db3d99cb852/Screenshot%202026-05-07%20at%205.19.20%E2%80%AFPM.png?cb=e1eceb8863ca30b403a5fce764c78529) | | * 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. | ![Screenshot 2026-05-07 at 5.21.13 PM.png](https://kb.hotelkeyapp.com/__attachments/a_19095d05834a83e378d8931fb7e52bf48ea5ffafffc937a7f93a968852a2612c/Screenshot%202026-05-07%20at%205.21.13%E2%80%AFPM.png?cb=b2acf7d5e64f749193572a4c29fbb095) | | * 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. | ![Screenshot 2026-05-07 at 5.21.49 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5e08ca46c0a04e542efcc17e83ef640f5ce3217ea07390cae8670f829d9a0c6d/Screenshot%202026-05-07%20at%205.21.49%E2%80%AFPM.png?cb=fddc48b0ec0de29789378b6b16abe83e) | | * You can verify the key status in the individual guest's **Stay tab**. | ![Screenshot 2026-05-07 at 5.30.39 PM.png](https://kb.hotelkeyapp.com/__attachments/a_148a6bbf05f95fe6b3d3e7edb71c11d8b3f500ae7128b01820a9ae70b00cb2b1/Screenshot%202026-05-07%20at%205.30.39%E2%80%AFPM.png?cb=09879ea5471e519ada90e775c0565f0e) ![Screenshot 2026-05-07 at 5.30.19 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7bc967c232c81fce0429922e598fd5abcf92bd3acb8c2c9c0cf5d3cfadf15306/Screenshot%202026-05-07%20at%205.30.19%E2%80%AFPM.png?cb=1cd472c8bbf2b75ea467889d1e215603) | ## **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.** | ![Screenshot 2026-05-06 at 4.45.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_65fc84b42017eeee8449019cbdd94ddd39f718f60a50ff9107023bb3dabba0fa/Screenshot%202026-05-06%20at%204.45.07%E2%80%AFPM.png?cb=67b159f7effcffd7f372ed6b3962979a) | | * A list of guests in **Booked (HOLD)** status is displayed. * Use the checkboxes to **Select All** guests or filter and **select by Room Type**. | ![Screenshot 2026-05-06 at 4.52.34 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5778eabd1bb7575a18fa35f5bd55ae44ad8972a548e670621530ed6c9fa22141/Screenshot%202026-05-06%20at%204.52.34%E2%80%AFPM.png?cb=9a6659b91eb50149c42269a6ca54e345) | | * Click the **Confirm** button. The system will process the cancellations and update the status of the selected reservations. | ![Screenshot 2026-05-06 at 5.05.11 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f8e9135d04c352a2db2547409a910f0ca07732e7571c3fc06ed35133734ee404/Screenshot%202026-05-06%20at%205.05.11%E2%80%AFPM.png?cb=3f8218bb49b39f1b32acadad67a4fbd4) | | * Return to the group details list. The updated status for these bookings will now display as **Cancel Reservation**. | ![Screenshot 2026-05-06 at 5.13.49 PM.png](https://kb.hotelkeyapp.com/__attachments/a_d593fdad4c151e0e9e51e8db9f96347dc91a00ad5debe90fc42beb5fbfae109b/Screenshot%202026-05-06%20at%205.13.49%E2%80%AFPM.png?cb=1a1e8c2d39673b7456aed7ff94d8a861) | | * The reservation detail screen shows the message: **"Reservation Has Been Cancelled"**. | ![Screenshot 2026-05-06 at 5.06.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f95dd87f486b99abaaffb760ab6f14e61508baa36eca103c8bddbf49f3560161/Screenshot%202026-05-06%20at%205.06.29%E2%80%AFPM.png?cb=4b6f791f4cf38a4972babe03e13ad1e3) | | * 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. | ![Screenshot 2026-05-06 at 5.08.28 PM.png](https://kb.hotelkeyapp.com/__attachments/a_80e40829812dce9e4c0169aa09549b865ebed8d0a8cba5b803916b8c6ca93e6b/Screenshot%202026-05-06%20at%205.08.28%E2%80%AFPM.png?cb=adebf4ce37421b278749e18e6359bf21) | ## **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** . | ![Screenshot 2026-05-09 at 12.10.43 AM.png](https://kb.hotelkeyapp.com/__attachments/a_370677fac4dc4dc713f764040bd0f3d20f621e89d6501ea4c447997a4bc3a0c1/Screenshot%202026-05-09%20at%2012.10.43%E2%80%AFAM.png?cb=a2c3296622e627749302454f84d49dc5) | | * Choose the specific reservation(s) you wish to assign and click on **Proceed with Room Assignment**. | ![Screenshot 2026-05-06 at 12.31.02 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a8fd9781271d09fdfa0296235910abb7427a06422e5154efc80b6a3c1759e5ef/Screenshot%202026-05-06%20at%2012.31.02%E2%80%AFPM.png?cb=01c91848ef673c5241587391e9f3b686) | | * 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** | ![Screenshot 2026-05-08 at 6.41.04 PM (1).png](https://kb.hotelkeyapp.com/__attachments/a_4e746a7f8aaf47b0fbbc5ec88931f09af31e6e9d2d48a3913a11a23fbb230eaf/Screenshot%202026-05-08%20at%206.41.04%E2%80%AFPM%20(1).png?cb=d20cdf343d550a30ff78d0040b134513) | | * Click on **GriD View** to see a visual map of room availability. | ![Screenshot 2026-05-08 at 6.41.04 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3bb6808f1ee8b228f44543ec56a316f570c87fd45fe54035c4c68ac00af8fd09/Screenshot%202026-05-08%20at%206.41.04%E2%80%AFPM.png?cb=b59045cbf7c10d04f148ecff9f98051b) | | * 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 | ![Screenshot 2026-05-08 at 6.42.02 PM.png](https://kb.hotelkeyapp.com/__attachments/a_200e55cb7c9757a1720ce81fafdcda1c76e163b6a190f48a28888d232cb3d532/Screenshot%202026-05-08%20at%206.42.02%E2%80%AFPM.png?cb=bd2597e14c01fde6336323e6a4e762d4) | | * A success message is displayed to confirm the room has been assigned to the guest. * Return to the reservation list and open the reservation. | ![Screenshot 2026-05-09 at 12.09.23 AM.png](https://kb.hotelkeyapp.com/__attachments/a_84269f3ee6a32e2ae50090b0a45a6eedf5605e12ff2bed6a43a2f074596dee14/Screenshot%202026-05-09%20at%2012.09.23%E2%80%AFAM.png?cb=4e61adc9cbec79af72a09d82ed899795) | | * You can further verify this by opening the individual guest's **Stay** tab, where the assigned room number will now be listed. | ![Screenshot 2026-05-09 at 12.03.49 AM.png](https://kb.hotelkeyapp.com/__attachments/a_cf8479f091f7b25a4a504993d6645bdfa3ceec1179fef93eb9986e1ba80ac71f/Screenshot%202026-05-09%20at%2012.03.49%E2%80%AFAM.png?cb=9c0b525054c32908caa805a0a4d1377a) | ## **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. | ![Screenshot 2026-05-06 at 7.30.23 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3ff39a7ae29771b3f6350a784e2d43bc84298cb26e3d25d2f676de22054857f8/Screenshot%202026-05-06%20at%207.30.23%E2%80%AFPM.png?cb=962859bcaf1c779950c8536f136634d2) | | * 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. | ![Screenshot 2026-05-06 at 7.33.14 PM.png](https://kb.hotelkeyapp.com/__attachments/a_411a773bbf1d0b52af612b21287425e2b34b594545bba7d67b5359e72a66992b/Screenshot%202026-05-06%20at%207.33.14%E2%80%AFPM.png?cb=ba4bbe049c872dff2433d246a3ce3144) | | * 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. | ![Screenshot 2026-05-06 at 7.38.13 PM.png](https://kb.hotelkeyapp.com/__attachments/a_491c0032e6ac6270eb9f2886fe266c8d0ae37bd17a118e80aea59d994c531137/Screenshot%202026-05-06%20at%207.38.13%E2%80%AFPM.png?cb=41e6096bce0dcc310b5a5e1e043e5a38) | ## **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. | ![Screenshot 2026-05-07 at 1.55.59 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f79398de1cf79b3b5f614830e99b54009ba4ac6e784ef7e1a8b448be9adc614b/Screenshot%202026-05-07%20at%201.55.59%E2%80%AFPM.png?cb=b7adcb6f7ca423069fb2a18828c981a8) | | * From the list of group members, use the checkboxes to **Select All** or pick specific reservations for assignment. | ![Screenshot 2026-05-07 at 2.03.05 PM.png](https://kb.hotelkeyapp.com/__attachments/a_dbf9ef94de2cd80ae7d7608db353e19d973d4a55f0732700160ea0ec4ca5630d/Screenshot%202026-05-07%20at%202.03.05%E2%80%AFPM.png?cb=373fe8c52d971a28dbd45f4011070613) | | * Select the **Arrival Filter** based on the requirement * Choose **All Arrivals** or **Arriving Today** | ![Screenshot 2026-05-07 at 2.04.36 PM.png](https://kb.hotelkeyapp.com/__attachments/a_cee73f49160b5dd92176b7906ad17f2328df580acccddf0c970f209ade1a4c66/Screenshot%202026-05-07%20at%202.04.36%E2%80%AFPM.png?cb=7bb80d8e8302960ff82e3685d8b8ab34) | | * Select applicable statuses (e.g., **Vacant Ready** ,**Vacant Dirty,** **Vacant Clean,Vacant Occupied Dirty**) to ensure only prepared rooms are assigned. | ![Screenshot 2026-05-07 at 2.05.50 PM.png](https://kb.hotelkeyapp.com/__attachments/a_88757ae3c53d1bea706e89536ad82e3d9851b4556f454f9092663544c532282d/Screenshot%202026-05-07%20at%202.05.50%E2%80%AFPM.png?cb=274d76bdd050eef14506fd2950c91480) | | * Click on the **Floors** filter and select the desired floors *Only rooms from the selected floors will be considered for automatic allocation.* | ![Screenshot 2026-05-07 at 2.06.49 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f5b95ef65ab51c56539eb35a025ea0adb73a4958e1e9e44c264a564944ff7aa3/Screenshot%202026-05-07%20at%202.06.49%E2%80%AFPM.png?cb=9070e89af7cdf5385ec376924a995dec) | | * Click **Proceed with Room Assignment** to trigger the automatic allocation. * A **SUCCESS** message is displayed for each successfully assigned reservation. | ![Screenshot 2026-05-07 at 2.09.18 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c25216e7e8a50397beebcb998b7e231ec6417ba045587f4ad0aa002a934c07bf/Screenshot%202026-05-07%20at%202.09.18%E2%80%AFPM.png?cb=5019ac24e6d7ccd77d1847ee4b9ba1f4) | | * Return to the reservation list and click on any reservation. | ![Screenshot 2026-05-07 at 2.11.21 PM.png](https://kb.hotelkeyapp.com/__attachments/a_325f56f6e42eac77d951baa15fa3dcc3386c54bd9916c0ee4385257ec74cad5c/Screenshot%202026-05-07%20at%202.11.21%E2%80%AFPM.png?cb=e0d98db549c6fc66580c14e37d7dec03) | | * Open the **Stay** tab to confirm that the room has been auto-assigned correctly. | ![Screenshot 2026-05-07 at 2.14.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_906bb87bf3416ee6f30a2861981682708e4e7dca69a2ad8fb84a3d2b8dca3346/Screenshot%202026-05-07%20at%202.14.06%E2%80%AFPM.png?cb=cec72b4baa24cfa9e22f2e6bde422dc7) | ## **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. | ![Screenshot 2026-05-08 at 4.34.54 PM.png](https://kb.hotelkeyapp.com/__attachments/a_bb2436fe358663169fb35770927e0ce98b4761c4b72b6d89d1ffaf3301d61dc5/Screenshot%202026-05-08%20at%204.34.54%E2%80%AFPM.png?cb=a6ffbb7eb95f3d03f04b1d5c8bd9fd00) | | * Now the list of reservation will be displayed. * Select any reservation for Room Preference Once Confirmed. | ![Screenshot 2026-05-08 at 4.42.41 PM.png](https://kb.hotelkeyapp.com/__attachments/a_d9a7ddb2e28cfd07d4f799ba34bcba1b9c3070cc0f80a7af8413d29bf747bda8/Screenshot%202026-05-08%20at%204.42.41%E2%80%AFPM.png?cb=152f14de65695018528a1850d834ef88) | | * In the popup window: select the required room preferences from the available list. * Click**Confirm** to apply the changes. | ![Screenshot 2026-05-08 at 4.36.28 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7514d1bb02a487773e16023aa7ddfa8e4690230d3bfea020cd1173e9e862d0f5/Screenshot%202026-05-08%20at%204.36.28%E2%80%AFPM.png?cb=f5230d7c4d2fd26bc2aa7f904db6e83e) | | * 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** | ![Screenshot 2026-05-08 at 4.41.23 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0e4fcd64a916ee54d1dae92cf7b204d5aae756bb0ed1cb7e164c460466a19175/Screenshot%202026-05-08%20at%204.41.23%E2%80%AFPM.png?cb=bebaae946c8456d99ff41d65bc9bc76a) | | * Return to the reservation list and open the reservation. * Verify the updated stay requests in the **Stay** tab. | ![Screenshot 2026-05-08 at 4.43.57 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b608580acadcb44e19c4c2bda979eec6f2ac16a43dbad905167907b37470da56/Screenshot%202026-05-08%20at%204.43.57%E2%80%AFPM.png?cb=136f30a2412385f06b473a17844ad60b) | ## **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. | ![Screenshot 2026-05-09 at 2.56.34 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3ebbfdf71b02a6aeb26f2f45878fbf588f39e65adf1bdca9dbe8936df3d89bfd/Screenshot%202026-05-09%20at%202.56.34%E2%80%AFPM.png?cb=8cf99aebc8aa3b7605059d35ba861053) | | * Now the list of reservation will be displayed. * Select any Reservation and click the **Next**button. | ![Screenshot 2026-05-09 at 2.49.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4111841e1344fa243f5b783c24631981c1f71d14da4d804e40b45df3b03372f9/Screenshot%202026-05-09%20at%202.49.10%E2%80%AFPM.png?cb=e5a8ffa6b6dbb4921ea7f35b760134e1) | | * Now the SUCCESS Reservation is displayed on the screen. | ![Screenshot 2026-05-09 at 2.51.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_bf53d00be119702291d12e032aeb9281a7902b61c7f53fd77034225b3ee84b32/Screenshot%202026-05-09%20at%202.51.07%E2%80%AFPM.png?cb=ea86a5688ef5b0770b7fa0afa8b0a744) | ## **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. | ![Screenshot 2026-06-19 at 16.10.55-20260619-105520.png](https://kb.hotelkeyapp.com/__attachments/a_a4c5d8c8751d78ab6668997ab18ce585dc362a76f74f27abf1455e416dcde69e/Screenshot%202026-06-19%20at%2016.10.55-20260619-105520.png?cb=de688cadf11a60ad1f8482e01cae3e6c) | | * Select the desired reservations using the checkboxes (or click **Select All** to choose all group members). * Click Confirm to proceed. | ![Screenshot 2026-06-19 at 16.11.32-20260619-105611.png](https://kb.hotelkeyapp.com/__attachments/a_1940a18f07fbe87f704b5b6b9e1aef91cde4fef50c11f56cfdb62f58c55a07fc/Screenshot%202026-06-19%20at%2016.11.32-20260619-105611.png?cb=94ea7639dc384deedc6f99fb45947f4b) | | Once applied: * A success message will display for each successfully updated reservation. | ![Screenshot 2026-06-19 at 16.11.52-20260619-105646.png](https://kb.hotelkeyapp.com/__attachments/a_a1d8407c2b16035387915fb8de0960633664c192155083c7250e4e630c857f7b/Screenshot%202026-06-19%20at%2016.11.52-20260619-105646.png?cb=1247372242953230ef564c2134435841) | | * To validate the changes, return to the reservation list and open a specific reservation. | ![Screenshot 2026-06-19 at 16.12.36-20260619-105715.png](https://kb.hotelkeyapp.com/__attachments/a_3c8d502e01a38429c79e0f0a341442105c2cf4fe9ccfaaba3d811e04a79619c0/Screenshot%202026-06-19%20at%2016.12.36-20260619-105715.png?cb=cfa2468876bb56c3105b4e802999544a) | | Navigate to the **Stay** tab to confirm that rate values (Today's Rate, Average per Night, Total for Stay) are now hidden. | ![Screenshot 2026-06-19 at 16.17.49-20260619-105740.png](https://kb.hotelkeyapp.com/__attachments/a_ed4b7d04cfdd14adeac5f4a0098f2adc4bf1838e4c26f3244afd6b45ef83a127/Screenshot%202026-06-19%20at%2016.17.49-20260619-105740.png?cb=e57d76fcb2e821bad0f328261874f037) | | 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. | ![Screenshot 2026-06-19 at 16.21.48-20260619-105820.png](https://kb.hotelkeyapp.com/__attachments/a_50cab02b259a3c6b4369e599517f0ba44984010fdccbc7f10ee58b01045bb5ad/Screenshot%202026-06-19%20at%2016.21.48-20260619-105820.png?cb=b6233b897ff6cf2344b341ef9e7687f8) | ## **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. | ![Screenshot 2026-06-19 at 16.33.50-20260619-113232.png](https://kb.hotelkeyapp.com/__attachments/a_7de30c9f36fdd2a058f6bafd5e2749c5eac96bb6f1a21703e02dbd60669a9d41/Screenshot%202026-06-19%20at%2016.33.50-20260619-113232.png?cb=526e71a33c2f2031fc1332de0048261b) | | * Select the desired reservations using the checkboxes (or click **Select All**). * Click Confirm to proceed. | ![Screenshot 2026-06-19 at 16.42.27-20260619-113310.png](https://kb.hotelkeyapp.com/__attachments/a_1f4db4bee6ef68fbbe2056d0284261aca376613965b80706ff251d724dd649a4/Screenshot%202026-06-19%20at%2016.42.27-20260619-113310.png?cb=6aa736022f2fe990238e61d72cc75ca7) | | Once applied: * Success messages will display for each updated reservation. | ![Screenshot 2026-06-19 at 16.42.47-20260619-113400.png](https://kb.hotelkeyapp.com/__attachments/a_693052e4f6d9761ac64c5208ee62360d2adeefe6dbbeec69c9cc7720ad2b1540/Screenshot%202026-06-19%20at%2016.42.47-20260619-113400.png?cb=d14fcd07c3ec8ab836d65d222d94cabd) | | * To validate, return to the reservation list and open the reservation. | ![Screenshot 2026-06-19 at 16.45.48-20260619-113437.png](https://kb.hotelkeyapp.com/__attachments/a_c0bb999032c3bdbbee204d18c2e670cf69fb6da50c30cfc0d26f825b9347cd39/Screenshot%202026-06-19%20at%2016.45.48-20260619-113437.png?cb=f0a663dafd94c4a7dfe7c2a2eb0c82ea) | | 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.* | ![Screenshot 2026-06-19 at 16.47.20.png](https://kb.hotelkeyapp.com/__attachments/a_dc941b797aaac574363b6bc590f9c724b4811a254157e5a697edc03fb879517d/Screenshot%202026-06-19%20at%2016.47.20.png?cb=6fd691cd3d18880006917e29cf06ea20) | | 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. | ![Screenshot 2026-06-19 at 16.50.06-20260619-114329.png](https://kb.hotelkeyapp.com/__attachments/a_41e522c62a6ca3b3aeb45dab01f7972a191cbae73a0b0c0b14e291abfba54a3e/Screenshot%202026-06-19%20at%2016.50.06-20260619-114329.png?cb=52d5bb278c417932fa735513e593f0ff) | | * Select the desired reservations using the checkboxes (or click **Select All**). * Click **Confirm**to proceed. | ![Screenshot 2026-06-19 at 16.50.22-20260619-114359.png](https://kb.hotelkeyapp.com/__attachments/a_fae53e0caf4f8725e5e300e7d39457a08a67bc0a1a419456a4472b4e7249f464/Screenshot%202026-06-19%20at%2016.50.22-20260619-114359.png?cb=c3ab27f2a7484c7261ab39e6a813d820) | | Once applied: * Success messages will display for each updated reservation. | ![Screenshot 2026-06-19 at 16.50.39-20260619-114926.png](https://kb.hotelkeyapp.com/__attachments/a_53c9c2c8b245d7dd4a74e1d6c4177c958335f12bb751c0a329727a66c51746e0/Screenshot%202026-06-19%20at%2016.50.39-20260619-114926.png?cb=5990901ef3edaccfcdf61179277df8d1) | | * To validate, return to the reservation list and open the reservation. | ![Screenshot 2026-06-19 at 16.51.05-20260619-120028.png](https://kb.hotelkeyapp.com/__attachments/a_15d6d8179c095df26f9e9bd6f99cf1f5eb5c86170733cf90bb507dad8c58c2c6/Screenshot%202026-06-19%20at%2016.51.05-20260619-120028.png?cb=59b98ba03d07f8cb769060602e50fdf3) | | 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. | ![Screenshot 2026-06-19 at 16.53.05.png](https://kb.hotelkeyapp.com/__attachments/a_8004559edefcc91810c3851eed2100d0c2a1880faeb01f8fced1d7639e2afaf3/Screenshot%202026-06-19%20at%2016.53.05.png?cb=0d82f2bc49d7f0c8dbe37d6e8a4c0ee1) | ## **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. | ![Screenshot 2026-06-19 at 16.53.45-20260619-120501.png](https://kb.hotelkeyapp.com/__attachments/a_137887a7387a16d9979547af06494c10365c1d08e315afaac1bfa6a2eebf73e3/Screenshot%202026-06-19%20at%2016.53.45-20260619-120501.png?cb=91b2f3ef01bdb05face95f9f19983cd9) | | * Select the applicable reservations using the checkboxes (or click **Select All**). * Click **Confirm**to proceed. | ![Screenshot 2026-06-19 at 16.54.06-20260619-120526.png](https://kb.hotelkeyapp.com/__attachments/a_b6f6e3b021c5e5ac077350d8fbb28db6b957e437df385d540ecb25f92759164a/Screenshot%202026-06-19%20at%2016.54.06-20260619-120526.png?cb=d012ecfbdeb110a523d7077f6e1f7743) | | The **Tax Exemption** modal is displayed. | ![Screenshot 2026-06-19 at 16.54.58-20260619-120600.png](https://kb.hotelkeyapp.com/__attachments/a_b6eba6486a14f120962ddf6ce941a41a949b02d99290865ccd37aefe411791e7/Screenshot%202026-06-19%20at%2016.54.58-20260619-120600.png?cb=dcb1b58a16c0b4a581e315659233a42e) | | Select the required **Tax Exemption Code** and click Save | ![Screenshot 2026-06-19 at 16.55.16-20260619-120654.png](https://kb.hotelkeyapp.com/__attachments/a_c9c5346cff62e6085dc08a69fc02d52f0ef5b3ebee4a9f8d5e4f9d9ef7a60e37/Screenshot%202026-06-19%20at%2016.55.16-20260619-120654.png?cb=1f79ffaddc0db4f82b254e6b1b6c4622) | | Add **Notes** in the provided text field (optional) Click **Confirm** to apply the exemption to the selected reservations. | ![Screenshot 2026-06-19 at 16.56.18-20260619-120741.png](https://kb.hotelkeyapp.com/__attachments/a_628874cf9c16f045fbf0fbf9a60ea87fce3d51f45715c9515ccdb7530719190c/Screenshot%202026-06-19%20at%2016.56.18-20260619-120741.png?cb=8b5fdf897f7509c0354318cfbba9ac7d) | | Once applied: * Success messages will display for each updated reservation. | ![Screenshot 2026-06-19 at 16.56.36-20260619-120805.png](https://kb.hotelkeyapp.com/__attachments/a_31ec47dc90754c5025f1323fc3959f09003eb474a9bd0bc0cfeefc482d5f7a76/Screenshot%202026-06-19%20at%2016.56.36-20260619-120805.png?cb=e4590763a6b55cd855e992cb0dc0f1b0) | | * To validate, return to the reservation list and open the reservation. | ![Screenshot 2026-06-19 at 16.57.24-20260619-121018.png](https://kb.hotelkeyapp.com/__attachments/a_b0d209d76b30a7c0be5aacaf1cd4c83a4ab37e487453a3a24796467488656383/Screenshot%202026-06-19%20at%2016.57.24-20260619-121018.png?cb=f74386d86ba8f745c26eadb22ea497a7) | | Navigate to the **Stay** tab to ensure the Tax and/or Fee Exempt indicators are visible under the Rate Plan Details section. | ![Screenshot 2026-06-19 at 16.59.22-20260619-121040.png](https://kb.hotelkeyapp.com/__attachments/a_c9d6d7c5eaf361473fea568c43c3aeaa03117aa42b4201ede60b4e4a09827dc4/Screenshot%202026-06-19%20at%2016.59.22-20260619-121040.png?cb=9352ee924a3c18c2ee6d0e5fd604f144) | | Navigate to the **Folio** tab to confirm the applicable taxes have been removed and the Tax \& Fee Exempt indicator icon is displayed. | ![Screenshot 2026-06-19 at 17.00.54-20260619-121115.png](https://kb.hotelkeyapp.com/__attachments/a_ff12ec3cc87f2d10fa6624ce038658507a84ec8e91efcb7c16025412b952b378/Screenshot%202026-06-19%20at%2017.00.54-20260619-121115.png?cb=d7076dae73f2100906693c4b4753ed09) | --- language: "en" --- # About Package Allowances .ng 📆 Revision Date: 2025-04-25 This is a supplemental article about Package Allowances Packages can be configured to have an allowance amount * If a Package is added with an allowance amount configured, then Charges with charge types that are mapped to package elements can be posted *manually* or can come from an *outlet* * Based on the allowance amount, the room rent and package element charges will be calculated: * In case of under consumption: * A breakage charge will be added equal to amount not consumed (Allowance - Consumption) * Room Rent = Actual Rate - Allowance Amount * In the case of over consumption: * A -ve breakage charge will be added equal to the amount of over consumption mapped to the package breakdown * A +ve breakage charge will be added equal to the amount of over consumption not mapped to the package breakdown |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | * User can enter in the cost of the package * This is NOT the allowance amount, just the cost * Please note - This is just an**ATTRIBUTE**only, nothing more * Breakage - If they underuse, what is the charge type * Overuse Charge Types - If they overuse, what is the charge type * This WILL show up in guest folio and invoice | ![Screenshot 2024-12-08 at 4.26.50 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5890a1f1767d7564f0b53fb7a03068b3e7dbe66446585ee2f4ff19e3cee437fb/Screenshot%202024-12-08%20at%204.26.50%20PM.png?cb=e5b6795f411c1df6ad026c3f010fedac) | | Allowances - Groups package elements by posting type; system does qualifications * Example of how charges work | ![Screenshot 2024-12-08 at 4.28.48 PM.png](https://kb.hotelkeyapp.com/__attachments/a_26a477fc3a1314df8ec42c76fc2c29c3395d5677f918be8fbba65de193dc3062/Screenshot%202024-12-08%20at%204.28.48%20PM.png?cb=ad7290345f1d48589a3594c1dc0b642b) | | * When invoices roll up, they will roll up on departure date minus one * Most charges post on the actual date * Only Daily Except First Date Include Checkout Date will roll up based on the previous night * TOTAL of the same posting type will drive the total allowance value | ![Screenshot 2024-12-08 at 4.29.22 PM.png](https://kb.hotelkeyapp.com/__attachments/a_709590ea864b2a8187dc2c421357b72a92ce0548d9b90cde0bc586061c88c57c/Screenshot%202024-12-08%20at%204.29.22%20PM.png?cb=6ca3a7590bbd1b43740d82827aa19e82) | | Each package element has a charge type on it * At HEADER level, the user will set up the Allowance * Ex - Beverage, alcohol, breakfast * All are defined as elements as they will be posted in Itemizer * In this example, 30 is the maximum allowance * If they use less than 30, we will post a breakage charge so that it rolls up from customer perspective (they won't see breakage), so they will see X much did not get consumed * This would be a PROFIT from an accounting perspective The actual elements are linked to the package, and the PACKAGE is linked to the rate plan | ![Screenshot 2024-12-08 at 4.32.55 PM.png](https://kb.hotelkeyapp.com/__attachments/a_136c8edadb144e023e3f977e48e5666e5e50271c8be362bf7096f4ad2f4e6309/Screenshot%202024-12-08%20at%204.32.55%20PM.png?cb=7c69ab40f2e254498c0b9b8e8c43b67e) | --- language: "en" --- # Accessing RetailKey Administration 📆 Revision Date:2023-03-21 Login to RetailKey Administration at the URL below, using the same login credentials as those used to login to the RetailKey Point of Sale (POS) application. *Note that only the General Manager and Owner have access to the administration web app.* ![att_1_for_74842692.png](https://kb.hotelkeyapp.com/__attachments/a_30a8b33ffffc3baa2eeedadad6930b143ba26fd7013a087d02421402627df962/att_1_for_74842692.png?cb=d297983dfdec565f10465b4e96022725) --- language: "en" --- # Accessing RetailKey Reports 📆 Revision Date:2023-10-27 |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | On the home page of the HotelKey administration web application (admin.hotelkeyapp.com), select the **Administration v2** link in the **RetailKey** section. | ![RetailKey Section in HotelKey Admin App](https://kb.hotelkeyapp.com/__attachments/a_5aa2982dde0ddd3f95341b49349d8e30191a8073c54b5736e64122fe98264bef/att_1_for_75333744.png?cb=12971fe09a8becc65386d4d4c0cd959a) RetailKey Section in HotelKey Admin App | | Select the **Reports** link in the sidebar menu. | ![Reports Sidebar Menu Link](https://kb.hotelkeyapp.com/__attachments/a_cc73b5201f4f94bf5b53e564122d6569c329ea7ccda7e3277955d776ad1945f9/att_3_for_75333744.png?cb=f5a186e899579adf2dad2a0ece93c592) Reports Sidebar Menu Link | | The **System Reports** page loads. Select the applicable report to run it. Notice the available report categories in the left sidebar, select one to filter the list of reports by that category. | ![System Reports Page](https://kb.hotelkeyapp.com/__attachments/a_d745ee2b2e20d8d649b33fbd35b0be8a84bc9a8f2fbb9d1b8c473636ad8c689d/att_2_for_75333744.png?cb=3bbd01c51e4e27933d93e0a4c133f637) System Reports Page | --- language: "en" --- # Accounting Department Key Reports .ng The below reports are recommended for new users in the Accounting Department to become familiar with. These reports will be the most commonly used Accounting reports on a day to day basis. * [Direct Bill Ledger Accounting Key Report .ng](https://kb.hotelkeyapp.com/hk-kb/direct-bill-ledger-accounting-key-report-ng.md) * [Payment Summary Accounting Key Report .ng](https://kb.hotelkeyapp.com/hk-kb/payment-summary-accounting-key-report-ng.md) * [Tax Report Accounting Key Report .ng](https://kb.hotelkeyapp.com/hk-kb/tax-report-accounting-key-report-ng.md) * [Trial Balance Accounting Key Report .ng](https://kb.hotelkeyapp.com/hk-kb/trial-balance-accounting-key-report-ng.md) * [In House Guest Folio Balances Key Report .ng](https://kb.hotelkeyapp.com/hk-kb/in-house-guest-folio-balances-key-report-ng.md) * [Tax Range Report](https://kb.hotelkeyapp.com/hk-kb/tax-range-report.md) --- language: "en" --- # Accounting Setup Details .ng Accounting Setup Details ***Report Description:*** The Accounting Setup Details report provides visibility on charge type and payment type details (e.g., code, category, tax info, GL/project codes) for the selected property. **Date Range:** single date up to 365 days in the past **Charge Types Section:**showing charge type details such as, code, category, tax info, GL/project codes for the property. ***Available Report Columns for Following Sections:*** |-------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------|------------------------------------|--------------------| | **Column Name** | **Column Description** | **Amount Includes Taxes and Fees** | **Calculation** | | *Property Code* | Unique identifier for the property | Not Applicable | **Not Applicable** | | *Charge Type Name* | The different types of financial transactions or charges that occurred during the date range | Not Applicable | **Not Applicable** | | *Charge Type Code* | The unique identifier associated with the charge type name | Not Applicable | **Not Applicable** | | *Charge Label* | Name of charge as it appears on reservation folio | Not Applicable | **Not Applicable** | | *Status* | Active or Not Active | Not Applicable | **Not Applicable** | | *Charge Type Category* | The broad classifications under which various charges are grouped. (Example Categories include: Room Rent, MISC, Room Service, Transportation, etc.) | Not Applicable | **Not Applicable** | | *System Category* | Misc, Revenue, Non Revenue, etc. | Not Applicable | **Not Applicable** | | *Tax Fee Type* | Food \& Beverage, Misc, Lodging, etc | Not Applicable | **Not Applicable** | | *Tax/Fee Inclusive/Exclusive* | Tax and Fee are Inclusive or Exclusive | Not Applicable | **Not Applicable** | | *Cost Center Code* | Code for the associated cost center | Not Applicable | **Not Applicable** | | *GL Account Code* | General Ledger Account number | Not Applicable | **Not Applicable** | | *Project Code* | Not Applicable | Not Applicable | **Not Applicable** | ![Screenshot 2025-11-09 at 8.02.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_33c96b8cdb4d6f7dd2185ee5e2f6b322d849b0df07627d0da3e19a374d0eb07b/Screenshot%202025-11-09%20at%208.02.29%20PM.png?cb=2f59c41f09c4481069ff342f56e03142) **Payment Types Section:** showing integrated payment type mappings with relevant financial codes |------------------|-----------------------------------------------------------------------------------------------------------------------------|------------------------------------|--------------------| | **Column Name** | **Column Description** | **Amount Includes Taxes and Fees** | **Calculation** | | *Property Code* | Unique identifier for the property | Not Applicable | **Not Applicable** | | *Payment Type* | Type of payment made | Not Applicable | **Not Applicable** | | *Card Type* | Payment processing network of the card. Common types to select from include Visa, Mastercard, American Express, or Discover | Not Applicable | **Not Applicable** | | Cost Center Code | Code for the associated cost center | Not Applicable | **Not Applicable** | | GL Account Code | General Ledger Account number | Not Applicable | **Not Applicable** | ![Screenshot 2025-11-09 at 8.02.50 PM.png](https://kb.hotelkeyapp.com/__attachments/a_843b01b9962ba8d3f618cac549f55b1f4a46adbd26f9b1d74c5a6b5d38ecf2b9/Screenshot%202025-11-09%20at%208.02.50%20PM.png?cb=508966878e1afc3e6dce9261a820f557) ***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. ***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 --- language: "en" --- # Accounting Setup for General Ledger Accounts 📆 Revision Date: 2025-04-03 This article will cover how to setup accounting for charge types to link them to appropriate general ledger accounts. |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the **HotelKey Home** screen, select your property and then **Property Settings** under **Administration**. | ![Screenshot 2025-04-03 at 3.26.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_db4662ec92c12bf72ee59d15c8a283af15223416421c348f37424af993243909/Screenshot%202025-04-03%20at%203.26.12%20PM.png?cb=d0702113aebddca3a3f86ee81be45163) | | Once in the **Property Settings** , navigate to **Accounting Setup** and select **Charge Types.** | ![Screenshot 2025-04-03 at 3.27.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_fb7e2ff8b985a61f30170b666be31eef44c59a0d4e806aab341b4f18ed6f9f4e/Screenshot%202025-04-03%20at%203.27.06%20PM.png?cb=492a52c18c1636808907c12fabd0ffd7) | | You can search for the applicable Charge Type. In this example, we will choose **City Tax** then click on it to open the details. | ![Screenshot 2025-04-03 at 3.27.52 PM.png](https://kb.hotelkeyapp.com/__attachments/a_8534c80a44494523b2a53480b45a3e659ee9e9ff7b0f408f206a777c51f44698/Screenshot%202025-04-03%20at%203.27.52%20PM.png?cb=608d4fa16efb09b04a981bb860fedcb2) | | Select **Accounting Setup**. | ![Screenshot 2025-04-03 at 3.30.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_eb5d0ef1884ec90c68d59ff3b46eb4ed3d42df905bad64b4820236464be2b3db/Screenshot%202025-04-03%20at%203.30.44%20PM.png?cb=876f968b67ae0b9ba20ca9fb5e0d964d) | | Enter details in the **Cost Center Code**field. Then enter details in the **GL Account Code** field. Select **Save Charges for GL Accounting** Now charges will reflect on the associated property accounting statements | ![Screenshot 2025-04-03 at 3.32.37 PM.png](https://kb.hotelkeyapp.com/__attachments/a_9347b6d9dbc8ca08526edfbd3b39fdba19e6c005aa4300c6e21be78cb70614ba/Screenshot%202025-04-03%20at%203.32.37%20PM.png?cb=bb95ad7b27971483b9b93e88902bf9df) ![Screenshot 2025-04-03 at 3.33.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_41dcb3169407d62ab176816417ce4778e15e2b2e9019369f9c21b542a641ad3a/Screenshot%202025-04-03%20at%203.33.12%20PM.png?cb=37ca0233292c393c6613d1fa7749b625) | --- language: "en" --- # Accounting Setup for Sub-Charge Types 📆 Revision Date: 2025-07-01 This article will cover how to [**Setup** **Sub-Charge Types**](https://kb.hotelkeyapp.com/hk-kb/accounting-setup-for-sub-charge-types.md#Setup-Sub-Charge-Types-on-Property-Settings) and how to [**Apply Sub-Charge Types**](https://kb.hotelkeyapp.com/hk-kb/accounting-setup-for-sub-charge-types.md#Apply-sub-charge) to a guest folio and house account on the PMS. Sub-Charge Types inherit the rules and settings defined by the hotel's Charge Type Categories---such as tax, revenue, sundry items, guest laundry, and bar or dining room outlets. This structure ensures consistency in reporting, as all transactional data in reports is categorized at the Charge Type level, with the exception of the new Sub-Charge Type Report. ***Hotels without a Point of Sale system (POS) can utilize this feature to setup capability to assign accounting codes to guest charges that post on the guest folio or house account.*** *Note - this is a permission based feature for Manager Roles Only* ## **Setup Sub-Charge Types on Property Settings** |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the **HotelKey Home** screen, select your property and then **Property Settings** under **Administration**. | ![Screenshot 2025-04-03 at 3.26.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_1e847be975a52100210b809eb783e05d049dd8170b0b090886d707f1bb5f61b9/Screenshot%202025-04-03%20at%203.26.12%20PM.png?cb=d0702113aebddca3a3f86ee81be45163) | | Once in the **Property Settings** , navigate to **Accounting Setup** and select **Charge Types.** Search for the applicable Charge Type that you wish to assign sub-charge types. | ![Screenshot 2025-04-03 at 3.27.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_09e9afeed54c242c051091863b4f2c0708da7800040080aeeb340574ef93d4d8/Screenshot%202025-04-03%20at%203.27.06%20PM.png?cb=492a52c18c1636808907c12fabd0ffd7) | | In this example, we will choose **Sundries - Non Alcoholic Beverage** * Click on it to open the details To ensure accurate reporting, it's important to select the appropriate Charge Type before creating Sub-Charge Types within it. For example, to categorize non-alcoholic beverages such as Coca-Cola, lemonade, and bottled water, you would first select the 'Sundries - Non-Alcoholic Beverage' Charge Type. | ![Screenshot 2025-07-05 at 8.53.18 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c3d31196d0cd4aab8ac19be7a73df7a64d820bb64b63ff08e840db71d77cb10b/Screenshot%202025-07-05%20at%208.53.18%20PM.png?cb=35a5c59d118b75704660a02fcc9562a4) | | The Basic Details page loads *Note the first 3 fields to reference when creating* ***Sub-Charge Types*** * **Name** : Charge Type name*(Sundries - Non Alcoholic Beverage)* * **Accounting Code** : numeric code assigned to the Charge Type *(ex:21000)* *For Sub Charge Type codes, use the code assigned on this page - in this example, we will use:* ***21000*** | ![Screenshot 2025-07-05 at 8.54.34 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2bdf4206c431861949abae1c2f379662f5447ba98d5032a00c70f88a9ff2ffbe/Screenshot%202025-07-05%20at%208.54.34%20PM.png?cb=6f7d9a72044a7e79f8302072cc342eac) | | * **Charge** **Label**: This label will be used to define the charge name on folios. When a Sub-Charge Type is posted, its name will appear on the folio, preceded by the Charge Type label. Therefore, it's essential that the Charge Type label is accurate and appropriate. For example: The**Charge Type Label** = Market Place Non Alcoholic Beverage The **Sub-Charge Type** = Coca Cola | ![Screenshot 2025-07-06 at 9.54.52 AM.png](https://kb.hotelkeyapp.com/__attachments/a_5d35f1f9083e26d43fc1ab1f820375dff215168609b09a321e2159650907f4d0/Screenshot%202025-07-06%20at%209.54.52%20AM.png?cb=8f9141c5aa9173cbef3fef4f90e8f242) On the folio, the charge will look like this: ![Screenshot 2025-07-06 at 10.45.05 AM.png](https://kb.hotelkeyapp.com/__attachments/a_a29b0b34a9695742e7f74c88bd9838732da4681d430cb78120a47b60c4fd949a/Screenshot%202025-07-06%20at%2010.45.05%20AM.png?cb=5d4f9f51a77ce8df26425605bb682866) | | Select **Sub Charge Types** and select**New**. | ![Screenshot 2025-07-01 at 2.13.36 PM.png](https://kb.hotelkeyapp.com/__attachments/a_52e16b58f03ee00f531afd2df22e4d18fb2b2096a22b7178d38e225d66e1aaa7/Screenshot%202025-07-01%20at%202.13.36%20PM.png?cb=1db6fcddd5a0adff29159c56086f4abd) | | Enter details in the new Sub Charge Type * **Name**: Name of the sundry item * **Code:** All codes given should begin with the *accounting code* assigned on the Basic Details page, followed by a sequential number value; i.e. **210001, 210002, 21003, etc** * **Description:** description of the item * **Amount:** purchase price of the item - *this field is optional* any amount entered here is also editable on the PMS when posting the charge. * **Active**: Toggle ON Select **Confirm** when done | ![Screenshot 2025-07-05 at 9.14.37 PM.png](https://kb.hotelkeyapp.com/__attachments/a_253938936b95931131c3fa63bf63b20ac0d35e575dc89129e460581ab8ceb0d6/Screenshot%202025-07-05%20at%209.14.37%20PM.png?cb=f54998c461adbdb0c206b0973496004e) | | Now Sub-Charge Types will reflect on the associated Charge Type and on the guest folio and house account when posted there. Click on **Save**to complete the actions | ![Screenshot 2025-07-05 at 9.16.15 PM.png](https://kb.hotelkeyapp.com/__attachments/a_ca87e271ab99b2777d4bfa5ec91e11804d499e8f0d8930b52d669baa4738c10a/Screenshot%202025-07-05%20at%209.16.15%20PM.png?cb=f926cb029c0d198c4d6f7c1f5a679f4d) | ## **Applying Sub-Charge Types to a Guest Folio and House Account** |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the **HotelKey Home** screen, select your property and then select **Frontdesk**. | ![Screenshot 2025-07-03 at 8.49.08 PM.png](https://kb.hotelkeyapp.com/__attachments/a_52256ff574146c7c8602fb9afb00707fb7da9fe68174b126ebefbf0188fcabb0/Screenshot%202025-07-03%20at%208.49.08%20PM.png?cb=d0b025acba694b629bceb4c05f8227af) | | From the Dashboard, select the reservation you wish to post a charge. Open the reservation, * Select the **Folio** tab * Click on the Charge button | ![Screenshot 2025-07-03 at 8.50.26 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4a353e7047b416930f22f5293edf5512d4690098ee293c4f233f235e1e66aa81/Screenshot%202025-07-03%20at%208.50.26%20PM.png?cb=db0bd4bbc01af8c53b3faa3a1e9a847e) | | Add Charge screen loads Enter the Charge Category in the search field. In this example, we will post a non alcoholic beverage item to the guest folio - * Entering *Coca Cola* in the search bar will render the exact Charge Category and list associated charges. | ![Screenshot 2025-07-06 at 10.26.58 AM.png](https://kb.hotelkeyapp.com/__attachments/a_67db47e0006afda4b387df952831b5a9fa2d4aeb58f344fa7a4b822f6b5498b7/Screenshot%202025-07-06%20at%2010.26.58%20AM.png?cb=d0d98ddf9bb0c184042a17ef45484182) | | Select the **Sub-Charge Type** *(coca cola)* *Note - if configured, pricing for each item auto populates but the field is also editable* * Click on **Next** | ![Screenshot 2025-07-06 at 10.30.02 AM.png](https://kb.hotelkeyapp.com/__attachments/a_11100a174f3e3c0a3b7822d0c4c08b5d86884eccf48e46aeb3bad40b649f6663/Screenshot%202025-07-06%20at%2010.30.02%20AM.png?cb=18f34b73325e2dfd990c2f27219b00a4) | | Add Charge review screen opens. Review the details of the charge and select **Next** | ![Screenshot 2025-07-06 at 10.41.56 AM.png](https://kb.hotelkeyapp.com/__attachments/a_3159783abfa3b4e291b96becb2964064d379bb8749b856b47b0ce530b2ee2c59/Screenshot%202025-07-06%20at%2010.41.56%20AM.png?cb=a48b900bbd7a871f44cd643f5ec3b8c4) | | Confirm page loads. Click on **Confirm** to complete the charge | ![Screenshot 2025-07-06 at 10.42.56 AM.png](https://kb.hotelkeyapp.com/__attachments/a_a132db9f31e0c28f938b341cca2163fafea834054eb27eb399b47e2b10488e09/Screenshot%202025-07-06%20at%2010.42.56%20AM.png?cb=94ab51a4ff79e3d1c7af3287f3b222fd) | | Folio screen opens. Here you will see the charge on the guest folio. Referenced are the **Charge Type Category** *(Sundries-Non Alcoholic Beverage)* and the **Sub-Charge Type** *(Coca Cola)*. | ![Screenshot 2025-07-06 at 10.43.55 AM.png](https://kb.hotelkeyapp.com/__attachments/a_4370450d8125218a291c6d4ad386ea923fc5012c1891a5bc0af170b2e8bd0e3f/Screenshot%202025-07-06%20at%2010.43.55%20AM.png?cb=f0abb1d315e8b01e904b087e3475d49a) | --- language: "en" --- # Accounts Receivable [Create a Company Invoice](https://kb.hotelkeyapp.com/hk-kb/create-company-invoice-ng.md) [Collect Payment Against a Company Invoice](https://kb.hotelkeyapp.com/hk-kb/collect-payment-against-a-company-invoice-ng.md) [View / Print / Email a Company Invoice](https://kb.hotelkeyapp.com/hk-kb/view-print-company-invoice-ng.md) [Refund Payment - Direct Bill](https://kb.hotelkeyapp.com/hk-kb/refund-payment-direct-bill-ng.md) [Add Manual Accounts Receivable](https://hotelkey.atlassian.net/wiki/spaces/KBD/pages/330535540/Add+Manual+Accounts+Receivable+.ng) --- language: "en" --- # Accounts Receivable Activity 📆 Revision Date: 2024-03-26 The **Accounts Receivable Activity** report details current to-date accounts receivables activity across reservation level transactions; this report shows in real time with the latest details. **Date Range:** All up to today's date **Accounts Receivable** |------------------------|-------------------------------------------------------------------------| | **Column Name** | **Description** | | **Date** | Date of the transaction | | **Company Name** | Local direct bill company name on the reservation | | **Company Code** | Local direct bill company code | | **Transaction Type** | Type of transaction posted (example - reservation) | | **Transaction Number** | Confirmation number | | **Guest Name** | Primary guest name on the reservation | | **Current** | Current balance posted on the reservation (0-30 days) | | **31 to 60** | Balance outstanding on the transaction (31-60 days) | | **61 to 90** | Balance outstanding on the transaction (61-90 days) | | **91 to 120** | Balance outstanding on the transaction (91-120 days) | | **121 to 150** | Balance outstanding on the transaction (121-150 days) | | **Over 150** | Balance outstanding on the transaction (151+ days) | | **Transaction Status** | Transaction status of the reservation (example - Checked Out, In House) | --- language: "en" --- # Accounts Receivable Activity .ng Accounts Receivable Activity ***Report Description:*** The Accounts Receivable Activity report provides real-time, up-to-date details on accounts receivable activity at the reservation level, offering the most current transaction information available. **Date Range:** All open accounts receivable activity up to current business day ***Available Report Columns for Following Sections:*** |----------------------|-----------------------------------------------------------------------------------------------|------------------------------------|--------------------------------------------------------| | **Column Name** | **Column Description** | **Amount Includes Taxes and Fees** | **Calculation** | | *Date* | Date of the transaction | Not Applicable | **Not Applicable** | | *Company Name* | Local direct bill company name on the reservation | Not Applicable | **Not Applicable** | | *Company Code* | Local direct bill company code (ex - 5010) | Not Applicable | **Not Applicable** | | *Transaction Type* | Type of transaction posted (example - reservation, house account, manual AR, etc.) | Not Applicable | **Not Applicable** | | *Transaction Number* | Confirmation number or house account number. | Not Applicable | **Not Applicable** | | *Name* | Name of the house account or guest name on the reservation | Not Applicable | **Not Applicable** | | *Current* | Current balance of uninvoiced transactions aged between 0 and 30 days in Accounts Receivable. | YES | **current = (all charges + taxes) - (adjustments)** | | *31 to 60* | Balance of un-invoiced transactions aged between 31 and 60 days in Accounts Receivable. | YES | **31 to 60 = (all charges + taxes) - (adjustments)** | | *61 to 90* | Balance of un-invoiced transactions aged between 61 and 90 days in Accounts Receivable. | YES | **61 to 90 = (all charges + taxes) - (adjustments)** | | *91 to 120* | Balance of un-invoiced transactions aged between 91 and 120 days in Accounts Receivable. | YES | **91 to 120 = (all charges + taxes) - (adjustments)** | | *121 to 150* | Balance of un-invoiced transactions aged between 121 and 150 days in Accounts Receivable. | YES | **121 to 150 = (all charges + taxes) - (adjustments)** | | *Over 150* | Balance of un-invoiced transactions aged over 150 days in Accounts Receivable. | YES | **Over 150 = (all charges + taxes) - (adjustments)** | | *Transaction Status* | Transaction status of the reservation or House Account (ex: Checked Out, Closed, etc.) | YES | **Not Applicable** | ![Image 10-31-24 at 9.02 AM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_2ef816b88bc2a884a522f675596c41e049c7f656aa257832fce2aec03f7b92b4/Image%2010-31-24%20at%209.02%E2%80%AFAM.jpeg?cb=c27aa059ff94a87b802e27b833cccf9c) ***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. * Bar Graph: ability to view data in a bar chart. * Grouping: ability to view the data grouped by: All, Transaction Type, Date, Transaction 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 --- language: "en" --- # Accounts Receivable Menu --- language: "en" --- # Action Menu: Availabilities Screen 📆 Revision Date: 2025-09-04 The Availabilities screen provides a dynamic, visual calendar that helps you efficiently manage event spaces and monitor the status of all events---**Confirmed, Tentative, and Prospect**---at a glance. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Availabilities** | ![Image 9-2-25 at 7.54 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_747b2d2ab7d0b350f8213e346cbb6f8a3fa382cac6d6a8c6add4f4a93399976d/Image%209-2-25%20at%207.54%E2%80%AFPM.jpg?cb=8c553419c06edbbbcabf1ba45a61e1fe) Actions Menu \> Availabilities | | **Default Calendar View** The **default view** of the Availabilities screen is the **daily view** for the **current business day**. * On the **left side** , you'll see a list of all event **spaces**. * If a space has an event with a **Prospect** , **Tentative** , or **Confirmed** status, the corresponding time block on the calendar will be **shaded and display a number**. * This **number indicates how many events** are reserved in that space during the selected time block. * **Hover over the number** to view a tooltip showing the **event name and time**. | ![Image 9-2-25 at 7.58 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_0fbaf2c6a879dde53dceff74f5242105c4f8720d75c3892e3daec7df2afa06ed/Image%209-2-25%20at%207.58%E2%80%AFPM.jpg?cb=48f8cbf6e0f2c615a853e1e709bc74f6) Availabilities - Daily View | | **Changing the Calendar View** To change the calendar view, click the **dropdown menu** next to the **"Daily"** label. From here, you can select one of the following options: * **Daily View** * **Weekly View** * **Monthly View** This allows you to customize how event space availability is displayed based on your scheduling needs. | ![Image 9-2-25 at 8.02 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_0d2f3adb0838dc2e86737e1501fe49a3e5c8a8e582918686efeb590a89b172ec/Image%209-2-25%20at%208.02%E2%80%AFPM.jpg?cb=1592150ea8c4726e3eba269678de85a6) Calendar View Options | | **Navigating to a Different Date** To view availability for a different **day** , **week** , or **month** , use the **calendar date picker**. Simply click the date field and select your desired date to update the calendar view accordingly. | ![Image 9-2-25 at 8.05 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_b00e8fb0d41dc63a4e12e2665a6940764d9b7464aef78ce73219914b9604785c/Image%209-2-25%20at%208.05%E2%80%AFPM.jpg?cb=137a007f6da0d9f23ee0f079d5454fa6) Calendar Date Picker | | **Using Filters to Refine the Space List** Click the **Filters** button to narrow down the list of spaces based on specific criteria such as **capacity** , **space width** , **total area** , and **custom attributes** . Click **Apply** to see the filtered results. This helps you quickly identify spaces that meet the exact requirements for your event. | ![Image 9-2-25 at 8.08 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_36b63ffd3e146e627498cdba92b866068ae065dd001466e189edd4a60fd46197/Image%209-2-25%20at%208.08%E2%80%AFPM.jpg?cb=4c09e22866c7a8726170371458caadc9) Filters to Refine the Space List | | **Filtering by Event Status** By default, the view displays **"All Statuses."** To filter events by a specific status, click the **All Statuses dropdown** and select the desired option (e.g., **Prospect** , **Tentative** , or **Confirmed** ). The calendar will then display **only the events** matching the selected status for the chosen time period. | ![Image 9-2-25 at 8.12 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_2cca246acae4ae46333afa92bb103e33f905a5dba4789b4df10ff16e6002ce39/Image%209-2-25%20at%208.12%E2%80%AFPM.jpg?cb=07682c0dfc8a1520eb2bb833afc071b9) Filtering by Event Status | | **Filtering by Space** By default, the calendar displays **all spaces** . To view events for a specific space, click the **All Spaces** dropdown and select the desired space. The calendar will then update to show **only the events scheduled in that space** for the selected time period. | ![Image 9-2-25 at 8.15 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_cf2dd847acbcd2b402c1eec665cf97e018b49526dde5c8307f1cf59441cd5e70/Image%209-2-25%20at%208.15%E2%80%AFPM.jpg?cb=37d0c3c44385f9021a0c5aa10e264e37) Filtering by Space | | **Switching to Table View** Click the **Table** button to switch from the calendar view to a **consolidated table view** . This format presents the event data in a **report-style layout**, making it easier to review and analyze details in a structured format. | ![Image 9-2-25 at 8.17 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_06f494a65ba52688090d6948e3684a309c9ee2a58e1cb9885715f216bc6dc9b0/Image%209-2-25%20at%208.17%E2%80%AFPM.jpg?cb=5d0b13b4e9736a2c1dc4dd103473d934) Table View | | **Viewing Multiple Properties** Users with access to **multiple properties** can use the **Property dropdown** to select one or more additional properties. This enables you to view **space availability across all selected properties** in a single, unified view. | ![Image 9-2-25 at 8.21 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_eeb635b84922a8f18228936477565d2a75fed718928313a6d6bbb641656f3bac/Image%209-2-25%20at%208.21%E2%80%AFPM.jpg?cb=1a8969e66f1ad06f05d40ab5b1296a26) Multiple Properties View | --- language: "en" --- # Action Menu: Calendar 📆 Revision Date: 2025-09-04 Calendar is a scheduling tool that allows you to create and manage appointments within EventKey without having to leave an access your mailbox calendar. * Schedule **meetings** , **events** , and **reminders** * Set up **recurring events** (e.g., weekly meetings) |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Calendar** | ![Image 9-2-25 at 8.27 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_b9096ce52cf28cb4f13a4e7a6b81afb31090c3c1832d51ce61b14f0a3fc42478/Image%209-2-25%20at%208.27%E2%80%AFPM.jpg?cb=87aacae7cde240a2c77ed0f024ab8ad4) Actions Menu \> Calendar | | **Default Calendar View** The calendar automatically opens to the **current business day** and displays events in the **daily view** by default. | ![Image 9-2-25 at 8.42 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_bbb721d5c8d711b66676f4fe861cf39bd52420788a70c8d1c07b355bd4d74772/Image%209-2-25%20at%208.42%E2%80%AFPM.jpg?cb=96f04953dad27a949e1ecec99464f9a2) Default Calendar View | | **Viewing Scheduled Meetings** Your scheduled meetings and appointments will appear in this calendar. Please note that **this calendar does not sync with your mailbox calendar**---it only displays meetings that you have created within EventKey. | ![Image 9-2-25 at 8.42 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_bbb721d5c8d711b66676f4fe861cf39bd52420788a70c8d1c07b355bd4d74772/Image%209-2-25%20at%208.42%E2%80%AFPM.jpg?cb=96f04953dad27a949e1ecec99464f9a2) Viewing Scheduled Meetings | | **Changing the Calendar View** To switch the calendar display, click the **Weekly** or **Monthly** button located in the upper-left corner of the screen. | ![Image 9-2-25 at 8.51 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ac6834db74a47d2609679b1aeb73b9a9a8cd9f81ed135d31690499fde4575d94/Image%209-2-25%20at%208.51%E2%80%AFPM.jpg?cb=57153f9426a4d1c4b997ee3f31af7720) Calendar Views | | **Navigating the Calendar by Date** You can change the calendar date in three ways: * Click the **back arrow** to go back by one day, week, or month (depending on your current view). * Click the **forward arrow** to move ahead by one day, week, or month. * Use the **calendar date picker** to jump directly to a specific date. * Click the **today** **button**to return to the current day. | ![Image 9-2-25 at 8.53 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_dc3e82e8e9cbf63a8b6ae13e460fbf9b981452a457630a72f43fdf6b940585e8/Image%209-2-25%20at%208.53%E2%80%AFPM.jpg?cb=7f461864f2be246d3d8c4de285c4319a) Navigating the Calendar by Date | | **Creating a New Appointment** To schedule a new appointment, click the **blue "Create" button** . This will open the **Create Meeting** window. Fill in the following details: * **Title** -- Enter a name for the appointment. * **Start Date** -- Select the date of the meeting. * **Start Time** -- Choose the time the meeting will begin. * **End Time** -- Choose the time the meeting will end. * **Repetition** -- Use the dropdown to set up recurrence (e.g., daily, weekly) if applicable. * **Add Attendees** -- Add internal attendees to invite them to the meeting. * **Location** -- Specify the room or location where the meeting will take place. * **Note** -- Enter any relevant notes or a description for the meeting. Once all required information is entered, click **Create** to add the meeting to your calendar. | ![Image 9-2-25 at 8.57 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_6a4286f5888210abd9e7f9cccffd17be2a3a1b4abce01d6b40410e5d4ae6c0bf/Image%209-2-25%20at%208.57%E2%80%AFPM.jpg?cb=92f9dca73d3bd2562909db2e96e7c413) Creating a New Appointment | | ****Editing or Deleting an Appointment**** To modify or remove an existing appointment: 1. Locate the appointment on your calendar and **click on it** to open the meeting details. 2. To **edit** the appointment, click the **pencil icon** and make your changes. 3. To **delete** the appointment, click the **trash can icon**. | ![Image 9-2-25 at 9.03 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_f6d77d76f2eeea83174d483e121d6b135b72883607ed59527d787c0fc637510c/Image%209-2-25%20at%209.03%E2%80%AFPM.jpg?cb=19caa09090bb38cb7bf3bc33fbeff543) Editing or Deleting an Appointment | | **Editing an Appointment** When you enter edit mode, **all event fields become available for editing** . Make the necessary changes, then click **Save** to update the event. | ![Image 9-2-25 at 9.07 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_2b7f3d61715a79cbc25426e341cafef71c1fdfcc90337597d8a3cff50cbb9395/Image%209-2-25%20at%209.07%E2%80%AFPM.jpg?cb=856463aa0aac641958b363be8408b9af) Editing an Appointment | | **Deleting an Appointment** When you delete an appointment, you will be presented with two options: * **Delete this meeting** -- Removes only the selected occurrence. * **Delete this meeting and all following meetings** -- Removes the selected meeting and all future recurring instances. Select the appropriate option, then click the **red "Delete" button** to confirm. Your appointment will be successfully deleted. | ![Image 9-2-25 at 9.10 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_84a3800a4719ddafc2f05ee11c9c4d5e4a1a8e9208676f0ffc863a09ff6ba86b/Image%209-2-25%20at%209.10%E2%80%AFPM.jpg?cb=ff7b4a004d26ca039ed8d80bc99a7433) Deleting an Appointment | --- language: "en" --- # Action Menu: Converting an Inquiry to a Prospect Event 📆 Revision Date: 2025-09-04 Once an inquiry (lead) is marked as won, you can convert it into a prospect event. A prospect event represents the next stage in the sales funnel, where the status shows the progression from initial inquiry to qualified lead, and ultimately to a customer. |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Nvigate to **Home** \> **Event Management \> Actions \> Inquiries** | ![Image 9-3-25 at 2.06 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_11ad17b04e40573fb219c06ed313f49531ab8b47ff10751639987579b0cf803d/Image%209-3-25%20at%202.06%E2%80%AFPM.jpg?cb=eab8d1adc650178df11ce7c8ec8b415a) Action Menu \> Inquiries | | ****Locating an Inquiry**** To begin managing an inquiry, you'll first need to locate it from the **Inquiry Home Screen**. Use the following search and filter options to find the specific inquiry you're looking for: * **Start Date** : Enter the **start date** of the inquiry. You can also leave this field set to the **current business day**. * **End Date** : Enter the **end date** of the inquiry or extend the date range further into the future to include long-term inquiries. * **Search Box** : Type the **name of the event** into the search box to find matching results. * **Filter by Status** : Use this dropdown to **filter inquiries by their current status**, such as Open, In Progress, Dormant, or Turned Down. * **Filter by Coordinator** : Use this option to **filter inquiries by the assigned event coordinator**. Once you've located the desired inquiry, **click the blue ** ***"Open"*** ** button** to view and manage its details. | ![Image 9-3-25 at 6.48 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ddcbf8acb39216dfe32dbb536b33e33694e01367d4189bc316e239a5a994c0e8/Image%209-3-25%20at%206.48%E2%80%AFPM.jpg?cb=f56c670041d78d4463f4e68d8e871b97) Locating an Inquiry | | Before converting an inquiry into a prospect event, you must first create a sub-event. The sub-event defines the potential meeting space, rental rate, and estimated number of attendees. To create it, **click the** ***Add Sub Event*** **button** under the Spaces section. | ![Image 9-3-25 at 7.31 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ae94bd5e657a1404b5eb978681b5841f4ce44d266fb001d815c162d06763fcc8/Image%209-3-25%20at%207.31%E2%80%AFPM.jpg?cb=467c8a3d01c2c16aa8afea9a8d5d71c7) Create Sub Event | | **Creating a Sub-Event** When creating a sub-event, enter the following details: * **Name** -- Enter the name of the event occupying the room. *Note: This may differ from the overall event name, especially if there are multiple breakout sessions.* * **Space** -- Select the assigned meeting room. * **Start Date** -- Enter the first date of the meeting. * **Start Time** -- Enter the time the meeting begins. * **End Time** -- Enter the time the meeting ends. * **Event Classification** -- From the dropdown menu, select the type of meeting. *This field is used for reporting and may not apply to all properties.* * **Expected Number of Guests** -- Enter the number of guests anticipated by the event organizer. * **Guaranteed Number of Guests** -- Enter the number of guests the organizer guarantees. * **Actual Number of Guests** -- Enter the actual number of attendees. *Initially, this may be an estimate. Update it after the event if needed.* * **Space Arrangement** -- Select the room setup requested by the event organizer. * **Price Plan** -- Select the applicable price plan. * **Price** -- The system will auto-fill the price based on the selected plan. *If you have permission, you may override the rate.* Once all details are entered, click the **Save** button to create the sub-event. | ![Image 9-3-25 at 7.37 PM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_49f992f03ca1650d2fdea2c00160c3929df765692b780fa835dd1719c5b86969/Image%209-3-25%20at%207.37%E2%80%AFPM.jpeg?cb=cb6b41d6d9eb6de4bfd31a85de25713d) Sub Event Screen | | In the upper-right corner, open the *Actions* menu, then choose **Prospect** from the dropdown list. | ![Image 9-3-25 at 7.43 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_e81990a5aa1c45dcacf8bfa7effe1d52eac88dbab4660912f432052b26e1b1f5/Image%209-3-25%20at%207.43%E2%80%AFPM.jpg?cb=fd9472bdd69bf73652b5401e11ed9ec5) Actions Menu Dropdown List | | The event is now in *Prospect* status. You can confirm this by checking the top center of the screen, where the inquiry status **now displays as** ***Prospect***. | ![Image 9-3-25 at 7.46 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_329b235a6c76bd32a72a038d7af0d3267fb05823dc159c493e8ab8ac9cc3f2d5/Image%209-3-25%20at%207.46%E2%80%AFPM.jpg?cb=32e03e5ccc292402cb5ef20739a5c5e6) | --- language: "en" --- # Action Menu: Event Contract Status 📆 Revision Date: 2025-09-04 **Checking the Signature Status of Event Contracts** Use this feature to quickly verify the **signature status** of event contracts, helping ensure that all required documentation is completed on time. The status indicators show whether a contract is: * **Signed** -- The contract has been successfully signed and returned. * **Not Signed** -- The contract has been sent but not yet signed. Follow-up may be required. This tool is especially useful for tracking contract progress across multiple events, ensuring no agreements are missed or delayed. It provides a clear, at-a-glance view to support compliance and event readiness. |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Event Contract Status** | ![Image 9-2-25 at 9.16 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_a458ce652685f39ce1808c443667b6e2d23e2df42013df6fbcb2038be9cfd745/Image%209-2-25%20at%209.16%E2%80%AFPM.jpg?cb=ab986c1298bcc49db8d58fe3a29c2024) Action Menu \> Event Contract Status | | **Setting the Report Date Range** By default, the report displays data starting from the **current business date** , with the **end date set to 30 days later** . To adjust the date range, simply **click on the Start Date or End Date fields** to open the date picker and select your desired dates. Click the **blue run button** to refresh the report data. | ![Image 9-2-25 at 9.34 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_4766bac66ee3d6a99ed8b03c00ce5e8722929bcd0b9cfadae49f73a12f23cb18/Image%209-2-25%20at%209.34%E2%80%AFPM.jpg?cb=e19794703dcb904be499627581795a70) Setting the Report Date Range | | ****Contract Status Report Overview**** The **Contract Status Report** provides key details to help track the progress and status of event contracts. The report includes the following fields: * **Event Name**: The name of the event. * **Event Start Date**: The first day of the event. * **Event End Date**: The final day of the event. * **Event Status** : The current status of the event (*Prospect* , *Tentative* , *Confirmed* , or *Cancelled*). * **Contract Name**: The name of the contract template that was sent to the client. * **Contract Due Date**: The date by which the signed contract is expected. * **Contract Status** : Indicates whether the contract is *In Progress* or *Signed*. * **Event Manager**: The staff member assigned to manage the event. * **Name**: The name of the primary contact for the event. * **Email Address**: The email address of the event contact. | ![Image 9-2-25 at 9.39 PM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_bf562b42384f50f71f8029add024c7befdc74706e383e190062a120120a0b329/Image%209-2-25%20at%209.39%E2%80%AFPM.jpeg?cb=aeb9bade85c74e0bfb2850b5f6a91c4d) Contract Status Report | | **Searching for an Event** To find a specific event, enter the event name into the **search box**. The system will display results that match the event name you entered. | ![Image 9-2-25 at 9.43 PM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_dfd0df29257d30ebdc89fda12daf75dac0ceb2dca568e49374d55991a560a379/Image%209-2-25%20at%209.43%E2%80%AFPM.jpeg?cb=571ada348b2b89f1198c7b23000977ca) Searching for an Event | | **Using the Filter Dropdown** Use the **filter dropdown** to narrow down the list of contracts based on specific criteria, making it easier to find the contracts you need. | ![Image 9-2-25 at 9.47 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_8a753b7ab540c5cede7ceef8749f6aff6f08990490855d5d437e7e5c489241bd/Image%209-2-25%20at%209.47%E2%80%AFPM.jpg?cb=5543273e9277cc71f1b4984958eb4ab6) Filter Dropdown | --- language: "en" --- # Action Menu: Fast Posting 📆 Revision Date: 2025-09-04 **Fast Posting Charges** The **Fast Posting** feature allows you to **quickly apply charges to one or more events simultaneously**, streamlining the billing process and reducing manual entry. This is especially useful for: * Posting standard fees or packages across multiple events * Applying recurring charges (e.g., setup fees, service charges, room rental) * Ensuring billing accuracy and consistency across similar bookings Simply select the relevant events, enter the charge details once, and post them all at once---saving time and improving operational efficiency. |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Fast Posting** | ![Image 9-3-25 at 7.52 AM.jpg](https://kb.hotelkeyapp.com/__attachments/a_9b4bc7ff4d984ce2b28671efc0e388bf99e253a133bfe586b8fe1b2bfb4bcce2/Image%209-3-25%20at%207.52%E2%80%AFAM.jpg?cb=43b77a0f604727035535cf35768908d1) ActionsMenu \> Fast Posting | | ****Fast Posting Screen Overview**** When you open the **Fast Posting** screen, you'll see two tabs at the top: * **Confirmed** -- Displays all events currently in **Confirmed** status. * **Tentative** -- Displays all events currently in **Tentative** status. > **Note:** Events with a **Prospect** status do **not** appear on this screen, as charges cannot be posted to prospect events. | ![Image 9-3-25 at 7.59 AM.jpg](https://kb.hotelkeyapp.com/__attachments/a_12b2224cd9482b6663342e0e3b2bcd71831f99960c4b887a44ce86890f2029e6/Image%209-3-25%20at%207.59%E2%80%AFAM.jpg?cb=ac8a86ae48132b9c141d1ae719f0031b) Fast Posting Screen | | **Searching for a Specific Event** To find a specific event, type the **event name** into the **search box**. Matching results will appear as you type. | ![Image 9-3-25 at 8.11 AM.jpg](https://kb.hotelkeyapp.com/__attachments/a_60ca27fe806ea734a9edbef1deaec9656c87a2487a44df52037a9d63cab261c5/Image%209-3-25%20at%208.11%E2%80%AFAM.jpg?cb=a01750d4c26b4a74399b191110a18616) Searching for a Specific Event | | ****Posting Charges to Events**** Follow the steps below to post charges to one or more events using the **Fast Posting** screen: 1. **Select Events** * Use the **Select All** checkbox to choose all events in the list. * Or, select **individual events** by checking them one by one. 2. **Choose the Charge Type** * From the **Charge Type** dropdown, select the appropriate revenue category where the charge should be recorded. 3. **Enter the Amount** * Input the **amount** to be posted to each selected event. 4. **Adjust Quantity (if needed)** * Update the **quantity** field if the charge applies to multiple units (e.g., days, rooms, attendees). 5. **Apply Charges to Multiple Events** * If the **Charge Type** and **Amount** are the same for all selected events, click the **Copy** button to apply the values across all selected rows. 6. **Add Additional Charges (Optional)** * To post **multiple charge types** to the same event(s), click the **+ (Add Row)** button to add additional lines. 7. **Confirm and Post** * Click the **blue "Confirm" button** to post the charges to the selected event folios. A message saying **"All charges have been added"** will appear to confirm that the charges were posted successfully. | ![Image 9-3-25 at 8.03 AM.jpg](https://kb.hotelkeyapp.com/__attachments/a_5875b435956c02102ed7a68ce02e47b2f295b1694c0b7c6f9528fe3e903f4f00/Image%209-3-25%20at%208.03%E2%80%AFAM.jpg?cb=d4ca587b940fe1d019b90cf277688d42) Posting Charges to Events | | To post additional charges or apply charges to other events, click the **Start Over** button and **repeat the process** from the beginning. | ![Image 9-3-25 at 8.28 AM (1).jpg](https://kb.hotelkeyapp.com/__attachments/a_14c8d4b17498e820593dc85d75b27413e6fe2a0e9bbd83ef2d56216c71f6e5bc/Image%209-3-25%20at%208.28%E2%80%AFAM%20(1).jpg?cb=2d8637c92b316440a5a1094537c38475) Post Additional Charges | --- language: "en" --- # Action Menu: Group Only Events 📆 Revision Date: 2026-07-20 ## **Group-Only Event Bookings** Use this feature to **book events that include sleeping rooms only**, without reserving any meeting or event space. This is ideal for: * **Room blocks** for weddings, conferences, or sports teams * **Corporate travel** where no on-site meetings are required * **Group reservations** that do not require event setup or services When creating a **Group-Only Event** , you'll specify the room types, quantities, and stay dates for the group, but you will **not need to assign any meeting rooms or event spaces**. This simplifies the booking process for lodging-focused events and ensures accurate inventory management within the system. |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Group Only Events** | ![Image 9-3-25 at 12.50 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_dce6bd83c9b3aff3861912f0989987e661f4c6a9136a5129ab5e5b93802bfbb1/Image%209-3-25%20at%2012.50%E2%80%AFPM.jpg?cb=5f57018a58324a01331aeb21d067585b) Actions Menu \> Group Only Events | | The **Group Only Events** screen displays all your upcoming group events scheduled within the next two years. On this screen, you will find the following information for each event: * **Confirmation Number:** The unique tracking number generated by EventKey to identify this specific event booking. * **Group Name:** The name of the company, organization, or association hosting the event (e.g., *Acme Corp* or *Johnson Wedding Party*). * **Start Date:** The scheduled first day of the event. * **End Date:** The scheduled final day of the event. * **Group Confirmation Number:** The unique number assigned to the overall group booking. * **Group Check-in Date:** The arrival date for the group. * **Group Check-Out Date:** The departure date for the group. To view the details of a specific group event, click the **blue Open** button next to the event. | ![Image 7-20-26 at 9.37 AM.png](https://kb.hotelkeyapp.com/__attachments/a_b01cacf6f83b597d483b5dcfd41dd4f58e5025d392c421206bac1f6a443f6030/Image%207-20-26%20at%209.37%E2%80%AFAM.png?cb=d9bbc920e109a6a3d68d4939745b08a8) Group Only Events Dashboard | | There are two primary ways to edit a Group Record (reservation). 1. **Quick Edit:** The first method is by using the **Quick Edit** buttons, which are conveniently located within each section of the Group Record. These buttons allow you to make targeted updates---such as changing the event name, date, time, or other details---without navigating away from the main screen. This method is ideal for making fast, section-specific edits while reviewing the event. When you click the **Quick Edit** button---such as in the **More Information** section---a dedicated edit screen will appear. This screen allows you to modify the specific fields within that section of the Group Record. Once you've made the necessary updates, click the **blue "Save Changes"** button to apply your edits and return to the main **Group Record**. | ![Image 10-13-25 at 3.18 PM.png](https://kb.hotelkeyapp.com/__attachments/a_2bce954f493fc6329bb41237312d375ce8090ba45218a758aadaa53b13a099e7/Image%2010-13-25%20at%203.18%E2%80%AFPM.png?cb=ef2881aeb0d52202407f9ed92e2cff6c) Quick Edit Buttons ![Image 10-13-25 at 3.23 PM.png](https://kb.hotelkeyapp.com/__attachments/a_504147fcff64995422c2701425d6c9770bd7209cff04bcd82e4256888ec5bf6b/Image%2010-13-25%20at%203.23%E2%80%AFPM.png?cb=cc674b4aad5fc38fbbe97a4b6768113d) Edit More Information Screen | | The second way to edit an Event Reservation is by using the **Edit Flow**, which takes you back into the group only creation process. 2. **Edit Flow:** 3. In the **upper-right corner** of the Event Record screen, click the **blue "Edit" button**. 4. This action will launch the **group creation flow**. 5. All existing information will be pre-populated in their respective fields, allowing you to review and update the event details as needed. ⚠️ ***Important:*** While in the **group creation flow** , you must click the **blue "Next" button** on each step to proceed through the process. At the final step---the **Review screen** ---click the **blue "Confirm" button** to save your changes. This will complete the editing process and return you to the updated **Event Record**screen. **Important Note:** This workflow only allows you to make changes to the **Basic Data** and **Contact Information** screens for the group. Because the **Property Management System (PMS)** is the **system of record** for group data, full editing capabilities are only available **within the PMS**. Any additional changes must be made directly in the PMS. | ![Edit Flow.png](https://kb.hotelkeyapp.com/__attachments/a_53dc12c0b4a41e95ef2a4d498ebfebc47660b61bf3db80373639820c9f11d2e0/Edit%20Flow.png?cb=cc710746638f784ad41916531a3b9eb5) Edit Flow Button | | Once a group is created, the **Property Management System (PMS)** becomes the **system of record** (or "master") for the group. This means that most group edits must be made directly in the PMS. However, you can still manage **Inventory** and **Pricing** for the group within **EventKey**. **📌 To manage group blocks in EventKey:** 1. **Open the Group Record**. 2. Scroll to the **bottom of the screen**. 3. Click on the **"Group Blocks"** section. Here, you will see the group block information that has been loaded from the PMS. This includes key details such as: * **Group Name** * **Group Status** * **Record Status** * **Cut-Off Date** * **Start Date** * **End Date** * **Group Code** * **Guarantee Type** * **Rate Plan** **🛠️ From the Group Blocks screen, you can:** * **Manage room allotments** * **Edit pricing** * **Cancel the group block** (if needed) > **Note:** Any structural or core group changes (e.g., group name, dates, contact info) must still be made in the PMS. | ![Group Block Section.png](https://kb.hotelkeyapp.com/__attachments/a_f741aaf60b4cca4cfda1acc0c2b8d413383c39050a36449f3dca0e6737ec6588/Group%20Block%20Section.png?cb=abd429872563cff76a27fa2f0f2a1d18) Group Block Section | | **🛏️ **Editing Group Block Allotments**** Click the Blue **"Allotment"** button, the **Edit Allotment** screen will open, allowing you to update room allocations for the group block. **🔧 **Allocation Editing Options**** You have **three flexible ways** to modify room allotments based on your needs: ****1. Edit a Single Day for a Specific Room Type**** * Click the **pencil icon** under the **date column** for the desired room type. * The **Allocation screen** will open, allowing you to update the following for that day and room type: * **Contracted Rooms** * **Authorized Rooms** ****2. Edit All Dates for a Specific Room Type**** * Click the **pencil icon** next to the **room type name**. * This opens the Allocation screen for that room type across all dates. * Any changes made will apply to **every day** for the selected room type. ****3. Edit All Room Types for a Specific Date**** * Click the **pencil icon** next to the **date**. * This opens the Allocation screen for all room types on that specific day. * Any changes will apply to **every room type** for the selected date only. **💾 **Saving Your Changes**** * As you adjust **Contracted** or **Authorized Room** values, the system will **automatically save** your updates. * To exit the Allocation screen, simply click the **"X"** in the top-right corner. > ⚠️ **Important Note:** Allotment edits made in EventKey reflect in real time in the PMS | ![Allotment.png](https://kb.hotelkeyapp.com/__attachments/a_3efe05d3ce6176aff0c8747531b9f20ce6a1187d67ff37f67502c1abe9d2cf38/Allotment.png?cb=9e8042d088c16461d3fd79a315b26cd1) Group Block Section - Allotment ![Image 10-2-25 at 5.38 PM.png](https://kb.hotelkeyapp.com/__attachments/a_31d48881f9ef2e73e4898af3630fea25075f45e7c650009e30bafef77aedd73b/Image%2010-2-25%20at%205.38%E2%80%AFPM.png?cb=be238cc0170b4cbabf302fe343233810) Edit Allocations ![Image 10-2-25 at 5.41 PM.png](https://kb.hotelkeyapp.com/__attachments/a_152fc7f68238a3702b7a35f53af4965b59ecaab56313e4463a64699e40165246/Image%2010-2-25%20at%205.41%E2%80%AFPM.png?cb=35d770e03e4a8636fcb5f4d8f09eafa3) Edit Allocation - Individual Day \& Room Type ![Image 10-2-25 at 5.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_fc37e7ca98224fd6f9f5e79d23b00db47a98caf9ce12f3b6c37ebd788378a1d1/Image%2010-2-25%20at%205.44%E2%80%AFPM.png?cb=02e934e969584f5816bccaa713d159ea) Edit Allocation - All Dates for a Room Type ![Image 10-2-25 at 5.45 PM.png](https://kb.hotelkeyapp.com/__attachments/a_71bcb2a81c9016298bd739df6402a5a0df6775673df1c14424d7951b1613d7ea/Image%2010-2-25%20at%205.45%E2%80%AFPM.png?cb=8c8a7f257cfeecabd7bdc1f9635cf8c5) Edit Allocations - All Room Types for a Single Date | | **💲 **Editing Room Type Pricing**** Click the blue **"Edit Price"** button, the **Prices** screen will open, allowing you to update room prices for the group block. **🔧 Editing Options** You have **three ways** to update pricing: **1. **Edit an Individual Day \& Room Type**** * Click directly on the **rate amount** for a specific **day and room type**. * This will open the **Update Pricing** screen where you can adjust the rate for that **specific day and room type** only. **2. **Edit All Dates for a Room Type**** * Click the **pencil icon** next to the **room type name**. * This opens the **Update Pricing** screen. * Any changes made here will apply to **all dates** for that **room type**. **3. **Edit All Room Types for a Single Date**** * Click the **pencil icon** next to the **date**. * This opens the **Update Pricing** screen. * Changes made here will apply to **all room types** for the **selected date** only. **✅ Final Step** After reviewing and making any necessary changes, click the **blue "Done"** button to save the pricing changes. | ![Image 10-13-25 at 3.31 PM.png](https://kb.hotelkeyapp.com/__attachments/a_6105460910e6b25f54796f649036bb38fbbcb3a3559ed2b65eda775aa9f0b5d5/Image%2010-13-25%20at%203.31%E2%80%AFPM.png?cb=07c8f58adbc2d3675c5ce8613463be9a) Group Block Section - Edit Price Button ![Image 10-2-25 at 5.52 PM.png](https://kb.hotelkeyapp.com/__attachments/a_94725f5f13570ca89b4cec712f03cd11d7c1a964a6a2d51d9519b96771f166c5/Image%2010-2-25%20at%205.52%E2%80%AFPM.png?cb=92687cb2c015bc5bcb1da1d19a0963c2) Edit Pricing ![Image 10-2-25 at 5.53 PM.png](https://kb.hotelkeyapp.com/__attachments/a_73bb12a20f93d678dbddd1f8012fe814a3fc95eda863b7b3859d9d41c7cddfc3/Image%2010-2-25%20at%205.53%E2%80%AFPM.png?cb=6da96f1a50b9f29d2ebe6e8a857fc2f9) Edit Pricing - Individual Day \& Specific Room Type ![Image 10-2-25 at 5.55 PM.png](https://kb.hotelkeyapp.com/__attachments/a_88f3b0ed9b717fa3c68b46d0fb0568c799c6f32786f855fd803d8ead7d430e70/Image%2010-2-25%20at%205.55%E2%80%AFPM.png?cb=72d60d0a331b0e158af9db16582b34be) Edit Pricing - All Dates for a Room Type ![Image 10-2-25 at 5.56 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3d1f662f3297301bdf478bfd18dccb5a500b2d026b2baa82383ffa0f0bb34411/Image%2010-2-25%20at%205.56%E2%80%AFPM.png?cb=892a6106c88ab3806a5119fcc36b8c21) Edit Pricing - All Room Types for a Single Day | | **❌ **Cancelling a Group Block**** If the group block is no longer needed, you can cancel it directly from the **Group Blocks** section of the **Record**. ****Steps to Cancel:**** 1. In the **Group Blocks** section, click the **red "Cancel"** button next to the block you wish to cancel. 2. The **Cancel Group Block** confirmation screen will appear. 3. Click the **blue "Confirm"** button to proceed with the cancellation. > ✅ **Result:** > The group block will remain visible in the Event Record, but its **status will update to "Cancelled."** | ![Image 10-2-25 at 5.21 PM.png](https://kb.hotelkeyapp.com/__attachments/a_ae7acb6b3b0ce818654c319f15b191b0d3b69d782229eeb43ab7dedfcb4f7a55/Image%2010-2-25%20at%205.21%E2%80%AFPM.png?cb=665bbbf1b3239567aaf5ee8d944fa5a5) Group Block - Canceling the Block ![group block cancel confirm.png](https://kb.hotelkeyapp.com/__attachments/a_f9b59340deff67e4187a8780dc8c675b9167165b065ebcf8639622ebbaba624c/group%20block%20cancel%20confirm.png?cb=b33c9747ef1c0b25b23acd4cd189f3aa) Cancel Group Block Screen ![Image 10-2-25 at 6.01 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0e7e184d410ec8ad42784d35cd766229028b698823a146dd1eb20f6fb5173575/Image%2010-2-25%20at%206.01%E2%80%AFPM.png?cb=5fa801bf40c98213ed9a469d2371eee1) Group Block - Cancelled Status | | **Creating a New Group Block from the Group Only Events Screen** In addition to managing existing group blocks, you can also **create a new Group Block** directly from the **Group Only Events** screen. **🛠️ To create a Group Block associated with an event:** 1. Navigate to the **Group Only Events** screen. 2. Click the blue **"Create Group Only Event"** button. This will open the **Group Block Setup** wizard where you will configure * Enter **room block details** * Define **start and end dates** * Set **room type allocations** * Link the block directly to the selected event > **Tip:** Ensure your event details are accurate before creating the block, as this information will flow into your inventory and pricing setup. | ![Create Group Only Event.png](https://kb.hotelkeyapp.com/__attachments/a_e60faf918b123ce659fdf8ad0566ba11ab2be3053b5d0f829fe24e45363af8e7/Create%20Group%20Only%20Event.png?cb=5ce4be1b408b6e43f2f2a7b6f458c6fe) Group Only Events - Create Group Only Event | | **Select Proposal Type and Status:** * From the **Proposal Type** dropdown menu, select the option that best matches the group master you are creating. * Choose the **starting status** for the event---either **Tentative** or **Confirmed**. ⚠️ *Note: If no status is selected, the group will default to* ***Prospect*** *status.* Once both fields are completed, click the **blue "Next" button** to continue. Selecting the correct proposal type and status ensures the appropriate template and configuration settings are automatically applied during the group creation and conversion process. | ![Image 9-25-25 at 12.59 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f914b03cda55b818d116c34d7d8e9938eb62d451b84ac500337fa6a693ecd8a4/Image%209-25-25%20at%2012.59%E2%80%AFPM.png?cb=7535b1a75e5b373951cb10de52fad8fe) Create a Proposal Screen | | **Step 1a: Basic Data - Enter Event Information** Begin by completing the **Event Information** tab with the following details: * **Name**: Enter the name of the proposed event. * **When do you want to schedule the event?** * **Start Date** : Use the date picker to select the **first day** of the event. * **End Date** : Use the date picker to select the **last day** of the event. * **Select Source**: Choose the lead source (e.g., referral, website, phone inquiry) from the dropdown menu. * **Sub Status** : This field will default to **"Open"** for new inquiries. You may select a different status from the dropdown if needed. * **Max Attendees** : Enter the **maximum number of attendees** expected for the event. * **Estimated Event Revenue** : Enter the **total anticipated revenue** the event is expected to generate. * **Remarks**: Add any relevant notes or comments about the lead or event. * **Custom Fields:**Enter relevant information. * ⚠️ *Note: Custom Fields are created by the property EK Admin and will be unique to each hotel.* > ✅ Once all required fields are filled out, proceed to the next step by **clicking the Group Block tab.** | ![Image 9-25-25 at 1.14 PM.png](https://kb.hotelkeyapp.com/__attachments/a_206eabfcaae9d07d021eb2523b8a9c78d096fbb279496ef9787c45f4a1922e16/Image%209-25-25%20at%201.14%E2%80%AFPM.png?cb=3d0e670607db381d64cc2bee15bd8b4c) Basic Data - Event Information Screen | | **Step 1b: Complete the Group Block Information** Navigate to the **Group Block** tab and enter the following details: * **Total Rooms**: Enter the total number of room nights (allocations) needed for the entire event duration. * **Max Allocations per Night** : Specify the maximum number of rooms to be allocated **per night**. * **Estimated Room Rate** : Enter the average **nightly rate** for the group block. * **Estimated Room Revenue** : This value is automatically calculated based on the **Total Rooms** × **Estimated Room Rate**. > ✅ Once all required fields are filled out, proceed to the next step by **clicking the Other Information tab.** | ![Image 9-3-25 at 6.04 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_f670caa4c6e053efb46782e19eab3f8de48cb47cac5b279a6c403a33ec415925/Image%209-3-25%20at%206.04%E2%80%AFPM.jpg?cb=8af59301ee72800dd217069e92c199ff) Group Block Tab | | **Step 1c: Basic Data Complete Other Information** On the **Other Information** tab, enter the following details to help categorize and assign responsibility for the event: * **Market Segment** : Use the dropdown to select the appropriate **market segment code**. This categorizes the event for reporting purposes and helps track revenue and room nights across different guest types. * **Booking Type** : Choose the booking type from the dropdown that best describes the nature of the event (e.g., corporate, social, government). * **Event Manager** : Select the **onsite event manager** who will be responsible for overseeing the event. * **Catering Contact** : Select the **onsite catering contact** who will be responsible for managing the event catering. * **Group Sales Representative** : Choose the **group sales representative** assigned to manage the sales process for this group. * **Conference Coordinator** : Select the **onsite conference coordinator** who will assist in overseeing the event. * **Group Sales Administrator** : Select the **sales administrator** who will assist with managing the group booking and related tasks. * **DUNS Number** : Enter the nine-digit **D-U-N-S® Number** , a unique business identifier issued by **Dun \& Bradstreet**, if applicable. > ✅ Once all fields are completed, proceed to the next step by **clicking the Next button.** | ![Image 9-25-25 at 1.19 PM.png](https://kb.hotelkeyapp.com/__attachments/a_60cba12dc33a8b14497a42bbdb2d35cf22bb00e6a1abfa2bc15784a5bd8a06a4/Image%209-25-25%20at%201.19%E2%80%AFPM.png?cb=d1b2efc7b350b09ae6ef0db9343cca4c) Basic Data - Other Information Screen | | **Step 2a: Enter Contact Information** On the **Contact Info** screen, enter the **booker's details**, including: * **First Name** * **Last Name** * **Address** * **Country** * **Postal Code** * **City** * **State** * **Phone Number** * **Email Address** > 🔍 **If the booker is a returning guest** , click ***Select Existing Guest*** to search for and attach an existing guest record to the inquiry. > ➡️ **If the booker is not associated with a company or travel agent** , click the **blue ** ***Next*** button to continue. If they are, proceed to the next step to add company or agency details. | ![Image 9-25-25 at 1.25 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f6c683732a5feb28bda1b5e7854ba798850394ee61a6222fd3b8f9fa83b3f237/Image%209-25-25%20at%201.25%E2%80%AFPM.png?cb=3b29963d5364aa833caf33d7e3dce12d) Contact Info - New or Existing Guest | | **Step 2b: Add a Company Profile (If Applicable)** If the booker is associated with a company, follow these steps to attach a company profile: 1. **Click** the ***Local Company*** button. 2. In the **search box**, enter the name of the company you want to find. 3. From the list of matching results, **click on the company name** to select it. 4. **Click the blue ** ***Confirm*** button to attach the company profile to the booker's contact details. > ✅ Once confirmed, the company information will be linked to the inquiry. | ![Image 9-3-25 at 6.25 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_85b583342d3d8939e52b50189eab492271b7267ba0fb3db343968c5158d3cc87/Image%209-3-25%20at%206.25%E2%80%AFPM.jpg?cb=cd21a1c220e4869eae2154a74307e83b) Contact Info - Attaching a Company Profile | | **Step 2c: Add a Travel Agent (If Applicable)** If the booker is associated with a **travel agency**, follow these steps to attach the correct IATA profile: 1. **Click** the ***Select Travel Agent*** button. 2. In the **search box** , enter the **travel agent's name**. * Alternatively, use the **dropdown menu** to switch the search type to **IATA Code**, then enter the agency's IATA number. 3. The system will return a list of matching results. 4. **Click on the correct IATA profile** to select it. 5. **Click the blue ** ***Next*** button to attach the selected IATA profile to the booker's contact information. 6. Next you will be asked to define the commission: 1. Commission Type: from the dropdown select: 1. **Amount** 2. **Percentage** 3. **None** 2. If Amount or Percentage is selected two additional fields will appear: 1. Commission: Enter the value (fixed amount or percent) 2. Commission Base: Select what revenue the commission is calculated off: 1. Space 2. Sleeping Room 3. Package 4. Space and Package 5. Space and Sleeping Room 6. Total Revenue 3. **Click the blue Confirm**button to complete the commission setup. > Attaching the correct travel agency helps with accurate reporting and commission tracking. | ![Image 9-3-25 at 6.30 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_45cf8efb5afee68133cb46fa4fe8407d1973c1e2bd11e7c659911d2ff6da2e09/Image%209-3-25%20at%206.30%E2%80%AFPM.jpg?cb=017a239247dba727876c2238b11b3170) Contact Info - Attaching a Travel Agent Profile ![Image 7-19-26 at 8.27 PM.png](https://kb.hotelkeyapp.com/__attachments/a_69458a503b2906444c49b18c1f7c8553e33c22fdf55a65369a38bde02e00dbe7/Image%207-19-26%20at%208.27%E2%80%AFPM.png?cb=9ec56b91899ebed78efdb5e2c863fbcc) Select Travel Agent - Define Commission | | **Proceed to the Next Step** Once the **booker's contact information** is complete and any associated **Company** and/or **IATA profiles** have been successfully attached: * **Click the blue _** Next**_ button** to proceed to the **Next Step**. | ![Image 9-25-25 at 1.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5556534312096b1e342cfd02d5ff3f47627ab7c1300afabd703e2ed5b3640e47/Image%209-25-25%20at%201.29%E2%80%AFPM.png?cb=36d67a43a8c5d9e43291c54148d62827) | | **Step 3: Creating a New Group Block** To create a group block associated with this event: 1. Click the **blue "New Group Block"** button. This will open the group block setup screen, allowing you to define room block details, dates, and allocations linked directly to the event. | ![Image 10-13-25 at 3.54 PM.png](https://kb.hotelkeyapp.com/__attachments/a_aba1f6a991bea162622e1a4c178fffdd3dff6f69ffb69b2d8403b3e7534e5e1a/Image%2010-13-25%20at%203.54%E2%80%AFPM.png?cb=e4c2934ca86a92712b7111f8888cd08d) Group Block - New Group Block Button | | **Step 1: Basic Data** The first phase of creating a Group Block (v2) requires establishing the foundational parameters of the booking. This data forms the core profile that will eventually sync with your PMS. **Required Actions \& Field Definitions** To complete the Basic Data setup, fill out the following primary fields on the initial screen: ⚠️ **Important:** **Required Fields are indicated with a red dot**🔴 **1a. Stay Dates \& Extensions** * 🔴 **Arrival Date \& Departure Date:** Enter the applicable check-in and check-out dates for the core group block. ⚠️ The system will pull the existing event's start date and set it as the default start date for the new block. Users still retain the full flexibility to manually edit and adjust the start date as needed during the creation process. * **Elastic Block:** Toggle this **ON** if the group is allowed to book above the contracted and authorized room counts (provided the hotel has general house availability). 💡 **Note:** This feature is enterprise-dependent and may not be utilized or visible for every organization. * **Shoulder Start \& End Dates:** Use these fields to select dates immediately preceding the check-in date or following the check-out date. This extends the booking window, allowing guests to access group rates if they arrive early or stay late. **1b. Cut-Off Type Configurations** The **Cut-Off Type** defines how and when unsold rooms held in the block are automatically released back into the hotel's general inventory. Select one of the following options from the dropdown menu: * **Fixed Cut Off:** Sets a single, specific calendar date when all remaining unsold rooms are released back to general inventory simultaneously. Choosing this option requires you to fill out the mandatory 🔴 **Group Cut-Off Date** field. * **Rolling Cut Off:** Allows for a flexible, gradual release of unreserved rooms. The system automatically releases unreserved rooms day-by-day as the night audit runs, based on your specified window. Choosing this option requires you to fill out the mandatory 🔴 **Days Prior** field to dictate how many days before arrival the release triggers. * **No Cut Off:** Provides maximum flexibility by removing any automated release rules. Unreserved rooms remain blocked until the group's arrival date or until a staff member manually releases them. No additional fields are required for this selection. > 📑 **Rolling Cut-Off Example:** With a **10-day rolling cut-off** for a group arriving January 19: > * The night audit on **January 9** releases unsold rooms for January 19. > * The night audit on **January 10** releases unsold rooms for January 20. > * The night audit on **January 11** releases unsold rooms for January 21, continuing day-by-day. | ![Basic Data.png](https://kb.hotelkeyapp.com/__attachments/a_5926c743bb9dfa3d9652472118b199909a56b5e6055587c2192d2fa0465e3ec3/Basic%20Data.png?cb=27837c087e12c58e27303974b1074602) Group Block - Basic Data ![Image 6-10-26 at 8.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_21a70588e0b21d30b6cbe496164457866468ffa8bf6616d4e68a3d31a9f77434/Image%206-10-26%20at%208.10%E2%80%AFPM.png?cb=e0e3b7f8ceba3e25b609d0468025d5d2) Stay Dates \& Extensions Section ![Image 6-10-26 at 8.20 PM.png](https://kb.hotelkeyapp.com/__attachments/a_50d44be5347a82e345fcb48a61813fbe4b81373d53cd66be94574cade4b89cac/Image%206-10-26%20at%208.20%E2%80%AFPM.png?cb=4f5418b1709c23e66df3ac6912385c20) Fixed Cut-Off Type ![Image 6-10-26 at 8.20 PM (1).png](https://kb.hotelkeyapp.com/__attachments/a_6dc0d678ae6d14d5b863b20b02916c67857840cef8d749003783d96bdb3eff52/Image%206-10-26%20at%208.20%E2%80%AFPM%20(1).png?cb=5ef5ca0093db4e135955515f684bf163) Rolling Cut-Off ![Image 6-10-26 at 8.20 PM (2).png](https://kb.hotelkeyapp.com/__attachments/a_ab8b4d3ab1f41c0ae3431fae47233ac22fe1f97f36482f906a76ffd12f56d0cd/Image%206-10-26%20at%208.20%E2%80%AFPM%20(2).png?cb=c85f5090baedbca12a36f179b95a47f1) No Cut-Off | | After setting up your stay dates and cut-off rules, scroll down to configure the booking source, restrictions, financial policies, and tracking metrics for the group block. **1c. Rate, Source, \& Pickup Channels** * 🔴 **Rate Plan:** Select the applicable group rate plan from the dropdown menu to link specific pricing to this block. * 🔴 **Source:** Choose the booking source from the dropdown menu to track how the business was acquired. * 🔴 **Pickup Restriction:** Define how guests can reserve rooms against this block's inventory by selecting one of the following: * **Restrict to PMS Only:** Group reservations can *only* be made directly through the Property Management System (PMS) by hotel staff. * **Open to All Channels:** Group reservations can be made via any authorized booking channel. **1d. Market Segments** Use these fields to ensure accurate corporate and local revenue tracking: * **Corporate Market Segment:** Select the corporate-level classification for tracking. * **Local Market Segment:** Select the property-specific classification. 📊 **Note:** Selecting a local market segment ensures the group's production data properly populates your **Local Market Segment Reports**. **1e. Deposit Policies** The system allows you to configure automated financial rules to secure the block. You can add up to **three separate deposit policies** per block by defining the following criteria: * **Start From:** Defines the anchor event for the policy (e.g., *Start Date of the group*). * **Rule Type:** Defines the timing mechanism, specifying how many days prior to the anchor event the deposit is due. * **Value Type:** Defines the format of the deposit amount (e.g., *Fixed Amount* or *Percentage*). 📑 **Deposit Example:** To require a $100 deposit two weeks out, configure the policy to collect a **Fixed Amount** of **$100** exactly **14 days** prior to the **Start Date of the group master**. ⚠️ **System Integration Note:** If your property is connected to a central guest reservation system, updates are automatically synced. This will activate the deposit requirement and overwrite any previous manual values in the system. **1f. Commission \& Block Status** * **Commissionable:** Toggle this flag to **ON** if this group block is subject to travel agent or third-party commissions. Leave it **OFF** if net rates apply. * 🔴 **Group Status:** Select the current lifecycle stage of the booking. This setting directly affects your room inventory: 1. **Prospect Group:** This status does **not** deduct or hold rooms from the hotel's general inventory, and guests **cannot** make individual reservations against it. 2. **Tentative Group:** This status blocks and holds rooms from the hotel's general inventory, but guests **cannot** book individual reservations yet. 3. **Definite Group:** This status blocks and holds rooms from the hotel's general inventory, and guests **can** actively book individual reservations. 4. **Schedule Convert to Sale:** This field becomes editable **only** when the group status is set to *Tentative* . Enter a target date here to serve as a system reminder for when the group must either be converted to *Definite* or canceled. **Reviewing the Summary Sidebar** Throughout the creation process---from Step 1 through Step 5---the **Group Summary Details** sidebar on the right side of the screen will dynamically update. Use this pane to verify your progress, check configured room types, and ensure that your **Stay Details** (such as the selected *Rate Plan* and *Source*) are accurate before advancing. Once all required fields in this section are complete, click the navigation buttons at the bottom of the window to proceed to **Step 2: Inventory \& Pricing**. | ![Image 6-10-26 at 8.11 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4c3d4fadf1848f738122376fe242f4711f076490108d96e8f3f3ba6b10ec36c1/Image%206-10-26%20at%208.11%E2%80%AFPM.png?cb=1e7f208d837ca05bea961f53c2a7b6da) Group Member Details ![Image 6-10-26 at 8.23 PM.png](https://kb.hotelkeyapp.com/__attachments/a_93ad65389eb265a5ebc619115464d0b5ecd5aadc8060e0dd79d2e11b76da4cfe/Image%206-10-26%20at%208.23%E2%80%AFPM.png?cb=714a329036f711a5b3ed3dfa6589d856) Pickup Restriction ![Image 6-10-26 at 8.23 PM (1).png](https://kb.hotelkeyapp.com/__attachments/a_d9c5f36d67b4b0cc8a7b522da23665ccfa0f11d8d74abdfebe654daf0af98326/Image%206-10-26%20at%208.23%E2%80%AFPM%20(1).png?cb=48f482e021f8621c2632259608887c49) Market Segments (Corporate \& Local) ![Image 6-10-26 at 8.24 PM.png](https://kb.hotelkeyapp.com/__attachments/a_67f83e79b9805fc4fdbec173daa451028fd474ea884b5677d544cc36284afeb0/Image%206-10-26%20at%208.24%E2%80%AFPM.png?cb=cdb6e6da51a118c24c07d5765bcc9901) Deposit Policies ![Image 6-10-26 at 8.26 PM.png](https://kb.hotelkeyapp.com/__attachments/a_95d852bfcd848a27d3ab261ae7bf0fc82b0e6541e995a738adf7496146665282/Image%206-10-26%20at%208.26%E2%80%AFPM.png?cb=f13af950714a0158f36b69d6ab17ce98) Commissionable ![Image 6-10-26 at 8.24 PM (1) (1).png](https://kb.hotelkeyapp.com/__attachments/a_681f35e8410e346618db28d956c093456a63b7f7b65df870bf3080534a18694a/Image%206-10-26%20at%208.24%E2%80%AFPM%20(1)%20(1).png?cb=667a2fa10df7fb5824525e7fcf5248f6) Group Status \& Schedule Convert to Sale ![Image 6-10-26 at 8.24 PM (2).png](https://kb.hotelkeyapp.com/__attachments/a_27298732e481c751618de75796ec44e8000182ac82a954c4bd5274650f23c5e9/Image%206-10-26%20at%208.24%E2%80%AFPM%20(2).png?cb=e5650d3aac29a3856a1aeba3b7d830b8) Group Summary Details | | **Step 2: Inventory \& Pricing** After establishing your basic data, you will define how your room rates are structured, choose your contracted room types, and allocate your inventory for the block. **2a. Selecting the Pricing Method** The system allows you to choose how rates are calculated based on your property's commercial strategy. Select one of the two pricing methods: * **By Product (Default):** Sets group rates based strictly on specific room types, completely independent of the number of guests staying in the room. * **Extra Person Charge:** When using this method, you can input a flat fee to be added to the base price if additional guests occupy the room. * **By Occupancy:** Sets rates dynamically based on both the room type and the specific combination of guests (e.g., Adults vs. Children) within each date range. * Rates must be configured for each individual occupancy breakdown (e.g., 1 Adult, 2 Adults, Child, etc.). **2b. Allocating Room Types \& Allotments** Select the room types required for the group block from the available inventory checklist, then define their constraints: * 🔴 **Contracted Rooms:** The maximum number of rooms the group is allowed to book, representing the quantity requested in the client's contract. 💡 **Note:** The contracted amount is for tracking and contract compliance; it does **not** reduce your hotel's live inventory. * 🔴 **Authorized Rooms:** The actual number of rooms confirmed and dedicated to the group block. This is the specific quantity that will be instantly removed from general house inventory and held exclusively for group pickup. * 🔴 **Price per Night:** Input the baseline nightly rate for the selected room types. 🛠️ **Efficiency Tip:** You can select multiple room types simultaneously to apply identical allotments and pricing across them at once, or configure each room type individually to support tiered pricing. Click **Apply** to save your distribution. **2c. Handling Unselected Room Types** * **Unselected Room Types:** This section displays the remaining room inventories not explicitly included in the active block. Enter a baseline room rate for these types to ensure a fallback rate exists if the block parameters scale or change during the reservation lifecycle. **Step 2 Alternative: Inventory \& Pricing via the "By Occupancy" Method** If your property utilizes the **By Occupancy** pricing structure instead of the default *By Product* method, follow these steps to configure your room counts and tiered guest pricing. **2a. Allocating Room Types \& Allotments** Select the room types required for the group block from the available inventory checklist, then define their constraints: * 🔴 **Contracted Rooms:** Enter the maximum number of rooms requested in the client's contract for tracking and compliance purposes. This count does **not** reduce your hotel's live inventory. * 🔴 **Authorized Rooms:** Enter the actual number of rooms confirmed and dedicated to the group block. These rooms are instantly removed from general house inventory and held exclusively for group pickup. **2b. Setting Occupancy-Based Rates** Unlike the flat-rate product method, you must define specific pricing for each individual guest configuration within the selected room types: * **Occupancy Tiers:** Input the distinct nightly rates for each guest breakdown (e.g., **1 Adult** , **2 Adults** , **3 Adults**, etc.). * **Child Rate:** Set the specific nightly fee applied when a child is added to the room allocation. * **Extra Adult:** Define a fallback flat fee that automatically applies to any selected room type if an adult count is booked that exceeds your explicitly defined occupancy tiers. 📑 **Occupancy Pricing Example:** For a standard double room, your tiered pricing grid might look like this: > * **1 Adult:** $200 > * **2 Adults:** $215 > * **3 Adults:** $230 > * **Child:** $210 Once your inventory counts and occupancy rates are entered, click **Apply** to save and distribute the matrix. **2c. Handling Unselected Room Types** * **Unselected Room Types:** This section displays the remaining room inventories not explicitly included in the active block. ⚠️ **Important:** Occupancy-based pricing rules **do not apply** to unselected room types. You must enter a single, flat baseline rate for these room types to serve as a fallback if they are added to the block later. Once all inventory counts and tiered rates are successfully applied, click the navigation buttons at the bottom of the screen to advance to **Step 3: Inventory \& Pricing Overview**. | ![Image 6-10-26 at 8.29 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0aea2bc6eccf327072d50a1d508852a52bedeab7d017db6649b43af3f7228484/Image%206-10-26%20at%208.29%E2%80%AFPM.png?cb=17f1c053f7c95f573688efe1f4bd800b) Inventory \& Pricing ![Image 6-10-26 at 8.32 PM.png](https://kb.hotelkeyapp.com/__attachments/a_069c8bcc146e2cf94b350da8696ce7b78540170f242d08ae6fdfe66d8f595c0f/Image%206-10-26%20at%208.32%E2%80%AFPM.png?cb=61cacad31b40ee412b46f9fa0299812a) Pricing Method ![Image 6-10-26 at 8.32 PM (1).png](https://kb.hotelkeyapp.com/__attachments/a_5de410d035631c17b63ae73c06acd77209df36c94ddf5beb4fc10205082405b6/Image%206-10-26%20at%208.32%E2%80%AFPM%20(1).png?cb=7762c81e6c632244f8c83d327240d270) Extra Person Charge ![Image 6-10-26 at 8.35 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e866f89e9e975f6a5b43662107a19d02a571b38bd62e6f477717101715af0037/Image%206-10-26%20at%208.35%E2%80%AFPM.png?cb=120cc1708c0da645704c7df0d3546c0f) Allocating Room Types \& Pricing ![Image 6-10-26 at 7.41 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7aa8d9e8f0ed7bd700ead70e9350cc38ea3f5348c0ab10711c52350f28b36d27/Image%206-10-26%20at%207.41%E2%80%AFPM.png?cb=0bdbe9aca701c4375760c470a47744a4) By Occupancy Pricing ![Image 6-10-26 at 8.40 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3e58f84b8de1f74f44bd06863a27b2ee767350ea996ff530d20bcdbd503461b5/Image%206-10-26%20at%208.40%E2%80%AFPM.png?cb=aa01834ec2b8dd94178d3b7c3373df7e) Occupancy Based Rates ![Image 6-10-26 at 8.35 PM (1).png](https://kb.hotelkeyapp.com/__attachments/a_b150e6cdf25f810c43a198a818594e9c6b1b27aecfd716932736b1187b640021/Image%206-10-26%20at%208.35%E2%80%AFPM%20(1).png?cb=d590eb725a46f8781b710e259ba3a149) Unselected Room Types | | **Step 3: Inventory \& Pricing Overview** The **Inventory \& Pricing Overview** screen acts as your master verification dashboard. Before moving forward, use this page to audit your daily room allocations, cross-reference house availability, and review your pricing structures. **3a. High-Level Block Summary** The primary information card at the top of the screen provides a consolidated, real-time matrix of your property's total inventory metrics across the entire date range of the block: * **Total Contracted:** The cumulative number of rooms requested by the client's contract. * **Total Authorized:** The cumulative number of confirmed rooms currently carved out of general inventory and held exclusively for this block. * **Group Sold:** The number of rooms within the block that have already been picked up or reserved by individual group members. * **Group Available:** The remaining balance of rooms left in the block that are still open for group pickup (calculated as: $\\text{Authorized} - \\text{Group Sold}$). * **Total House Available:** The total number of unreserved rooms remaining in the hotel's general inventory (outside of this specific group block). **3b. Selected Room Types Breakdown** Directly below the summary card, your explicitly selected room types are listed first. Click on any individual room type row to expand its detailed nested view, which displays: * **Daily Inventory Tally:** Day-by-day metrics for *Contracted* , *Authorized* , *Group Sold* , *Group Available* , and *House Available* rooms. * **Group Room Rate Price:** The configured nightly rate assigned to that specific room type (either flat or occupancy-tiered, depending on your Step 2 selections). **3c. Unselected Room Types Breakdown** Scroll to the bottom of the page to review the **Unselected Room Types** section. This area displays the property's remaining room types that were left out of the active block setup. 🔍 **What to look for:** Unselected room types will automatically display a value of **0** for *Contracted* , *Authorized* , and *Picked Up (Sold)* counts. However, they will display the baseline fallback **Room Rate** you assigned to them during Step 2. Verify that this fallback price is correct in case these room types need to be utilized later. Once you have verified that all figures, rates, and inventory counts are accurate, click the blue **NEXT** button at the bottom right of the screen to advance to **Step 4: Guarantee Information**. | ![Image 6-10-26 at 7.42 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b421d4107e870e606efdb3a8986d3fcfdd83d2dd493b39126634eefdf33428b8/Image%206-10-26%20at%207.42%E2%80%AFPM.png?cb=fa3eb921080883fe9f045d581246d4e9) Inventory \& Pricing Overview ![Image 6-10-26 at 8.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3d626928194896dc9ad61764978de1169cc7304b11c75ab69eb87bf8ab9c0c3e/Image%206-10-26%20at%208.44%E2%80%AFPM.png?cb=412c04d01dc24eaf934b45a314a93890) High Level Block Summary | | **Step 4: Guarantee Information Screen** In this step, you will select the **Billing Type** for the group block. This determines who is responsible for which charges---**the group** or the **individual guests**. Use the **Billing Type** dropdown menu to select one of the following options: ****Custom Billing**** Allows for a **combination** of charges split between the group and the guest. **Example:** The group pays for **Room Accommodations** and **Parking**, while the guest is responsible for all other charges. ****Full Coverage**** The **group** is responsible for **all charges**, including accommodations, incidentals, and any additional services. ****Individual Billing**** Each **guest** is responsible for **all charges**, with no charges billed to the group. ****Room Coverage Only**** The **group** pays for **Room Accommodations only**. Guests are responsible for all other charges (e.g., meals, parking, incidentals). 📌 **Note:** Once the group block is created and reservations are made, you can manage or override the billing type for individual reservations within the **PMS**, if needed. When finished, click the **blue "Next"** button to continue. | ![Group Step 4 Guarantee (1).png](https://kb.hotelkeyapp.com/__attachments/a_309d6cf1241f12cdbb10cd5756d24832b9a62d3849f0339f15b9706bcedc7838/Group%20Step%204%20Guarantee%20(1).png?cb=48b7a76619415e24861151fe7fa717da) Guarantee Information | | **Step 5: Contact Information Screen** In this step, you'll enter the final group details before creating the block in the PMS. **5a. **Group Contact Information**** The **Group Contact** is automatically populated based on the **Booker or Contact** selected during **Step 2** of the event setup. This person will serve as the primary contact for the **Group Block**. 📌 *No additional action is required. You can change this information once the block is created in the PMS.* **5b. **Enter the Group Block Name**** Enter the **Group Block Name** --- this is the name guests will reference when calling to make a reservation (e.g., *"Smith Wedding Block"* , *"ABC Corporation Conference"*). **5c. **Enter or Confirm the Group Code**** * Enter a **Group Code**, which serves as the unique identifier for the group block. 📌 **Important Notes:** > * Depending on your **CRS integration** , the Group Code may be **auto-generated**. > * In some systems, this code is used for **online booking** (e.g., via a brand website). > * If your CRS does **not** use or auto-generate a Group Code, you can enter any custom code that helps you easily identify the group in the **PMS**. **5d. **Create the Group Block**** Once all information has been entered, click the **blue "Create"** button. This action will write the **Group Block** to the **PMS**, completing the setup process. | ![Image 9-28-25 at 9.03 PM (2).png](https://kb.hotelkeyapp.com/__attachments/a_d112cf63653370280bb37acbf95830d40cc7a9f8ace0647b05225a7a8e9d7691/Image%209-28-25%20at%209.03%E2%80%AFPM%20(2).png?cb=d4e9b7f896fe7d826ba85bfeb8efc7ce) Contact Information | | **Step 6: Review Screen** The **Group Block** has now been successfully created in the **PMS**. On the **Review Screen**, you'll see a summary of the key details related to the group block, including: * Group Name * Stay Dates * Billing Type **🔄 If Changes Are Needed** If you need to start over for any reason, you can click the **red "Cancel and Create New Group Block"** button to discard the current block and begin a new one. > ⚠️ Use this option only if you need to fully reset the group block setup. You can make edits from the PMS now that the block is created. **✅ Continue Event Setup** In most cases, you'll simply click the **blue "Next"** button to continue to the review booking and confirmation screen. | ![Image 9-28-25 at 9.03 PM (1) (1).png](https://kb.hotelkeyapp.com/__attachments/a_c834f8f284e38d0817574757fb06f1de21dd5bc259e78c83f6b0918d89a687e2/Image%209-28-25%20at%209.03%E2%80%AFPM%20(1)%20(1).png?cb=6f0d260ddcb8b880b10375f4e50b6663) Review Screen | --- language: "en" --- # Action Menu: House Inventory 📆 Revision Date: 2026-01-20 ## **Viewing Sleeping Room Availability** Easily view **real-time sleeping room availability** pulled directly from your **Property Management System (PMS)** . This integration ensures that the room inventory you see in EventKey is always **up to date**, reflecting current reservations, room blocks, and availability across all room types. Use this feature to: * Check availability before creating a group or event reservation * Ensure accurate inventory allocation for large groups * Avoid overbooking by referencing live PMS data * Streamline communication between sales and front office teams This functionality supports more efficient event planning and group management by eliminating the need to switch between systems. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> House Inventory** | ![Image 9-3-25 at 1.08 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_00783347f768f30e19337457b55c4893cd33f02a9fdde83534fa738e7e895141/Image%209-3-25%20at%201.08%E2%80%AFPM.jpg?cb=ec9ea2da4583d31504f5a812281bde6a) Actions Menu \> House Inventory | | ****House Inventory Screen Overview**** The **House Inventory** screen provides a comprehensive snapshot of your property's sleeping room status. By default, it displays data for the **current business day** and includes a **14-day rolling view**. You can view key room and occupancy metrics **at the house level**, broken down by day. The following information is available: * **Occupancy by Day**: The occupancy percentage for each day. * **Total Rooms**: The total number of rooms available at the property. * **Available Rooms**: The number of rooms still available for sale. * **Reserved Rooms**: The number of rooms currently reserved. * **Out-of-Order Rooms**: The number of rooms marked as out of order. * **Total Arrivals**: The number of reservations scheduled to arrive. * **Total Departures**: The number of reservations scheduled to depart. * **Adults / Children**: The number of adults and children currently in-house. * **Overbooking Counts**: The allowed overbooking limit, if any. * **Minimum Length of Stay:**The minimum duration required for a booking. * **Maximum Length of Stay:**The longest number of nights or days a guest or event can book according to the property's or venue's policies. * **Closed to Arrival:**Indicates dates on which new bookings cannot begin, meaning guests or events cannot check in or start on those dates. * **Special Events / Requirements:**If there is a special event on the day. * **Total Sold Rooms**: The total number of rooms sold for the day. * **Prospect Groups** : The number of group blocks in **Prospect** status (not yet Tentative or Confirmed). * **Prospect Group Inventory Authorized:**The quantity of inventory that will be reserved from available rooms if the group is moved to Tentative or Definite status." * **Definite and Tentative Group Authorized:**The quantity of inventory this is being reserved from available rooms. * **Groups Inventory Sold**: The quantity of inventory that is been picked up from group allocations. > 💡 **Note:** The same data is also available at the **room type level**, allowing you to drill down into specific room categories for a more detailed view. | ![House Inventory.png](https://kb.hotelkeyapp.com/__attachments/a_63b5390206a231d85161155303e4731a489a0038ef8b6282ac01270c6f5227f9/House%20Inventory.png?cb=2a8b7f7e6f1ee41b1a561424bd5e2e8b) House Inventory Screen | | ****Adjusting the Date Range**** You can customize the **start and end dates** displayed on the House Inventory screen by using the **date picker** located at the top of the screen. > **Note:** The maximum date range that can be viewed at one time is **30 days**. | ![House Inventory Date Selection.png](https://kb.hotelkeyapp.com/__attachments/a_16607b08d819c8ebd910e356be6372e22455bab4b0da3a6d08e986d8c3ed2d59/House%20Inventory%20Date%20Selection.png?cb=eb6f49f647cabf7c6bac2d161a892fbc) Adjusting Date Range | | ****Using Filters to Customize the View**** Click the **Filter** button located in the **top-left corner** of the House Inventory screen to open the filter panel. From here, you can choose to view inventory for: * **All rooms**, or * A **specific subset of room types** based on your selection. This allows you to focus on only the rooms relevant to your needs. | ![Image 9-3-25 at 1.52 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_d112ddd5f48d521d3c71ccde686e7b0f825bcad00c2c51060e9ad9cf88290c9f/Image%209-3-25%20at%201.52%E2%80%AFPM.jpg?cb=5c367fda2a567bc0fb0d274c4e75ccf6) Filters Screen | | ****Creating an Event Proposal from House Inventory**** You can create an **Event Proposal directly from the House Inventory screen** without returning to the dashboard. Simply click the **"Create a Proposal"** button to begin the process. > For detailed step-by-step instructions, refer to the Knowledge Base article under **Manage Events** titled **"Create a Proposal."** | ![Image 9-3-25 at 2.01 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_1fce8a98da885b3960fd17af3d49be9ca1639ca9405cdffceaca9d74186300f5/Image%209-3-25%20at%202.01%E2%80%AFPM.jpg?cb=a0368ebff738850aeb0ff7895d798e62) | --- language: "en" --- # Action Menu: Inquiries 📆 Revision Date: 2026-06-11 ## **What is an Inquiry (Lead)?** An **Inquiry** , also referred to as a **lead** , is a preliminary request from a potential client expressing interest in hosting an event at your venue. Inquiries allow your team to **track early-stage opportunities** before a formal proposal or booking is created. Use the **Inquiry feature** to: * Record client requests for **venue space** , **sleeping rooms** , or **event services** * Log key details such as **event dates** , **expected attendance** , **space requirements** , and **client contact information** * Assign inquiries to specific team members for follow-up and management * Track the **status of the lead** from initial request through conversion to a booked event Inquiries help you manage your **sales pipeline**, ensuring no opportunities are missed and allowing you to respond promptly to potential business. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Inquiries** | ![Image 9-3-25 at 2.06 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_7c30a1cf620e0c4ebee5ccce258e53f6c22793795142a76d52e640c80e0256e6/Image%209-3-25%20at%202.06%E2%80%AFPM.jpg?cb=eab8d1adc650178df11ce7c8ec8b415a) Actions Menu \> Inquiries | | ****Inquiries Screen Default View**** The **Inquiries screen** defaults to display leads starting from the **current business day** and extending **30 days forward** . To adjust the timeframe, use the **date picker** to modify the **start** and **end dates** as needed, allowing you to focus on a specific period of interest. | ![Image 9-3-25 at 2.18 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_f5af5bb9ae0ca53af04b3cba3c3fe9212a8c67ffdcc2e26671814727a68eaf08/Image%209-3-25%20at%202.18%E2%80%AFPM.jpg?cb=9a16ef73b0ea97dfa65bd2c470790d8b) Date Picker | | ****Understanding the Inquiries Screen**** The **Inquiries screen** displays key details for each lead, helping your team effectively manage and track potential business. Each entry includes the following information: * **Confirmation Number**: A unique ID assigned to the inquiry. If the lead progresses to a proposal or booking, this number remains attached to the event. * **Event Name**: The name of the potential event. * **Start Date**: The first day of the event. * **Number of Nights**: The total duration of the event in nights. * **Company Name**: The company profile associated with the lead. * **Company Revenue**: The total historical revenue generated by this company from past events. * **Contact #**: The phone number for the event's main contact or booker. * **Max Sleeping Rooms**: The maximum number of sleeping rooms requested for the group. * **Max Attendance**: The expected number of attendees for the event. * **Estimated Sleeping Room Rate**: The anticipated rate per room for group bookings. * **Estimated Room Revenue**: The projected revenue from sleeping room sales. * **Estimated Event Revenue**: The projected revenue (space + packages) from the meeting or event services. * **Inquiry Status** : The current stage of the inquiry (e.g., *Open* , *Dormant* , *In Progress* , *Lost*). * **Coordinator**: The Event Manager or Sales Coordinator assigned to the lead. * **Booker Name**: The primary contact person for the inquiry. * **Created Date**: The date the lead was entered into the system. > **Note:** Inquiries are currently **manually created by the Sales team** as a way to track leads, cold calls, client interest, and follow-ups. They serve as an important first step in the event sales process. | ![Image 9-3-25 at 2.24 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_b3b82cead4bf27168c48f6fc018b833b55d59a641ad7fec732ffb045158f62f6/Image%209-3-25%20at%202.24%E2%80%AFPM.jpg?cb=e56811bec510c39fbe0a990b60067570) Inquiries Screen | | ****Inquiry Summary Overview**** At the top of the **Inquiries screen** , you'll find a **summary bar** that provides a quick snapshot of all inquiries within the selected date range. This overview helps you monitor sales activity and potential business at a glance. The summary includes the following metrics: * **Allocations** : Total number of **sleeping rooms requested** across all inquiries during the selected period. * **Inquiries** : Total number of **individual leads** received. * **Inquiry Groups** : Total number of **group blocks** associated with inquiries. * **Total Event Revenue** : Combined estimated **revenue from meeting space and packages**. * **Total Max Attendance** : Sum of the **maximum expected attendees** across all inquiries. * **Total Room Revenue** : Total estimated **revenue from sleeping room bookings**. > 💡 This summary updates dynamically based on the selected **start and end dates**, allowing you to quickly assess performance and lead volume over any given timeframe. | ![Image 9-3-25 at 2.55 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ce6e7afce106c1e8fd8f08982560ba4dc0772df2c8a4c8279857c39fa15ace8c/Image%209-3-25%20at%202.55%E2%80%AFPM.jpg?cb=86b49d6e01f0c0f0cddaec6b38ebb2ea) Inquiry Summary | | ****Searching for an Inquiry**** To quickly locate a specific inquiry, enter the **Event Name** into the **search box**. Matching results will appear as you type, allowing you to easily find and access the desired lead. | ![Image 9-3-25 at 3.03 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_7bb2539a7099d6a789c26d89f4da82ea8595a2c8b40fd89c49c2db6f3dc21fb0/Image%209-3-25%20at%203.03%E2%80%AFPM.jpg?cb=1a3b8bda8cf05fdff5aade2fd4cc5d4b) Inquiry Search Box | | ****Filtering by Inquiry Status**** Use the **Filter by Status** dropdown to narrow your search based on the current **inquiry status**. Available options include: * **Open** * **In Progress** * **Qualified** * **Dormant** * **Waiting** * **Turn Down** This helps you quickly find inquiries based on their stage in the sales pipeline. | ![Image 9-3-25 at 3.05 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_4124c838b97b6c83a58ddf89a268c817ebcb88ce160fa7ca600d3ffbbc915461/Image%209-3-25%20at%203.05%E2%80%AFPM.jpg?cb=dab22e8f893dbc539a7427bbede11c1c) Filtering by Inquiry Status | | **Viewing Multiple Properties** Users with access to **multiple properties** can use the **Property dropdown** to select one or more additional properties. This enables you to view **inquiries across all selected properties** in a single, unified view. | ![Image 9-3-25 at 3.11 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_1d5a90588477e6586514e26fffdf8d2b131c1c00b31fcb703c84bb41a04133ac/Image%209-3-25%20at%203.11%E2%80%AFPM.jpg?cb=0608b4004967dd0d0892dedb8807430c) Multi Properties View | | **Click the blue** ***Create Inquiry*** **button** to start a **new lead entry**. > This will open the inquiry form where you can enter details about the potential event, client, and requirements. | ![Image 9-3-25 at 3.14 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_fa21e5f58dbd694e6802174ce02e1188dd58cc4fd3e19f58497b4687bf0d1d3f/Image%209-3-25%20at%203.14%E2%80%AFPM.jpg?cb=76cf6d80ea1db099b796004f9496e51f) Create an Inquiry | | **Select the appropriate** ***Proposal Type*** **from the dropdown menu. This type will be applied automatically if the inquiry is converted into a proposal.** When finished, click the **blue** ***Next*** **button to continue.** > This ensures the correct proposal template and settings are pre-selected during the conversion process. | ![Image 9-3-25 at 3.20 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_a0df47d667b771dd94f0a5d2f2a22f3ee52dfd2fe6a8b1a1a352d7cb4e7e9fa8/Image%209-3-25%20at%203.20%E2%80%AFPM.jpg?cb=d3257b4466555b7ad5792e4b01ea8997) Proposal Type Dropdown | | ****Step 1: Enter Event Information**** Begin by completing the **Event Information** tab with the following details: * **Name**: Enter the name of the proposed event. * **When do you want to schedule the event?** * **Start Date** : Use the date picker to select the **first day** of the event. * **End Date** : Use the date picker to select the **last day** of the event. * **Select Source**: Choose the lead source (e.g., referral, website, phone inquiry) from the dropdown menu. * **Sub Status** : This field will default to **"Open"** for new inquiries. You may select a different status from the dropdown if needed. * **Priority:**Select the priority level for the lead from the dropdown menu. This field is customizable and based on your specific property configurations. Common examples include: * *High Volume Lead* * *Low Volume Lead* * *Short Notice Lead* * **Max Attendees** : Enter the **maximum number of attendees** expected for the event. * **Estimated Event Revenue** : Enter the **total anticipated revenue** the event is expected to generate. * **Remarks**: Add any relevant notes or comments about the lead or event. * **Custom Fields**are configurable parameters managed in HK Admin that allow your property to capture unique data directly within the system interface." * **Market Segment** : Use the dropdown to select the appropriate **market segment code**. This categorizes the event for reporting purposes and helps track revenue and room nights across different guest types. * **Booking Type** : Choose the booking type from the dropdown that best describes the nature of the event (e.g., corporate, social, government). * **Event Manager** : Select the **onsite event manager** who will be responsible for overseeing the event. * **Group Sales Representative** : Choose the **group sales representative** assigned to manage the sales process for this group. * **Group Sales Administrator** : Select the **sales administrator** who will assist with managing the group booking and related tasks. * **DUNS Number** : Enter the nine-digit **D-U-N-S® Number** , a unique business identifier issued by **Dun \& Bradstreet**, if applicable. * **Rating** measures the business value or potential profitability of the event. It helps your sales team prioritize which requests for to focus on winning first. * **Close Date**Select the target date to resolve the inquiry, either by turning it down or successfully converting the lead into a prospect event. * **Probability**The likelihood (expressed as a percentage from 0% to 100%) that an inquiry will convert into a prospect and initiate the event contracting process. > ✅ Once all required fields are filled out, proceed to the next step by **clicking the Group Block tab.** | ![Basicd Data_Main.png](https://kb.hotelkeyapp.com/__attachments/a_fe83cfdac5f1bd216e1d9f649cdc6b2de58782fa3ca4e1c1ed8a4ebca6e6a2bf/Basicd%20Data_Main.png?cb=3878a8665d83a8e71e5e865c92f0331a) Inquiries_Basic Data ![Basic Data_OT.png](https://kb.hotelkeyapp.com/__attachments/a_080b38f703f18b6af2e2d715d7c62d2e4db833238d0e2df79a0b6d09ab380119/Basic%20Data_OT.png?cb=88aaf6bc0bff7d1d5d98f1235432d080) Inquiries_Basic Data | | ****Step 2: Complete the Group Block Information**** Navigate to the **Group Block** tab and enter the following details: > ⚠️ **Note:** If the event **does not require sleeping rooms** , you can skip this step and go directly to the **Other Information** tab. * **Total Rooms**: Enter the total number of room nights (allocations) needed for the entire event duration. * **Max Allocations per Night** : Specify the maximum number of rooms to be allocated **per night**. * **Estimated Room Rate** : Enter the average **nightly rate** for the group block. * **Estimated Room Revenue** : This value is automatically calculated based on the **Total Rooms** × **Estimated Room Rate**. > ✅ Once all required fields are filled out, **click the Next button** to process to **Step 2 Contact Information.** | ![Inquiry_GB.png](https://kb.hotelkeyapp.com/__attachments/a_af2cdc50050efd501655e4fd7a10c8e8fc4d5d2862fcd5c6fb8fdcbccf794cc5/Inquiry_GB.png?cb=3990a0ab2f4d2796a881e444c5c2a400) Basic Data: Group Block Tab | | ****Step 3a: Enter Contact Information**** On the **Contact Info** screen, enter the **booker's details**, including: * **First Name** * **Last Name** * **Address** * **Country** * **Postal Code** * **City** * **State** * **Phone Number** * **Email Address** > 🔍 **If the booker is a returning guest** , click ***Select Existing Guest*** to search for and attach an existing guest record to the inquiry. > ➡️ **If the booker is not associated with a company or travel agent** , click the **blue ** ***Next*** button to continue. If they are, proceed to the next step to add company or agency details. | ![Image 9-3-25 at 6.17 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_87e8c425789cee92d3a57926b66317802d194016a40d12b9407465ca15733f63/Image%209-3-25%20at%206.17%E2%80%AFPM.jpg?cb=1a3b2e9f1a35dc28665b61fabe41049b) Contact Info - New or Existing Guest | | ****Step 3b: Add a Company Profile (If Applicable)**** If the booker is associated with a company, follow these steps to attach a company profile: 1. **Click** the ***Local Company*** button. 2. In the **search box**, enter the name of the company you want to find. 3. From the list of matching results, **click on the company name** to select it. 4. **Click the blue ** ***Confirm*** button to attach the company profile to the booker's contact details. > ✅ Once confirmed, the company information will be linked to the inquiry. | ![Image 9-3-25 at 6.25 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_e35a343d8859f42d7a9d2596d13726d4ccfee9a6b1cb6c0ce3a7bcfac16bf32b/Image%209-3-25%20at%206.25%E2%80%AFPM.jpg?cb=cd21a1c220e4869eae2154a74307e83b) Contact Info - Attaching a Company Profile | | ****Step 3c: Add a Travel Agent (If Applicable)**** If the booker is associated with a **travel agency**, follow these steps to attach the correct IATA profile: 1. **Click** the ***Select Travel Agent*** button. 2. In the **search box** , enter the **travel agent's name**. * Alternatively, use the **dropdown menu** to switch the search type to **IATA Code**, then enter the agency's IATA number. 3. The system will return a list of matching results. 4. **Click on the correct IATA profile** to select it. 5. **Click the blue ** ***Next*** button to attach the selected IATA profile to the booker's contact information. > 🛈 Attaching the correct travel agency helps with accurate reporting and commission tracking. | ![Image 9-3-25 at 6.30 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_7919f3596402056a28546d110cb6197f4bec5a1b18e08141ea2da3d0fd7b00ca/Image%209-3-25%20at%206.30%E2%80%AFPM.jpg?cb=017a239247dba727876c2238b11b3170) Contact Info - Attaching a Travel Agent Profile | | **Step 3d: Add a Loyalty Profile (If Applicable)** If the booker is associated with a **loyalty profile,**follow these steps to attach the correct Loyalty profile: 1. **Click** the ***Loyalty Profile***button. 2. **Click**the dropdown to define your search. 1. You can search by Loyalty Number or Name + email address 2. **Click** the **blue Search**button to execute the search. 3. The system will return a list of matching results. 4. **Click on the correct Loyalty profile**to select and attach the selected Loyalty Profile to the booker's contact information. ⚠️ **Important** **Note:**adding a loyalty profile does not award or deposit any loyalty points to the guest account. Processing loyalty point must be handled outside of EventKey. | ![Image 6-1-26 at 3.52 PM.png](https://kb.hotelkeyapp.com/__attachments/a_76cf21b49996ca11e92006a019ba32d7b909099dedc19a349888a518f4a5338e/Image%206-1-26%20at%203.52%E2%80%AFPM.png?cb=fce99842142930089a561c221db622b6) Contact Info - Attaching a Loyalty Profile | | ****Step 5: Proceed to the Review Screen**** Once the **booker's contact information** is complete and any associated **Company** and/or **IATA profiles** have been successfully attached: * **Click the blue _** Next**_ button** to proceed to the **Review Screen**. > 📝 On the Review Screen, you'll be able to verify all entered details before finalizing the inquiry. | ![Image 9-3-25 at 6.33 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_c1a78e633d235e3eeadf4101f94ba84c44fee036d5ec47bb660530f9d7dd4e97/Image%209-3-25%20at%206.33%E2%80%AFPM.jpg?cb=18fa226450c24493d78d4ab2850c085f) | | ****Step 6: Review and Finalize the Inquiry**** You are now on the **Review Screen**, where you can verify all details entered for the inquiry (lead) before saving. * **Previous** -- Click to go back and edit any information in the previous steps. * **Discard** -- Click to **cancel and permanently delete** the inquiry if it is no longer needed. * **Confirm** -- Click the **blue ** ***Confirm*** button to **save and create** the inquiry in the system. > ✅ Make sure all information is accurate before clicking **Confirm** to finalize the lead. | ![Image 9-3-25 at 6.36 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_a25bdec8510fc00af9a509d7cf99b1c37db09840b2d18a52a485034400646ef1/Image%209-3-25%20at%206.36%E2%80%AFPM.jpg?cb=98f798ad6cd5bd32b6af5c859df49e19) Inquiry Review | --- language: "en" --- # Action Menu: Managing Inquiries 📆 Revision Date: 2025-09-04 ## **Introduction to Inquiries (Leads)** An **Inquiry** ---also known as a **lead**---is an initial request from a potential client expressing interest in hosting an event at your venue. It typically includes basic event details such as dates, attendee numbers, and space or room needs. This article provides step-by-step guidance on how to **manage inquiries after they've been created**, helping you track potential business and move leads through the sales process efficiently. |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Inquiries** | ![Image 9-3-25 at 2.06 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ad2df2141e6a7b92091899a4aefb8cc92e777ebcb4835d6cb81fe7679d082068/Image%209-3-25%20at%202.06%E2%80%AFPM.jpg?cb=eab8d1adc650178df11ce7c8ec8b415a) Action Menu \> Inquiries | | ****Locating an Inquiry**** To begin managing an inquiry, you'll first need to locate it from the **Inquiry Home Screen**. Use the following search and filter options to find the specific inquiry you're looking for: * **Start Date** : Enter the **start date** of the inquiry. You can also leave this field set to the **current business day**. * **End Date** : Enter the **end date** of the inquiry or extend the date range further into the future to include long-term inquiries. * **Search Box** : Type the **name of the event** into the search box to find matching results. * **Filter by Status** : Use this dropdown to **filter inquiries by their current status**, such as Open, In Progress, Dormant, or Turned Down. * **Filter by Coordinator** : Use this option to **filter inquiries by the assigned event coordinator**. Once you've located the desired inquiry, **click the blue ** ***"Open"*** ** button** to view and manage its details. | ![Image 9-3-25 at 6.48 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_89930d9ed6bdc904502205986bba0e95cc0ffe7dd2c56591364db24b0ceab536/Image%209-3-25%20at%206.48%E2%80%AFPM.jpg?cb=f56c670041d78d4463f4e68d8e871b97) Locating an Inquiry | | ****Updating the Inquiry Status**** To change the status of an inquiry: 1. Navigate to the top of the screen and **locate the status dropdown** to the right of the **Inquiry** label. 2. **Click the dropdown** and select the new status from the list of available options. 3. A **Change Sub-Status confirmation window** will appear. 4. **Click the blue ** ***Change*** button to save and apply the new status. > ✅ Updating the status helps track the progress of the inquiry through your sales pipeline (e.g., Open → In Progress → Qualified → Turned Down). | ![Image 9-3-25 at 6.54 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_8a67d498602d1e8456d928ad9bd89b28d81872d2819ef2efebfc783ed7db2408/Image%209-3-25%20at%206.54%E2%80%AFPM.jpg?cb=cb93f313c37f608c8460457937ccc4d2) Inquiry Status Dropdown | | ****Editing Inquiry Details**** 1. Click the **pencil icon** to edit the following sections: * Event Name * Event Information * Coordinators * Booker Contact Information * Additional Information * Guarantee Information * Group Block Details 2. Make the necessary changes in the selected section. 3. Once your edits are complete, click the **blue Save button** to save your changes and return to the inquiry details screen. > **Tip:** Always save your changes to ensure the updated information is recorded. | ![Image 9-3-25 at 6.58 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_14520e829de9c3bda61be6a0e65f34396121f1b725219b99fc9f044c702e5410/Image%209-3-25%20at%206.58%E2%80%AFPM.jpg?cb=1828fca4205158927534c1b1e1422aba) Editing Inquiry Details | | ****Viewing Inquiry Change History (Audit Log)**** To review any changes made to the inquiry: 1. Go to the **Actions Menu** at the top of the screen. 2. Click the **dropdown arrow** , then select ***Audit Logs*** from the list. 3. The **Audit Log screen** will appear, displaying a detailed list of all changes made to the inquiry since its creation, including: * Date and time of the change * Field(s) updated * Original and updated values * User who made the change > 📝 Use the Audit Log to track updates and ensure accurate record keeping throughout the inquiry lifecycle. | ![Image 9-3-25 at 7.02 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_d9d547bd6dd92e66947095e02bdc8f2385cee1dcd67c5fdd6fb101c688d235a9/Image%209-3-25%20at%207.02%E2%80%AFPM.jpg?cb=5b1551e5f9f78b971d0ad891b815e209) Audit Logs | --- language: "en" --- # Action Menu: Print Bulk BEO's 📆 Revision Date: 2025-09-04 **Print Bulk BEO's** The **Print Bulk BEO's** feature allows you to select and print multiple Banquet Event Orders (BEOs) from different events in a single batch. Instead of printing each BEO individually, you can generate them all at once, saving time and ensuring consistency. This is especially useful when preparing documents for large events, multiple breakout sessions, or when distributing BEOs to different departments at the same time. |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Print BEO's** | ![Image 9-3-25 at 7.51 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_1146abb1da0e1fd7f13ace625f11c0c588f858a55e82e2a571d7b1a0329bc197/Image%209-3-25%20at%207.51%E2%80%AFPM.jpg?cb=5dc8fba43fef75ce3e51f999c10bce9f) Actions Menu \> Print BEO's | | **The** ***Print BEOs*** **search screen will appear.** * By default, the search is set to **Print by Date** . Use the date picker to enter a *From* date and *To* date. * Click the **Search** button. A list of all events with BEOs within that date range will display. *Note: To search for a specific event, select the* ***Print by Events*** *radio button and enter the event name.* | ![Image 9-3-25 at 7.54 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_e7c5a704c42d49cb6abc345e1d09708f247fc77d3de112307395f3300d0d8655/Image%209-3-25%20at%207.54%E2%80%AFPM.jpg?cb=0f786d4e5e4dd49f31dbacd8f4a6c464) Print BEO's Search Screen | | **Select Events** 1. Use the **Select All** checkbox to choose all events in the list. 2. Or, select **individual events** by checking them one by one. Click the **blue "Print" button** to print the BEO's for the selected events. | ![Image 9-3-25 at 7.58 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_406df04db1349b456df4ea5f5089863842d520d7598ff0ddf68ea2bdba8f487d/Image%209-3-25%20at%207.58%E2%80%AFPM.jpg?cb=a6d23e039fa2e12b4a3c3f0b1f771ee3) Select BEO's to Print | | **A new Print Setup window will appear.** * If your property has BEOs available in multiple languages, use the **Select Language** dropdown to choose the language for printing. * Choose the page orientation: **Landscape** or **Portrait**. * Click the blue **Continue** button to proceed with printing. | ![Image 9-3-25 at 8.01 PM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_5a0168e686d7a69c93b8f82ee041eb7d593383ec4887517c18a626a31def2b42/Image%209-3-25%20at%208.01%E2%80%AFPM.jpeg?cb=14fd5c96510ee2f4cd6fb118a77560bb) Select Language and Orientation | | Each selected event's BEO will open in its own tab on your screen. You can click through the tabs to review and print each BEO individually. | ![Image 9-3-25 at 8.05 PM.jpeg](https://kb.hotelkeyapp.com/__attachments/a_6132a89840fae3754c8040fd928c73609abc8cd3c46b4a324cf4f1126d6129e1/Image%209-3-25%20at%208.05%E2%80%AFPM.jpeg?cb=e85753d384191cefb2785371aaf7523d) BEO | --- language: "en" --- # Action Menu: Product Inventory 📆 Revision Date: 2026-04-06 The **Product Inventory** dashboard provides event and catering teams with real-time visibility into stock availability and consumption. This feature eliminates manual tracking by centralizing inventory data, allowing users to monitor how event requirements impact total stock levels across the property. At its core, the tool automates the calculation of **Available Stock** by dynamically subtracting the total quantity assigned to all sub-events from the **Initial Inventory**. Users can leverage flexible filtering---including specific start dates, product categories, and minimum stock requirements---to proactively identify potential shortages. |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Product Inventory** | ![Actions_Product Inventory.png](https://kb.hotelkeyapp.com/__attachments/a_66cfed2cb02b001987e3a8e972b35f887c5fce60aae805905ce315d8764f194d/Actions_Product%20Inventory.png?cb=889d1fb376f404e71739b2e0ce30a445) Actions Menu \> Product Inventory | | ****Product Inventory Screen Overview**** The **Product Inventory** screen provides a comprehensive snapshot of your property's product stock availability and consumption. By default, it displays data for the **current business day**. You can use the report filters to change the start date, view by product category or look for products by required stock. The following information is available: **Name:**Identifies the name or label assigned to the product. **Product Category:**A high-level grouping used to bucket similar items---such as Audio-Visual, Catering, or Decor---into organized sections within the system. **Product Type:**Indicates whether the product is classified as perishable or non-perishable. **Inventory Type:**Specifies if inventory tracking for the product is based on individual daily counts or a continuous (rolling) schedule. **Initial Stock:**Represents the starting inventory level of the product prior to any consumption or allocation. **Consumed Stock:**Displays the total quantity of inventory already used across all scheduled sub-events. **Available Stock:**The quantity of product currently in stock and available for use. **Sub Event Count:**Indicates how many sub-events have allocated or are using this product from inventory. | ![Image 4-6-26 at 11.13 AM.png](https://kb.hotelkeyapp.com/__attachments/a_f3f0b966bb7a7aa2b8a307e777cad0ec35bdf8b2d3d30d2f801f2234d07995bc/Image%204-6-26%20at%2011.13%E2%80%AFAM.png?cb=e25f360f435c9d36a9d04dec190c05d8) Product Inventory Screen | | ****Adjusting the Date Range**** You can customize the **date** displayed on the Product Inventory screen by using the **date picker** located at the top of the screen. > **Note:** Product inventory is available for **2 years**. | ![Start Date.png](https://kb.hotelkeyapp.com/__attachments/a_3b160048b955ee1e1f46510c4394aa8c0e0149f04f5992dbae6d0ae93c23beda/Start%20Date.png?cb=15d80a82cb84da7c5f5509740ce116b4) Date Filter | | ****Using Filters to Customize the View**** To efficiently manage and locate specific items, the **Product Inventory** screen includes dynamic filtering options. These filters allow you to narrow down your results based on departmental needs or specific quantity requirements. * **Product Category:** Use this high-level grouping to "bucket" similar items into organized sections---such as **Audio-Visual** , **Catering** , or **Decor**. Selecting a category will instantly filter the list to show only the products assigned to that specific category. * **Required Stock:** Enter the minimum quantity of inventory needed for your upcoming event. The system will filter the results to display only the products where the **Available Stock** is equal to or greater than the value you entered. > **Note:** The dashboard updates automatically as you apply or adjust these filters; there is no need to click a "Search" or "Submit" button to refresh the data. | ![Product Inventory Filters.png](https://kb.hotelkeyapp.com/__attachments/a_88c4cb26ea6507d05b1ca735b14d37dda7325ac3fe8c5c30fcdd0303df12fe27/Product%20Inventory%20Filters.png?cb=1f3ef130b6efef1f13f84067ff55cdec) Product Inventory Screen Filters | --- language: "en" --- # Action Menu: Shift Management 📆 Revision Date: 2025-09-04 ## Shift Tracking The **Shift Tracking** feature allows users to easily start or end their work shift within the system. This ensures accurate daily tracking of activity, provides a clear record of shift start and end times, and supports operational reporting. |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to **Home** \> **Event Management \> Actions \> Shift Management** | ![Image 9-4-25 at 12.10 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_757c46e7dc142eeddf016d76f9809422282df80142adc212ffe54b9718059b63/Image%209-4-25%20at%2012.10%E2%80%AFPM.jpg?cb=3039fc5d038098a87fd887b4e8ef07c5) Action Menu \> Shift Management | | "To begin your day in EventKey, click the blue **Start Shift** button to start your shift." | ![Image 9-4-25 at 12.13 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_c15371a6a03a466c9921d2cd28bd9c297d14c45cd97b4e7e3c2055d8f422e8a4/Image%209-4-25%20at%2012.13%E2%80%AFPM.jpg?cb=f3c2ca69bd3a4dc4c87f14182d34422a) Start Shift Screen | | **Start Your Shift** * If your Sales Office uses a cash drawer, enter the **starting cash balance** in the field provided. * If there is **no cash drawer** , enter **0.00**. Then, click the blue **Start Shift** button to begin your shift. | ![Image 9-4-25 at 12.16 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_6473ac378edf028e62ed6bc2a2e75598eb493dcf2fd9ab5cb2ef2916645cdfca/Image%209-4-25%20at%2012.16%E2%80%AFPM.jpg?cb=96a57ac68efca37a919e019b6b6d3b58) Start Your Shift Screen | | **Your shift is now active.** You may close this screen and return at the end of the day to end your shift. | ![Image 9-4-25 at 12.24 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_6083f8ed31d85b4bd2182711005d3bafc07c0542d0693e05e40c5fd33c987b78/Image%209-4-25%20at%2012.24%E2%80%AFPM.jpg?cb=d9ca0b68e43429b45d97026acdc64bc9) Shift Management Window | | When you're ready to end your day: Navigate to **Home** \> **Event Management \> Actions \> Shift Management** | ![Image 9-4-25 at 12.10 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_757c46e7dc142eeddf016d76f9809422282df80142adc212ffe54b9718059b63/Image%209-4-25%20at%2012.10%E2%80%AFPM.jpg?cb=3039fc5d038098a87fd887b4e8ef07c5) Action Menu \> Shift Management | | **Shift Management Screen Overview** On the **Shift Management** screen, you will see three tabs: * **Cash Drop** * **Cash Drop Details** * **Summary** ****Cash Drop Tab**** The **Cash Drop** tab provides a summary of your expected cash drop using the following calculation: > **Cash Drop = Total Cash - Beginning Cash** This tab displays: * **Total cash payments** collected during your shift * **Total check payments** collected during your shift * **Total amount** (calculated as: **Cash + Check - Refunds**) Use this information to verify your end-of-day totals before completing your shift. | ![Image 9-4-25 at 1.04 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_d4681cb73caa0b567cab039df27a4c831f508d3b8edf14591a4443614249da8c/Image%209-4-25%20at%201.04%E2%80%AFPM.jpg?cb=d66b3f54fbf963424ec79dc19ec84d50) Cash Drop Screen | | **On the Cash Drop Details screen** , the **Drop Cash** button will be enabled if you have cash available to drop. Before dropping your cash, enter any **Cash Refunds** --- this refers to cash taken from the drawer that was not recorded as a transaction and will reduce your total cash drop. | ![Image 9-4-25 at 1.21 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_0818d55b7bed2084b2b423bc2c651950dfa708a128715f57857c1cc699ac2a2e/Image%209-4-25%20at%201.21%E2%80%AFPM.jpg?cb=bf1fdb57e7bb038ac432051513bc1f0c) Cash Drop Details Screen | | **Completing Your Cash Drop and Ending Your Shift** 1. **After completing your cash drop** , click on the **Summary** tab. * This tab provides a **recap of your cash drop** and includes the option to **Undo Cash Drop** if needed. 2. **Each cash drop** you make during your shift will be listed in the Summary tab for your reference. 3. When you're ready to end your shift, click the blue **End Shift** button. | ![Image 9-4-25 at 1.26 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_67909f48404cffeb87e7275d094aeef601a22057b1a99804de56b08ba5a70211/Image%209-4-25%20at%201.26%E2%80%AFPM.jpg?cb=7d1c89bff88a8b06ffce3f3e862cc163) Summary Screen | | **Ending Your Shift** 1. **Click the blue ** ***End Shift*** ** button** to begin the shift closure process. 2. The system will automatically run a **pre-check** to ensure all necessary tasks are completed before closing your shift. 3. If any issues are detected, a **Resolve** button will appear. * Click **Resolve** to view and address the items that require attention. 4. Once **all checks are marked with a green checkmark** , you can proceed by clicking the **End Shift** button again to complete the process. Your shift **is now closed.** | ![Image 9-4-25 at 1.38 PM.jpg](https://kb.hotelkeyapp.com/__attachments/a_ebf0786278c12ec67d72bd88f439cdfb70ae3378316ee825d0dd0254a77891dc/Image%209-4-25%20at%201.38%E2%80%AFPM.jpg?cb=be8b57e2209524e6db4fc3cc0a900d6c) End Shift Pre Checks Screen | --- language: "en" --- # Activity Manager 📆 Revision Date: 2023-06-25 * [Add Guest to an Activity Booking](https://kb.hotelkeyapp.com/hk-kb/add-guest-to-an-activity-booking.md) * [Cancel Activity Booking, With or Without Refund](https://kb.hotelkeyapp.com/hk-kb/cancel-activity-booking-with-or-without-refund.md) * [Charge Activity Fee To Room (CTR)](https://kb.hotelkeyapp.com/hk-kb/charge-activity-fee-to-room-ctr.md) * [Check Guest Out Of Activity](https://kb.hotelkeyapp.com/hk-kb/check-guest-out-of-activity.md) * [Check In Guest For Activity](https://kb.hotelkeyapp.com/hk-kb/check-in-guest-for-activity.md) * [Create Booking](https://kb.hotelkeyapp.com/hk-kb/create-booking.md) * [Edit Activity Instance](https://kb.hotelkeyapp.com/hk-kb/edit-activity-instance.md) * [Edit Activity Instance(s) From Calendar](https://kb.hotelkeyapp.com/hk-kb/edit-activity-instance-s-from-calendar.md) * [Extend Activity End Date](https://kb.hotelkeyapp.com/hk-kb/extend-activity-end-date.md) --- language: "en" --- # ActivityKey App Administration and Setup 📆 Revision Date: 2023-06-25 * [Coordinator: Create, Set Availability](https://kb.hotelkeyapp.com/hk-kb/coordinator-create-set-availability.md) * [Create Activity](https://kb.hotelkeyapp.com/hk-kb/create-activity.md) --- language: "en" --- # ActivityKey Knowledge Base 📆 Revision Date: 2023-06-25 [ActivityKey App Administration and Setup](https://kb.hotelkeyapp.com/hk-kb/activitykey-app-administration-and-setup.md) [Activity Manager](https://kb.hotelkeyapp.com/hk-kb/activity-manager.md) --- language: "en" --- # Manually Add a Charge to a Reservation 📆 Revision Date: 2024-03-01 |--------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **In House Tile** on the **Dashboard**. | ![Screenshot 2024-03-01 at 7.42.08 AM.png](https://kb.hotelkeyapp.com/__attachments/a_c67d479fb846fd87ae4cb53af854c0c43637c7865e16059a488a574d352073a6/Screenshot%202024-03-01%20at%207.42.08%20AM.png?cb=adba722d304c1ed99e4448c8ecc3167e) | | Select the applicable reservation in the populated in house list page | ![Screenshot 2024-03-01 at 2.05.16 PM.png](https://kb.hotelkeyapp.com/__attachments/a_df862f230aaa3b373b5d832b4f57d8dc51b476d7f075fbd1c66a1eaea56fcca7/Screenshot%202024-03-01%20at%202.05.16%20PM.png?cb=61de52876539c41b3353cef6ae1a5c81) | | The booking details page loads with the **Guest** tab selected by default. Select the **Folio** tab. Select **Charge**. | ![Screenshot 2024-03-01 at 2.06.28 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4cdf0952f859cb54e18472eb1a7d54f8f1d9e693c3e6a9a7eabd7156349ef465/Screenshot%202024-03-01%20at%202.06.28%20PM.png?cb=3c30e2118a894f24acc3157e97b38ecc) | | The **Add Charge** popup activates. Select the checkbox for the applicable charge type and enter the amount to be charged, then select **Next**. | ![Add Charge Popup - Charge Type](https://kb.hotelkeyapp.com/__attachments/a_876a3b02bcce5be972bf8ec6e910a56793ffe7c3587254aa37aaf1768bd9e5a2/2.png?cb=ff93416c10c360465051fa2e8c5929ca) Add Charge Popup - Charge Type | | Select the applicable **Start Date** , **End Date** , and **Quantity** of the charge type, then select **Next**. | ![Add Charge Popup - Dates and Quantity](https://kb.hotelkeyapp.com/__attachments/a_b2064c4ba7f86d1ceb8be77a4b529503468468802a997532406415d236f791b9/3.png?cb=bb701d03be09eaca51a885a89551b475) Add Charge Popup - Dates and Quantity | | A confirmation panel loads. Select **Confirm** to close the panel and add the charge to the reservation Folio tab. | ![Confirmation Panel](https://kb.hotelkeyapp.com/__attachments/a_0145bcf277f5286f127d4a13e42940dd0f49e2fc49f44aeb3011ef9edd49a842/4.png?cb=e8411bde0f4447332b53e4fedd455868) Confirmation Panel | --- language: "en" --- # Add a Folio to a Reservation 📆 Revision Date: 2023-03-01 To add folios to a reservation, follow below steps |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the Dashboard | ![Screenshot 2024-03-01 at 4.24.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e5f2eba342eccf0951e2cc5ae6b52abf87b8ebfc76524814fb5debba4725420e/Screenshot%202024-03-01%20at%204.24.12%20PM.png?cb=83a51de5f3561eeed41b22630e1e523f) | | Find the applicable reservation by performing a search by **Date, Guest Name, Confirmation or Room Numbe** r and then select **Search**. Select the **Status**button to further filter the results Once you have located the reservation, click on the reservation | ![Screenshot 2024-03-01 at 4.58.34 PM.png](https://kb.hotelkeyapp.com/__attachments/a_fd4fd891fdb70b30b48c62a204e0c48ba97f86f8193cbcbf67cae8060ab08971/Screenshot%202024-03-01%20at%204.58.34%20PM.png?cb=ea04ca02f9b64edf99a8e9c81c17de0b) | | The reservation details page loads, open to the **Guest** tab by default. Select the **Folio** tab | ![Screenshot 2024-03-01 at 5.01.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_deedc14be8c905ab413b8c6136159266b3869cf2742390c52a1825347fb3607d/Screenshot%202024-03-01%20at%205.01.10%20PM.png?cb=ad2b7e8c78da14e53ae3d5bd79fe9ffa) | | Click on **Add Folio** Successful folio show by the addition of the folio in the reservation. You can add multiple folios on a single reservation as needed | ![Screenshot 2024-03-01 at 5.02.25 PM.png](https://kb.hotelkeyapp.com/__attachments/a_357a558794f07ce8eaf62d67b4098e4891892cfadb314e06ae3375a7fa8260c5/Screenshot%202024-03-01%20at%205.02.25%20PM.png?cb=31a617f258ed61d53795431f22dbc7b7) ![Screenshot 2024-03-01 at 5.03.02 PM.png](https://kb.hotelkeyapp.com/__attachments/a_db570b847d6bed2e25bee2b28fb1c008da00ac557fb407c2836eb99874fda21b/Screenshot%202024-03-01%20at%205.03.02%20PM.png?cb=4d3bee9db856af52f05aa891a9995fd7) | --- language: "en" --- # Add a Folio to a Reservation .ng 📆 Revision Date: 2024-03-21 To add folios to a reservation, follow below steps |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the Dashboard | ![Screen Shot 2024-03-21 at 4.54.20 PM.png](https://kb.hotelkeyapp.com/__attachments/a_595417e686c9ab8df6198f0180b3daa67397b54c1589ba52d7eb5df2e788b18c/Screen%20Shot%202024-03-21%20at%204.54.20%20PM.png?cb=42b9e2279d0176dd676a55dc497c5d60) | | Find the applicable reservation by performing a search by **Date, Guest Name, Confirmation or Room Numbe** r and then select **Search**. Select the **Status**button to further filter the results Once you have located the reservation, click on the reservation | ![Screenshot 2024-03-22 at 9.26.38 AM.png](https://kb.hotelkeyapp.com/__attachments/a_5de8e279cfb0ab992372148b8ff45021ebba50d9ed8fd5b094893ccceb971c66/Screenshot%202024-03-22%20at%209.26.38%20AM.png?cb=64baf1cbcd76424ad83500bb8a88624b) | | The reservation details page loads, open to the **Guest** tab by default. Select the **Folio** tab | ![Screen Shot 2024-03-21 at 4.58.33 PM.png](https://kb.hotelkeyapp.com/__attachments/a_9f356b15c0b9e37069312f94cd94c523331e3aaa1eb2f139399005d6e05a4603/Screen%20Shot%202024-03-21%20at%204.58.33%20PM.png?cb=4e1e3893953b977e8cfacd4d14f7d8e7) | | Click on **Add Folio** Successful folio show by the addition of the folio in the reservation. You can add multiple folios on a single reservation as needed | ![Screen Shot 2024-03-21 at 5.07.59 PM.png](https://kb.hotelkeyapp.com/__attachments/a_cbc345a7638d658495ae760d61fac004b7a4afd4735e274acb8cb5415e95fab9/Screen%20Shot%202024-03-21%20at%205.07.59%20PM.png?cb=aa36f63b6f5744753852455a73257c34) ![Screenshot 2024-03-22 at 9.27.38 AM.png](https://kb.hotelkeyapp.com/__attachments/a_492db8aeda7bfd41f9c2c2c1854223a085301ec676eb5826aeb56f178a1d2212/Screenshot%202024-03-22%20at%209.27.38%20AM.png?cb=fbc788744a7d1aabbda3787d97eb348d) | --- language: "en" --- # Add a Group Rooming List 📆 Revision Date: 2024-01-03 |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From HotelKey Home page, Select Frontdesk then from the Dashboard, select **More** | ![Screenshot 2024-01-02 at 12.46.16 PM.png](https://kb.hotelkeyapp.com/__attachments/a_83c9873df0ce0d31e484d84a4d60e57f24c702e9d202c02e55c8a4f5b0d459ca/Screenshot%202024-01-02%20at%2012.46.16%20PM.png?cb=d0677dce0295792688b8a76fe0f38340) | | Select **Group Master**from the menu then search the Group Master by Name, Code, Date or its Status and click on it to open | ![Screenshot 2024-01-02 at 12.45.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_fcb3a8038c4a057b42bf1cccaaa8458a4b1c39858d7052225d8501fc88282285/Screenshot%202024-01-02%20at%2012.45.07%20PM.png?cb=a63f89f7882433338f3a642e17e6c41b) | | Once selected, click on the **Details** tab and click on **Create** | ![Screenshot 2024-01-02 at 12.53.03 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b138b8912692fb7bec8218e12035ff9de566f4e920c3f6d3fb48588295908459/Screenshot%202024-01-02%20at%2012.53.03%20PM.png?cb=02724d7dc601e750ffabf3475240840c) | | The Add Rooming List screen populates. To add multiple members, click on the **Add Rows button** for each room type there is inventory | ![Screenshot 2024-01-03 at 8.24.57 AM.png](https://kb.hotelkeyapp.com/__attachments/a_db1eb07fe50460866fd7ad6c0074688f47210ff53d300dcbb866a5c1736fbdd2/Screenshot%202024-01-03%20at%208.24.57%20AM.png?cb=5633648ec6cc8d7d9d03eabd05090694) | | The screen opens fields where guest details are required to book rooms. Enter all the required details of the guests for the room type(s), ex: First Name, Last Name, Adults and Children count | ![Screenshot 2024-01-03 at 8.31.53 AM.png](https://kb.hotelkeyapp.com/__attachments/a_e95601935575a706f185bea98010224ea8033073b001b5639a1edd609559a829/Screenshot%202024-01-03%20at%208.31.53%20AM.png?cb=dacabe08607e1720183bf8e9d11ab0b0) | | When entering all guest names and data is complete, click on **Save** *Note - When adding the same information for each reservation, click on the copy icon to fill in the rows* | ![Screenshot 2024-01-03 at 8.34.46 AM.png](https://kb.hotelkeyapp.com/__attachments/a_962762b82506729ecf508212073e3e47e6187bdd117658e5cb256b352f473d57/Screenshot%202024-01-03%20at%208.34.46%20AM.png?cb=21167a669ee7b2418395c28f7f43cdde) | | Upon saving, you will see the status of the room for the selected dates move from Available to Booked | ![Screenshot 2024-01-03 at 8.38.37 AM.png](https://kb.hotelkeyapp.com/__attachments/a_09c275459ae811f11e10b6065edb674fd616726b5ab498d274b9aaa4c23e4804/Screenshot%202024-01-03%20at%208.38.37%20AM.png?cb=4aa3056f2ee2a0d6f481c815ac465930) | | When completed, the Add Rows button is no longer available when the rooms have been fulfilled and you can now view the confirmation number | ![Screenshot 2024-01-03 at 8.41.07 AM.png](https://kb.hotelkeyapp.com/__attachments/a_5e5be6edf860d3ec315f181eeebbe32646ed49c74f989bff23cba7eea698dc66/Screenshot%202024-01-03%20at%208.41.07%20AM.png?cb=6933a2af039e3a40c75d3f3dbea5113b) | --- language: "en" --- # Add a Group Rooming List .ng v1 📆 Revision Date: 2024-10-04 |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the Dashboard, select **More** to expand the menu options and select **Group Master** | ![Screenshot 2024-06-14 at 1.41.05 PM.png](https://kb.hotelkeyapp.com/__attachments/a_8fd71f668495563e14d1178a6e353dd417ac7e217428c319d90605731fcb47b2/Screenshot%202024-06-14%20at%201.41.05%20PM.png?cb=072238d585381201ca5b0968532e1eb0) | | Search for the Group Master by **Name** , or **Code**, and/or Date. Select Status to refine the search. Select the Group Master from those listed. | ![Screenshot 2024-06-14 at 1.41.35 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e182b7891024d88cabae0312ba1eb2e9be07596904e26aeef40609d752cb05f5/Screenshot%202024-06-14%20at%201.41.35%20PM.png?cb=9c4d561fbc7500788fa2534492a8e322) | | Once selected, click on the **Details** tab and click on **Book** | ![Screenshot 2024-06-14 at 1.42.04 PM.png](https://kb.hotelkeyapp.com/__attachments/a_85d40059055fe84e0f8700664734d532c0d3bf3843d84e1e9bab2808a0b4058f/Screenshot%202024-06-14%20at%201.42.04%20PM.png?cb=2b17f11b6707b9da5b667f670e2bcfc8) | | The Add Rooming List screen populates. To add multiple members, click on the **Add Rows button** for each room type there is inventory The screen opens fields where guest details are required to book rooms. | ![Screenshot 2024-01-03 at 8.24.57 AM.png](https://kb.hotelkeyapp.com/__attachments/a_73a6719623c15c5da6c58a9dca6370b6a11ff1d05510bb7a42c10ee73458f926/Screenshot%202024-01-03%20at%208.24.57%20AM.png?cb=5633648ec6cc8d7d9d03eabd05090694) | | Enter all the required details of the guests for the room type(s) by scrolling to the right in each row, ex: First Name, Last Name, Adult, Child Count, Guarantee Method, Additional Guest Name, etc. When you have completed entering all necessary guest data, click on **Save** *Note - When adding the same information for each reservation, click on the copy icon to fill in the rows* | ![Screenshot 2024-06-14 at 1.39.56 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4bf47274d46a20359ebf4dbd087e65ed1e8c8e87f83d0da53af7899e2ba85f54/Screenshot%202024-06-14%20at%201.39.56%20PM.png?cb=0816124ffee2381327852117dc48fc69) | | Upon saving, you will see the status of the room for the selected dates move from Available to Booked and you can now view the confirmation number *Note - the Add Rows button is no longer available when the rooms have been fulfilled* | ![Screenshot 2024-06-14 at 1.43.09 PM.png](https://kb.hotelkeyapp.com/__attachments/a_cc01ff5988463eba1a7efc7f8cddd94fb46bef4ec970457ae2b49ecaa7e68de7/Screenshot%202024-06-14%20at%201.43.09%20PM.png?cb=282a5c9649204396456af06854b85138) | --- language: "en" --- # Add a Group Rooming List .v2 📆 Revision Date: 2026-01-09 |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the Dashboard, select **More** to expand the menu options and select **Group Master** | ![Screenshot 2024-06-14 at 1.41.05 PM.png](https://kb.hotelkeyapp.com/__attachments/a_d4b980eef5182458a54e831d8e7186d34888ca8eea7e9376805378c9d1868b7b/Screenshot%202024-06-14%20at%201.41.05%20PM.png?cb=072238d585381201ca5b0968532e1eb0) | | Search for the Group Master by **Name** , or **Code**, and/or Date. Select Status to refine the search. Select the Group Master from those listed. | ![Screenshot 2025-06-03 at 3.57.47 PM.png](https://kb.hotelkeyapp.com/__attachments/a_3159bb84a0081765ffc1b03b275751364762f5bd5cb5d3553f2c1ad83c201541/Screenshot%202025-06-03%20at%203.57.47%20PM.png?cb=6d36125f6749d2448b4a5e906af04243) | | Once selected, click on the **Information** tab and click on **Manage Reservations** | ![Screenshot 2025-06-03 at 3.58.51 PM.png](https://kb.hotelkeyapp.com/__attachments/a_395ef69b0cb5fab34eb860f1b21ef6b46d0acef0df8ca5c33698964047ebf8d2/Screenshot%202025-06-03%20at%203.58.51%20PM.png?cb=0077195aa2325df1d47082ff38cda42c) | | Select **Add Guests to Rooming List** | ![Screenshot 2025-06-03 at 4.00.13 PM.png](https://kb.hotelkeyapp.com/__attachments/a_6f6cd729c30c89b41f158209870373d3cb8ab0172041ddf6741f4002fd1ac496/Screenshot%202025-06-03%20at%204.00.13%20PM.png?cb=2fb0649de6c45acfc5469d01874815d6) | | The Add Rooming List screen populates. Fields to add guest details open *(required and non-required)* to create reservations. Slide to the right to reveal all the fields, ie Arrival/Departure dates, Room Type, Guest details, etc. To add multiple reservations, click on the + sign to add additional rows. | ![Screenshot 2026-01-15 at 1.05.31 PM.png](https://kb.hotelkeyapp.com/__attachments/a_8d120f57b8c08b3d34d6cf8ffb313f9f96e7faee1f6de9c4edeabf0f7cd182b7/Screenshot%202026-01-15%20at%201.05.31%20PM.png?cb=f7102d75941f3addc5017c5082569ba5) ![Screenshot 2026-01-15 at 1.24.57 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a39dd6a6b86a105f4f3506a1a3009f0b5be3710dac20c95dfd714e11bd18aa25/Screenshot%202026-01-15%20at%201.24.57%20PM.png?cb=ece10a3be0a455a22e42a1380a02be67) | | Add additional guests to a reservation * Select the room type for the reservation * Adjust the number of adults * Add the extra guest names Notice now on the line where additional guests are added, the icon identifying a shared reservation. ![Screenshot 2025-10-15 at 2.04.55 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0e498f2b4f1b846a364928ab0cc9356e52a33cd3d838673c2ece0593814d3808/Screenshot%202025-10-15%20at%202.04.55%20PM.png?cb=10fbcb73adc314e933f8204a31abb90d) | ![Screenshot 2025-10-15 at 1.56.31 PM.png](https://kb.hotelkeyapp.com/__attachments/a_634bae18f0fb7e4bafddee6da71c84641440e17db446eb7059542daba3104850/Screenshot%202025-10-15%20at%201.56.31%20PM.png?cb=0c9e4d84406fd68fe3bb55afbbc84850) ![Screenshot 2025-10-15 at 2.03.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_93a4de2474e1558f5b9756f7b37649ce88f61b22ac47bd475067d97130932053/Screenshot%202025-10-15%20at%202.03.07%20PM.png?cb=6d026beac4c1e953ba4db0573799b32d) | | To add multiple reservations by way of copying guest details, click on the copy icon ![Screenshot 2026-01-15 at 4.55.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_17491f0a53aaf6950d014216a9336198edca52f05f1f54f87a6c19f6aaba24af/Screenshot%202026-01-15%20at%204.55.10%20PM.png?cb=ca1868fe59189a37cc6fed2051fe9d84) next to the newly added guest. Copy Rooming List Row screen loads. Select the information to copy and for how many rows, then click Save. | ![Screenshot 2026-01-15 at 4.52.14 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c4ebff9c514c7357cd3dba7e473447ad28c9ef66ffdf386d8ac6d9c9dc6d8cfe/Screenshot%202026-01-15%20at%204.52.14%20PM.png?cb=515f2d30b2bed512a0c731e5bc17ccdd) ![Screenshot 2026-01-15 at 4.51.35 PM.png](https://kb.hotelkeyapp.com/__attachments/a_5c50354d7e580e4327bab0e446577c4625945f0c64de742f60b5696fcd550b0b/Screenshot%202026-01-15%20at%204.51.35%20PM.png?cb=ae9281913342ffbf6dfa757f8531e219) | | When you have completed entering all necessary guest data, click on **Save** Upon saving, you will see the status of the room for the selected dates as Booked and you can now view the confirmation number | ![Screenshot 2026-01-15 at 4.53.02 PM.png](https://kb.hotelkeyapp.com/__attachments/a_814486857cd8817fa5740576ad0562cade588713d45c07a464225aaceb6b130a/Screenshot%202026-01-15%20at%204.53.02%20PM.png?cb=f47a6753d303031f56c41975af924dd2) | | Print a rooming list * Select Rooming List Actions * Choose Print Group Rooming List | ![Screenshot 2025-06-03 at 4.10.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c31a8558877d8907a5e8bc2457077b6c8f84910aee66e24055c3f6ee13c7256f/Screenshot%202025-06-03%20at%204.10.06%20PM.png?cb=ccd3c19d38a37906514b3f4b69d01db0) | --- language: "en" --- # Add a Group Rooming List -v2 .ng 📆 Revision Date: 2026-05-04 |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | From the Dashboard, select **More** to expand the menu options and select **Group Master** | ![Screenshot 2024-06-14 at 1.41.05 PM.png](https://kb.hotelkeyapp.com/__attachments/a_0f3a94b5484907464ede70483ebda5c7678eecdf7fc02fae64f5b50af0e7fb21/Screenshot%202024-06-14%20at%201.41.05%20PM.png?cb=072238d585381201ca5b0968532e1eb0) | | Search for the Group Master by **Name** , or **Code**, and/or Date. Select Status to refine the search. Select the Group Master from those listed. | ![Screenshot 2025-06-03 at 3.57.47 PM.png](https://kb.hotelkeyapp.com/__attachments/a_8b840215e82a5c8a9974fe80aff8237504d151af3461798d8500ffce6b8ff0ef/Screenshot%202025-06-03%20at%203.57.47%20PM.png?cb=6d36125f6749d2448b4a5e906af04243) | | Once selected, click on the **Information** tab and click on **Manage Reservations** | ![Screenshot 2025-06-03 at 3.58.51 PM.png](https://kb.hotelkeyapp.com/__attachments/a_94768db2505eeb12878ce75fe8d4a4a9779ffc1be8f3e05aeb6608e2a83ef95c/Screenshot%202025-06-03%20at%203.58.51%20PM.png?cb=0077195aa2325df1d47082ff38cda42c) | | When you click on Manage Reservations, you land on this page where all the Reservations associated with the group are listed. User can * Search by **Guest Name, Room Number or Confirmation Number** * **Book** → Create a new reservation under the group. * **Add Guests to Rooming List** → Assign existing reservations to rooms within the group block. * **Edit** → Modify group details. * **Bulk Reservation Actions** → Apply changes (like cancel, update, or assign) to multiple reservations at once. * **Rooming List Actions** → Manage room assignments for all guests in the group. | ![Screenshot 2026-05-05 at 6.22.55 AM.png](https://kb.hotelkeyapp.com/__attachments/a_5f784c40aa41cc94fe641bb6d07f3280045a29595ca4d550a0fd6722206fcc3a/Screenshot%202026-05-05%20at%206.22.55%20AM.png?cb=96653a80c285a5c2acafed9a4bae1542) Every**reservation is listed in a row with below details** * **Confirmation No** → Unique booking reference for each reservation. * **Last Name** → Guest's surname. * **Arrival** → Guest's check‑in date. * **Departure** → Guest's check‑out date. * **Arrival Time** → Expected time of arrival. * **Departure Time** → Expected time of departure. * **Room Type** → Category of room booked (e.g., Deluxe, Suite). * **Rate Plan** → Pricing plan applied (e.g., corporate, package). * **Adults** → Number of adult guests in the reservation. * **Children** → Number of child guests in the reservation. * **Additional Guest** → Extra guests beyond standard occupancy. * **Phone** → Guest's contact number. * **Email** → Guest's email address. | | Select **Add Guests to Rooming List** | ![Screenshot 2025-06-03 at 4.00.13 PM.png](https://kb.hotelkeyapp.com/__attachments/a_6336569e017ce92b253633f9a2b25b4a824d2f2c688d2b6325eebc3f1da90bbb/Screenshot%202025-06-03%20at%204.00.13%20PM.png?cb=2fb0649de6c45acfc5469d01874815d6) | | The**Add Rooming List**screen populates. Fields to add guest details open *(required and non-required)* to create reservations. Slide to the right to reveal all the fields. To add multiple reservations, click on the **+** sign to add additional rows. | ![Screenshot 2025-10-15 at 1.50.02 PM.png](https://kb.hotelkeyapp.com/__attachments/a_710b0cc33ca024106a3d48b78ab9082238cb94214efdd80d4d234ce64adbf1eb/Screenshot%202025-10-15%20at%201.50.02%20PM.png?cb=d1054455c5e517558caea67455cd6c23) ![Screenshot 2025-10-15 at 1.51.40 PM.png](https://kb.hotelkeyapp.com/__attachments/a_38b899500e82c55703fd008e2f0aca4479d3fbdf3e456781df9cac30f4fb09f5/Screenshot%202025-10-15%20at%201.51.40%20PM.png?cb=6677a1058a635c9cbe395be2cf62e037) | | **Add additional guests to a reservation** * Select the room type for the reservation * Adjust the number of adults * Add the extra guest names Notice now on the line where additional guests are added, the icon identifying a shared reservation. ![Screenshot 2025-10-15 at 2.04.55 PM.png](https://kb.hotelkeyapp.com/__attachments/a_23ab6fcc33dfcc843ae63279e5fb411a9f6876c743f4aea70ac1c4bbe4137c65/Screenshot%202025-10-15%20at%202.04.55%20PM.png?cb=10fbcb73adc314e933f8204a31abb90d) | ![Screenshot 2025-10-15 at 1.56.31 PM.png](https://kb.hotelkeyapp.com/__attachments/a_98411ff418974753872d119d4040b738d64fcc67792c7a53bc491ddb31d64701/Screenshot%202025-10-15%20at%201.56.31%20PM.png?cb=0c9e4d84406fd68fe3bb55afbbc84850) ![Screenshot 2025-10-15 at 2.03.07 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e2e797d8003014aeba8ceec870a93b0a50e15808c34721ae9129ffe59c4a50e6/Screenshot%202025-10-15%20at%202.03.07%20PM.png?cb=6d026beac4c1e953ba4db0573799b32d) | | **Edit the First / Last Name field** * Click the **pencil (edit) icon** next to the guest name. * Update the **First Name / Last Name** of the reservation. * Click anywhere outside the field to save. The system updates the reservation record with the new guest name. | ![Screenshot 2026-03-18 at 12.51.39 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a744ae28226e211248fe07c59fcd3f2e87b29e4e29784751b224ae77bbf6e0b4/Screenshot%202026-03-18%20at%2012.51.39%20PM.png?cb=98ebc9a529ebc114a1e370e00cec5858) | | When you have completed entering all necessary guest data, click on **Save** Upon saving, you will see the status of the room for the selected dates as Booked and you can now view the confirmation number | ![Screenshot 2025-06-03 at 4.07.27 PM.png](https://kb.hotelkeyapp.com/__attachments/a_da8aaa04cd33a259ed2456708bfcce0c0ca398ddfcb3de42abfc56db484ec3ee/Screenshot%202025-06-03%20at%204.07.27%20PM.png?cb=a00e5438c3417808fd7e99101f21ffa9) | | Print a rooming list * Select Rooming List Actions * Choose Print Group Rooming List | ![Screenshot 2025-06-03 at 4.10.06 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c39182c209f439f9204f17685f5ca230b365091f22a6e3ca6d85b0c47c267a3b/Screenshot%202025-06-03%20at%204.10.06%20PM.png?cb=ccd3c19d38a37906514b3f4b69d01db0) | --- language: "en" --- # Add a Stay Remark to a Reservation .ng 📆 Revision Date: 2025-12-04 Remarks are reservation specific comments or notes that are applicable only to a particular stay. |-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select the reservation in Arrivals or In House status. For this example, we have selected the **In House Tile** on the **Dashboard**. | ![Screenshot 2024-03-23 at 5.00.36 PM.png](https://kb.hotelkeyapp.com/__attachments/a_a66f29148fe1a6f3b370bdce582649f5301f075736e6a79d00ca356fe365f353/Screenshot%202024-03-23%20at%205.00.36%20PM.png?cb=2173016be7c20f6bdafa7ca558845fde) | | The In House list populates. Locate the applicable reservation from the list and select it | ![Screenshot 2024-03-23 at 5.01.40 PM.png](https://kb.hotelkeyapp.com/__attachments/a_dc46225d26d927bc7298bcb27a9cc926f8139d98a93ea64c54b0a8e0e7384776/Screenshot%202024-03-23%20at%205.01.40%20PM.png?cb=1aff058e63ba72bb40b7dfd0619f4b8e) | | The reservation details page loads. Select the **Stay** tab. On the **Stay** tab, select the **Stay Remarks** link. Use the provided text box to enter desired remarks, then select **Save**. | ![Screenshot 2024-03-23 at 5.02.44 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c274aabf30d47d8d91b6f521b4468948c84cb6afb30dc3295251909130fc3b6c/Screenshot%202024-03-23%20at%205.02.44%20PM.png?cb=792b62b41fd32b5245981baf3aaf38f3) | --- language: "en" --- # Add Adult / Child Counts .ng 📆 Revision Date: 2024-03-19 This article describes how to add an adult or child to an existing booking |---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the **Dashboard**. | ![Screenshot 2024-03-19 at 8.22.04 PM.png](https://kb.hotelkeyapp.com/__attachments/a_9096f163b316ba8a16d7a9a5113b84409d19ae68a9071f74194d023a7517002c/Screenshot%202024-03-19%20at%208.22.04%20PM.png?cb=ac42516e1316203162f11c7bba73981d) | | Locate the applicable reservation in the search page and click on it to open | ![Screenshot 2024-03-19 at 8.27.24 PM.png](https://kb.hotelkeyapp.com/__attachments/a_e56c5e2db1b6440579e9b8145f4c49a441a9d6f53f584f4f3d60311ef97cf288/Screenshot%202024-03-19%20at%208.27.24%20PM.png?cb=33c64053aae11a03fec069d3e8e7b110) | | The booking details page loads with the **Guest** tab selected by default. Select the **Stay** tab. Select the **Adult** icon to add an adult to the booking. Select the **Child** icon to add a child to the booking. | ![Screenshot 2024-03-19 at 8.50.35 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f9a4d6dc24f454d4a4b26ce0968faf4d0eb3ff2c100b742eca59706f363611b6/Screenshot%202024-03-19%20at%208.50.35%20PM.png?cb=2f7a15254dd8b760d8a27b0ada7314d8) | | A popup opens for the applicable guest type (**Adult** or **Child**). Select the plus sign ( + ) icon to increase the number of the selected guest type. Select **OK** to save changes. *IMPORTANT NOTE: It may be necessary to change the room type and rate plan. For example, if the number of adults is set to 2 and you need to increase it to 3 but the plus sign is disabled, indicating maximum adult capacity is reached for the booked room,*[***a new room type and rate plan that can accommodate 3 adults must be selected***](https://hotelkey.atlassian.net/wiki/pages/createpage.action?spaceKey=KBD&title=Modify%20a%20Reservation)*.* | ![Screenshot 2024-03-19 at 8.52.09 PM.png](https://kb.hotelkeyapp.com/__attachments/a_b46763d060f84612420e888031ba4de4bfa33089ec84e649e1579c371f77ba42/Screenshot%202024-03-19%20at%208.52.09%20PM.png?cb=d40046c086d80926d46650b5e7ece9f3) | --- language: "en" --- # Add Adult / Child - Pre Check In 📆 Revision Date: 2024-01-04 This article describes how to add an adult or child to an existing booking in cases where no personal details (e.g., name, address) are to be collected for the new Adult(s) or Child(ren). See [**Add Extra Guest**](https://hotelkey.atlassian.net/wiki/display/KBD/Add+Extra+Guest) for details of how to add a guest to a booking with personal details added. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the **Dashboard**. | ![Search Reservations Button on the Dashboard](https://kb.hotelkeyapp.com/__attachments/a_7ab0bfba5ca369f0daf3258af3869a23acb709d4f05281db1957a16b9e57b75e/SearchReservations1.png?cb=c0fb2282e706fe33662134ac203bc5f2) Search Reservations Button on the Dashboard | | Locate the applicable reservation in the search page and click its blue booking details button. | ![Search Reservations Results List](https://kb.hotelkeyapp.com/__attachments/a_354e4cf9e7d054e454fba16fdeb3464b04deb3ba1fe876bac4b3d3fe721af5df/SearchReservations2.png?cb=7167e7e629ac3b60fd8e430ab8c18cea) Search Reservations Results List | | The booking details page loads with the **Guest** tab selected by default. Select the **Stay** tab. Select the **Adult** icon to add an adult to the booking. Select the **Child** icon to add a child to the booking. | ![Screenshot 2024-01-04 at 9.43.34 AM.png](https://kb.hotelkeyapp.com/__attachments/a_3bc3ec180e064e29a745f94d30d98a155dee29d93e6cd7988e1905540f9e3972/Screenshot%202024-01-04%20at%209.43.34%20AM.png?cb=fb9a2629a4e04753ad746345bd619b0f) | | A popup opens for the applicable guest type (**Adult** or **Child**). Select the plus sign ( + ) icon to increase the number of the selected guest type. Select **OK** to save changes. *IMPORTANT NOTE: It may be necessary to change the room type and rate plan. For example, if the number of adults is set to 2 and you need to increase it to 3 but the plus sign is disabled, indicating maximum adult capacity is reached for the booked room,*[***a new room type and rate plan that can accommodate 3 adults must be selected***](https://hotelkey.atlassian.net/wiki/display/KBD/Modify+a+Reservation)*.* | ![Screenshot 2024-01-04 at 9.46.52 AM.png](https://kb.hotelkeyapp.com/__attachments/a_f59e9ae20e7f66106de5642e4f4cce543c49aaa32104e097a81da8b57a51b066/Screenshot%202024-01-04%20at%209.46.52%20AM.png?cb=082aa4f54cb9d8171c171677d85a5846) | --- language: "en" --- # Add an Additional Folio to a Reservation .ng - v2 Revision Date: 2026-06-05 To add folios to a reservation, follow the steps below: |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **In-House Reservations** from the **Dashboard** . Alternatively, you may search for in-house reservations using the **left-side menu**. | ![image-20260120-063853.png](https://kb.hotelkeyapp.com/__attachments/a_f394a00ed09a08eda75e8a62d4aeef07bd51edad24dce7db18e14b2c51d741c8/image-20260120-063853.png?cb=3ca77e1438fd7ceab50831109a9b99af) | | The **In-House Reservation list** will be displayed. Click on the reservation for which you want to create a folio. | ![image-20260120-071823.png](https://kb.hotelkeyapp.com/__attachments/a_60372dc61188405a7c59e4005424d7a9a2f81ec04bec781450a97b286b33a49e/image-20260120-071823.png?cb=51dc45f41934cba16a5a5122c90f36fb) | | The **Reservation Details** page opens, displaying the **Guest** tab by default. Navigate to and select the **Folio** tab to continue. Within the Folio section, click the **"+" (Add)** button. *Note: the folio screen automatically adjusts to the most efficient layout. If a reservation contains multiple folios, the screen defaults to****Side-by-Side View.****The there is a single folio, the screen will open in****Full Detail View.*** | ![image-20260120-072110.png](https://kb.hotelkeyapp.com/__attachments/a_cae12664558ba07d8035381d524d0e21da6917e77ca0776a3625008f8e57f973/image-20260120-072110.png?cb=0f91308a4d71c742f3bbb314055fc262) | | A new folio will be created and added to the reservation. A pop up will confirm the *'* ***Folio created successfully'.*** *Note: Multiple folios can be created under a single reservation.* You can now add **charges** , **payments** , or make **adjustments** to the folio as required. All folios associated with the reservation will be listed and accessible under the **Folio** tab. | ![image-20260120-072327.png](https://kb.hotelkeyapp.com/__attachments/a_078f6bea51ea11dd27e58bb6c018a7f76b977225c94fdb909aadfa526e579f62/image-20260120-072327.png?cb=2a64319898770e64eeca37e9694610bb) ![Screenshot 2026-08-03 at 11.28.02 AM.png](https://kb.hotelkeyapp.com/__attachments/a_87f65d27b9c303325c3719004b80a057f77808b9f3ff7b3de1869e1713f1de47/Screenshot%202026-08-03%20at%2011.28.02%20AM.png?cb=ea15ca1af4c2fb04a8265867e36c976b) | --- language: "en" --- # Add Extra Guest 📆 Revision Date: 2024-01-04 This article describes how to add an adult guest to an existing booking with personal details (e.g., name, address) to be collected for that guest. See [**Add Adult/Child**](https://hotelkey.atlassian.net/wiki/display/KBD/Add+Adult+%2F+Child+-+Pre+Check+In) for details of how to add *guest counts* to a booking. |--------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the **Dashboard**. *Note - You can add an extra guest on an arrivals reservation or on an In House reservation, steps are the same* | ![Search Reservations Button on the Dashboard](https://kb.hotelkeyapp.com/__attachments/a_ca1d98f64f978163d64bfd8104e37149c0263886c615281722867719088a90b5/SearchReservations1.png?cb=c0fb2282e706fe33662134ac203bc5f2) Search Reservations Button on the Dashboard | | Search by options include: Start date, End date, Guest Name, Confirmation or Room Number for a in house guest Locate the applicable reservation in the search page and click on it. | ![Screenshot 2024-01-04 at 9.56.08 AM.png](https://kb.hotelkeyapp.com/__attachments/a_bc24db3fc2dc7a7f5c6b8eaa916c65d89888bce4ce7818691e125c5fd6082a03/Screenshot%202024-01-04%20at%209.56.08%20AM.png?cb=0a0d65e7bb561af0695f0481a26d05e3) ![Screenshot 2024-01-04 at 9.58.51 AM.png](https://kb.hotelkeyapp.com/__attachments/a_1c17253a689e908dc3f7694bdba8dbbae1eb795103053a20e296b5a9ed385c80/Screenshot%202024-01-04%20at%209.58.51%20AM.png?cb=7032ff6545bdf6f4b792193fbdefc3bc) | | The booking details page loads with the **Guest** tab selected by default. Select **Additional Guests**. | ![Screenshot 2024-01-04 at 10.01.38 AM.png](https://kb.hotelkeyapp.com/__attachments/a_4a516c7906ab2b0c81f5849b7d236b05b576b0f658efab8adb9a43b954e4a8d4/Screenshot%202024-01-04%20at%2010.01.38%20AM.png?cb=f5ba108e0bc0dea00bedbbe8f84a7af0) | | An **Add New Guest** link populates. Select **Add New Guest**. | ![Screenshot 2024-01-04 at 10.11.07 AM.png](https://kb.hotelkeyapp.com/__attachments/a_ee3504a66b7ffb6aa11f60dbae65f3048578030cef4aea5f1cc2e3affe9fa4e1/Screenshot%202024-01-04%20at%2010.11.07%20AM.png?cb=370a31c59468cfc729b3aa554a79237f) | | An **Additional Guest Details** popup activates. Tabs are available for entry of the new guest's **Basic Data** , **Contact Info** and **Stay Info** details. **First Name** and **Last Name** on the **Basic Data** tab are the only required fields. | ![Additional Guest Details Popup - Basic Data Tab](https://kb.hotelkeyapp.com/__attachments/a_f1f2509b6e477c4381263db0694f11f198d919561f769f4bed7850ea07bb9efa/AddGuest3rev.png?cb=a8990561cc382ce3e5c62a86a310d445) Additional Guest Details Popup - Basic Data Tab | | Enter applicable data on the **Basic Data** tab and select **Done**. | ![Additional Guest Details Popup - Done Button](https://kb.hotelkeyapp.com/__attachments/a_df4c2588ef53f073357da8bb306dd81f89bb22e4ad4330a968bb9a06801c5ec5/AddGuest4rev.png?cb=f2f423dc1fe4047d686e271139641eba) Additional Guest Details Popup - Done Button | | The **Additional Guest Details** popup closes and the new guest details are added on the **Guest** tab of the booking details page along with the guest's reservation status. | ![Screenshot 2024-01-04 at 10.12.45 AM.png](https://kb.hotelkeyapp.com/__attachments/a_889951802c4b074e8f4fb49d46d71a1fa2d61eb9a3eedbb85b4895c6a3a3fbb9/Screenshot%202024-01-04%20at%2010.12.45%20AM.png?cb=66a5c872d7e5fc32dbd3e1e0418d765a) | --- language: "en" --- # Add Extra Guest, Pre-Arrival .ng 📆 Revision Date: 2024-03-19 This article describes how to add an adult guest to an existing booking with personal details (e.g., name, address) to be collected for that guest. See [**Add Adult/Child Counts**](https://kb.hotelkeyapp.com/hk-kb/add-adult-child-counts-ng.md) for details of how to add *guest counts* to a booking. |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Search Reservations** on the **Dashboard**. | ![Screenshot 2024-03-19 at 8.22.04 PM.png](https://kb.hotelkeyapp.com/__attachments/a_ce604cdf5d48ef05cb9452b13dcbc110c82e32a5097c462a121110f44d01091d/Screenshot%202024-03-19%20at%208.22.04%20PM.png?cb=ac42516e1316203162f11c7bba73981d) | | Search by options include: Start Date, End date, Guest Name or Confirmation Number Locate the applicable reservation in the search page and click on it. | ![Screenshot 2024-03-19 at 8.25.23 PM.png](https://kb.hotelkeyapp.com/__attachments/a_eb1fd9ba4813d0661d1cb18717e900b3df6177285b7f80838647b89f0d6fb0f1/Screenshot%202024-03-19%20at%208.25.23%20PM.png?cb=b733f86afa8c513bf2764157fe4d445e) ![Screenshot 2024-03-19 at 8.27.24 PM.png](https://kb.hotelkeyapp.com/__attachments/a_f260fc628db085c13575ffb36c0c38515c14a1ede8d86a303345422935347d4b/Screenshot%202024-03-19%20at%208.27.24%20PM.png?cb=33c64053aae11a03fec069d3e8e7b110) | | The booking details page loads with the **Guest** tab selected by default. Select **Additional Guests**. *Note - For an in-house reservation, see* [***Add Adult/Child Counts***](https://kb.hotelkeyapp.com/hk-kb/add-adult-child-counts-ng.md)*for details of how to add guest counts to an in-house booking prior to performing the steps of adding an Additional Guest.* | ![Screenshot 2024-03-19 at 8.29.47 PM.png](https://kb.hotelkeyapp.com/__attachments/a_43af8284c6da12afab632d5caf604da7c4f72b812b4c3c9b3d1c2cd374d560cf/Screenshot%202024-03-19%20at%208.29.47%20PM.png?cb=63d8723c05e6da7e55d65788a574ab0d) | | An **Additional Guest Details** popup activates. Tabs are available for entry of the new guest's **Basic Data** , **Contact Info** and **Stay Info** details. In this example, **First Name** and **Last Name** on the **Basic Data** tab are the only *required* fields. | ![Screenshot 2024-03-19 at 8.32.10 PM.png](https://kb.hotelkeyapp.com/__attachments/a_4551ab9d44816e529175393fbbd999b70b47c549a5154855683b7e75d6d86d59/Screenshot%202024-03-19%20at%208.32.10%20PM.png?cb=46b499048c4dee588dad9ee00bd1a57c) | | Enter applicable data on the **Basic Data** tab and select **Done**. | ![Screenshot 2024-03-19 at 8.35.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_c19bb296c5dafd511e4c7e72946df443d44f605c1774d24da584b2856df9c3b8/Screenshot%202024-03-19%20at%208.35.12%20PM.png?cb=10eec8b9baf3459a2461d2300f353032) | | The **Additional Guest Details** popup closes and the new guest details are added on the **Guest** tab of the booking details page along with the guest's reservation status. | ![Screenshot 2024-03-19 at 8.36.12 PM.png](https://kb.hotelkeyapp.com/__attachments/a_16d992d215edf180ecc95addeacbbb5a76fd07787ba87df55b015c3a3e4c9a45/Screenshot%202024-03-19%20at%208.36.12%20PM.png?cb=c2e19780cff9726893fb956424871c18) | --- language: "en" --- # Add Guest to an Activity Booking 📆 Revision Date: 2023-06-30 |-----------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Use the filters on the Calendar to locate the applicable activity booking, and select it. | ![Calendar - Look Up Activity Bookings](https://kb.hotelkeyapp.com/__attachments/a_c8d2a1fb622a86ba13b71c9ea134917b215eb0521c851d2f79481003b516ae11/AddGuestWA1.png?cb=de6d9081eb9ef4fb30466aa7f5c1a11a) Calendar - Look Up Activity Bookings | | The activity booking detail panel opens. Select **Add Guest**. | ![Activity Booking Details Panel - Add Guest Link](https://kb.hotelkeyapp.com/__attachments/a_5a37beb399126147d0964605cc0492930ea631aea06074a442882ea36ac9b4db/AddGuestWA2.png?cb=98f9c306bd20c844f704bd3faa0850f6) Activity Booking Details Panel - Add Guest Link | | The **Add additional Guest** popup activates. Enter additional guest details. Select **Save**. | ![Add Additional Guest Popup - Blank](https://kb.hotelkeyapp.com/__attachments/a_ee5cbe364f1dc9e577d4382ab84cd8acd567eac7db9c208392bd0562e6d35e89/AddGuestWA3a.png?cb=65a70c4e240dc3dbd68e9b2b2df67e9c) Add Additional Guest Popup - Blank ![Add Additional Guest Popup - Filled](https://kb.hotelkeyapp.com/__attachments/a_4ef6d28c396947fbfc3185630a89f67629f447e567a84d4271eb5e9b3fe9ecdc/AddGuestWA3b.png?cb=5bc9c786ae98695f21fbe0b9825ffd5a) Add Additional Guest Popup - Filled | | The **Add additional Guest** popup closes and a success popup displays briefly. | ![Success Popup](https://kb.hotelkeyapp.com/__attachments/a_bc23565d48439a9a2b1907f77fb7d02ea47e9155766311eff4de2f49156596e9/AddGuestWA4.png?cb=c1d2df962b8f84c15b89b6f29f3fdb88) Success Popup | | Details for the added guest are displayed in the **Additional Guests** section of the activity booking details panel. | ![Activity Booking Details - Guest Added](https://kb.hotelkeyapp.com/__attachments/a_9141cb951fef2778597c4f722e3c99f127997d62f16442e48d46682335912d16/AddGuestWA5.png?cb=709d82c314b27390713fd33e18fd0841) Activity Booking Details - Guest Added | --- language: "en" --- # Add Lost or Found Item 📆 Revision Date: 2023-06-11 Lost and found items can be logged from the associated room's detail page, such as when a guest reports something lost or found to a staff member who is servicing the room, or from the Lost and Found list, such as when a guest reports losing or finding an item to a front desk staff member. |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to the applicable room on the **Housekeeping** tab, and select it. Alternatively, [**click here to skip ahead in these instructions to add the lost item via the Lost and Found menu**](https://kb.hotelkeyapp.com/hk-kb/add-lost-or-found-item.md#listadd)**.** | ![Housekeeping Tab Room List - Select Room](https://kb.hotelkeyapp.com/__attachments/a_9008da5a6c0b7a7ac0bb3d26e6ddb30d03dc4d543a3a1e3b47a7633b03a190ef/MarkNeedsMaint1.png?cb=1f486aee55c6b047c958b6c6031a1065) Housekeeping Tab Room List - Select Room | | The room detail panel opens. Select the **More Actions** link. | ![More Actions Link](https://kb.hotelkeyapp.com/__attachments/a_cccc691892fb2b75c43fe487afe5a2b6ed595fbbf92efdab8fe0d1db871453d5/MoreActionsBtn.png?cb=8a658802f9801eea70911e1990576ef9) More Actions Link | | Select **ADD LOST ITEM** or **ADD FOUND ITEM**. [**Click here to continue with instructions for entry of item details**](https://kb.hotelkeyapp.com/hk-kb/add-lost-or-found-item.md#details). | ![MoreActionsExpandedAddLostItem1.png](https://kb.hotelkeyapp.com/__attachments/a_24bfa38047ed3d0237fe74fd225afb95c836ac03b7322268bd4d82e45dbf50be/MoreActionsExpandedAddLostItem1.png?cb=a096b413efd83a8d7f4f4b577a44e8d4) More Actions Menu - Add Lost Item Link | | Select the three dot **More** menu link. Select **Lost and Found** from the **More** menu. | ![Three Dot More Menu](https://kb.hotelkeyapp.com/__attachments/a_af35a0e328446355c6e4d270188ffd06b4a56fddeb6ef26fc0980205ad9693a2/More3DotMenuLostFoundLink.png?cb=367754e1a57485c38b2e9bedca4447e1) Three Dot More Menu | | The **Lost and Found** list loads. Select the add link, as shown. | ![Lost and Found List - Add Link](https://kb.hotelkeyapp.com/__attachments/a_47b85d9ca3d3301a3aea6505cb2f9ecf95307c921c7959ae2ecfb905fc5799a4/LostAndFoundAddLost.png?cb=73b2b2717a4a5c1c9535752bcea7f93f) Lost and Found List - Add Link | | A popup menu activates. Select **Add lost item** or **Add Found Item**. | ![UpdateLostFoundAdd2.png](https://kb.hotelkeyapp.com/__attachments/a_fdcbd86e8356cbbc584e04e4d0d9fb64da5d55f9befd610b4f0b41c0ae9182d8/UpdateLostFoundAdd2.png?cb=bf95abbfe0ecdaebc57eb87bb07e83bd) | | The **New Item** panel loads, labeled as either **LOST** or FOUND. *In the example a****LOST****item is being entered, but the detail form is the same for logging a found item.* Select **Room Number**. | ![New Item - Room Number Link](https://kb.hotelkeyapp.com/__attachments/a_1cb266cd7c2323f052c86f88e83736138c3d748aa064dba5998b7dd8bdde6c4f/UpdateLostFoundAdd3.png?cb=0c1a416c62518547840fb1c7a668b379) New Item - Room Number Link | | A **Rooms** panel opens. Select the room where the item was lost or found. | ![Rooms Panel](https://kb.hotelkeyapp.com/__attachments/a_ce3bd91e0bbcb0698f82b40ccf643c3ca37422295f6f6f70323fcce4e3237145/UpdateLostFoundAdd4.png?cb=4a507381cb73faaacfbacb0abdf369eb) Rooms Panel | | The Rooms panel closes. Select **Item Description**. | ![New Item - Item Description Link](https://kb.hotelkeyapp.com/__attachments/a_8a0d6103fe8708ee1331885dca5a8ac9ad0c70c6dade45d7286db3da7904f9fc/AddLostFromRmDetail2-Desc.png?cb=38f1ad43c733dd74e1490afd3255a2f6) New Item - Item Description Link | | The **Item Description** panel opens. Enter a description of the item, then select **Save**. | ![Item Description Entered](https://kb.hotelkeyapp.com/__attachments/a_65eba88a496fd00943d80a0a00841e288fbc92b37682b44b68fecab85a853a76/AddLostFromRmDetail2-Desc3.png?cb=6b50aea8e641734d27f266a881b723ec) Item Description Entered | | The **Item Description** field updates. Optionally, select **Remarks** to open a form for entry of comments. Optionally, select the image icon to open a form for uploading an image. When all entries are complete, select **Create**. | ![New Item Panel - Item Description Updated](https://kb.hotelkeyapp.com/__attachments/a_56f747075d9beb34bc77cd2a8436bb9eaee3c6e4f8acdf1138bcd30156d9449e/AddLostFromRmDetail2-Desc4.png?cb=3d671610d0397451ae5d59fa08c27283) New Item Panel - Item Description Updated | | The item is added to **Lost and Found** list (accessed via the three dot **More** menu, as shown at right). | ![Three Dot More Menu](https://kb.hotelkeyapp.com/__attachments/a_af35a0e328446355c6e4d270188ffd06b4a56fddeb6ef26fc0980205ad9693a2/More3DotMenuLostFoundLink.png?cb=367754e1a57485c38b2e9bedca4447e1) Three Dot More Menu ![Lost and Found List](https://kb.hotelkeyapp.com/__attachments/a_5ab747ffc18630cc7fe535036d675e2abf6c079702c72aa465b4e02b2e2abed2/UpdateLostFound2.png?cb=59eb334bb7c6c4b0970bb3fdac977d9f) Lost and Found List | --- language: "en" --- # Add Maintenance Issue to Room 📆 Revision Date: 2023-06-10 |----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Navigate to the applicable room on the **Housekeeping** tab, and select it. | ![Housekeeping Tab Room List - Select Room](https://kb.hotelkeyapp.com/__attachments/a_ab12582ae2966df4abfdc4e20052c71d389468fcc3e8de519d563bb6788d1dbf/MarkNeedsMaint1.png?cb=1f486aee55c6b047c958b6c6031a1065) Housekeeping Tab Room List - Select Room | | The room detail panel opens. Select the **More Actions** link. | ![More Actions Link](https://kb.hotelkeyapp.com/__attachments/a_05a787db6ed3eaa4114f88ccff99be22dd96ce48ecf40c44bf6e110aa2007cab/MoreActionsBtn.png?cb=8a658802f9801eea70911e1990576ef9) More Actions Link | | Select **NEEDS MAINTENANCE** from the More Actions menu. | ![More Actions Menu - Needs Maintenance Link](https://kb.hotelkeyapp.com/__attachments/a_2eec1ea70ab29ab8d53d09fbb23f0a6e3c9686cdc61095fbcb98a3eb26ed8e58/MarkNeedsMaint3.png?cb=93da12a858edc43ad87bcea802594d34) More Actions Menu - Needs Maintenance Link | | A **Maintenance** panel opens. Select **NON RENTABLE** or **RENTABLE**, according to whether or not the maintenance issue makes the room non rentable. | ![Maintenance Panel](https://kb.hotelkeyapp.com/__attachments/a_2bdf1e8fad7f148e8de4a5c934b7738904541bdc925111dd6142edaabae6f50b/MarkNeedsMaint4.png?cb=a42c43e18bc15ee19ca7570bc91ca235) Maintenance Panel | | An issue scheduling panel opens, labeled with the **NON RENTABLE** or **RENTABLE** selection from the previous panel. If the maintenance issue is for a scheduled service that will be limited to a specific date window, select the **Starts** and **Ends** fields to open calendar widgets for selection of the start and end date of the window. Select **Next** to continue. | ![Issue Scheduling Panel](https://kb.hotelkeyapp.com/__attachments/a_3c481b34b4228095cef6d28f8dced33e9f2b0ab8dcb4a616e4b7cde40246e6c3/MarkNeedsMaint5.png?cb=7482f068744adf21e2bf15d732c4c743) Issue Scheduling Panel | | A picklist of available issue types displays. Select the applicable issue type. | ![Issue Types Picklist](https://kb.hotelkeyapp.com/__attachments/a_14a80fe4b676e4c484afc58d7d569ce60676aa086396dcb7c4c4996ce7aa8250/MarkNeedsMaint6.png?cb=5e76016f0fb75dd6ba62de7b02195b1b) Issue Types Picklist | | The **Issue Details** panel loads, and is updated with **Starts** , **Ends** and **Reason** entries. Optionally, select **Remarks** to open a form for entry of comments about the issue. Optionally, select the image icon to open a form for uploading an image. When all entries are complete, select **Create**. | ![Issue Details Panel](https://kb.hotelkeyapp.com/__attachments/a_b759f19aa524e2e03f1e7a7328a587dedba72968375ea5c566fbba27225e964f/MarkNeedsMaint7.png?cb=f2721a0184556c8b5858a59d0caaed40) Issue Details Panel | | The room details page loads, updated with the maintenance icon in the **Other Details** section. | ![Room Details - Maintenance Icon Added](https://kb.hotelkeyapp.com/__attachments/a_ee2e4cc778e99366b5dfda4462300ea3d15df62c23a79625618c242be4e58c56/MarkNeedsMaint8.png?cb=0cbe426fdbcc888adccb643efea09bb8) Room Details - Maintenance Icon Added | | On the **Housekeeping** tab, the room now shows the maintenance icon. | ![Housekeeping Tab Room List](https://kb.hotelkeyapp.com/__attachments/a_e62007a50dea360dbc53b0180dfbc4f9421e9270c58a2449e74e5f68d52a643e/MarkNeedsMaint9.png?cb=3386462194249b81a80d5ae5ff0df99b) Housekeeping Tab Room List ![Maintenance Icon](https://kb.hotelkeyapp.com/__attachments/a_905a36de235a4e4b693c93172960ec0285c92e08335442b60293c1f4169d1ba8/IconSetMaint.png?cb=c505ef7163829123b6e9f4001a384279) Maintenance Icon | | The room is now listed on the **Maintenance** tab. | ![Maintenance Tab Link](https://kb.hotelkeyapp.com/__attachments/a_b2ff3bbd45f361474af538366bbaecfc0edab2ca5f2f9c31be416523cbcf0a8e/MaintTabLink.png?cb=a9876e120cf663e7d6a7d93872c72166) Maintenance Tab Link ![Room Added on Maintenance Tab](https://kb.hotelkeyapp.com/__attachments/a_9ce40c2c6e43df884eac9d328164e5e149619b7b2e1659e6269996d30793b629/ClearNeedsMaint2.png?cb=326bc63c0c06c1c8611d5de507fced22) Room Added on Maintenance Tab | --- language: "en" --- # Add New Cancellation Policy 📆 Revision Date: 2023-01-26 |-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Rate Administration** on the **HK Home** page. | ![HK Home Page - Rate Administration Link](https://kb.hotelkeyapp.com/__attachments/a_870915b011b6116fbdf2f7d42dfa47523cb7c7f9a4bd837b1b96a9ebb6bdc7e9/1.png?cb=76e87dd7bf13f0e136cb2a7eb296d8a2) HK Home Page - Rate Administration Link | | Scroll to the right and select **Cancellation Policies**. Existing cancellation policies are listed in the lower section of the page. Select **Add New Cancellation Policy**. | ![Cancellation Policies Panel - Add New Cancellation Policy Link](https://kb.hotelkeyapp.com/__attachments/a_04904416ab99b033e4a0708cf98f588af1b47c71288ef2ad7ca648611b5a2b43/2.png?cb=8dae13f363e0d74ce31fe2c048224bdd) Cancellation Policies Panel - Add New Cancellation Policy Link | | Complete the provided data entry wizard steps, in order, then select **Confirm** at the bottom right of the wizard panel. | ![Cancellation Wizard](https://kb.hotelkeyapp.com/__attachments/a_896703ce6b4a997f06512b694977297bfeeb1fa8d1aca545b5fdeb79acdd4361/3.png?cb=5fc00967d6a0e5bb683945b64f7c1dbd) Cancellation Wizard | | The new cancellation policy is created. | ![New Cancellation Policy Created](https://kb.hotelkeyapp.com/__attachments/a_38b13721a9776eee16bb0cc273deed0407bc5a0ffff53ff9cccbf2aa3e880aa6/4.png?cb=35dfa0194bdd46d781350b105759827b) New Cancellation Policy Created | --- language: "en" --- # Add New Charge Type to a Direct Bill Company 📆 Revision Date: 2023-05-27 |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **More** from the **Dashboard** sidebar menu. | ![Dashboard - Sidebar Menu More Link](https://kb.hotelkeyapp.com/__attachments/a_581da5d5072426ee0f7f102b8ae392eb7c22b18c75edfc3b6a2bad488c3c3788/1.png?cb=c493625e91cb49fac48d785f71516417) Dashboard - Sidebar Menu More Link | | Select the **Local Companies** link from the expanded sidebar menu. | ![Dashboard Expanded Sidebar Menu](https://kb.hotelkeyapp.com/__attachments/a_ec14a44525078779ba4bfd053692d8d2a9b3b2704302a8c656fa29d8931e8181/2.png?cb=acc95eecc6b4a406caf3d71858d30ce3) Dashboard Expanded Sidebar Menu | | Select the applicable company on the **Manage Companies** panel. | ![Manage Companies Panel](https://kb.hotelkeyapp.com/__attachments/a_d924b4c23460b2a2748b4cc5d3849f18c41401c20ce9218b0c3d19ebc290cf0d/ManageCompanies.png?cb=e8b63569d77a33b95ec2db210a764600) Manage Companies Panel | | The **Update Company** page loads, open to the Company Info tab by default. Select the **Company Charges Setup** tab. On the **Company Charges Setup** tab, select the charge type which needs to be added to the company. Select **Save** to close the **Update Company** page and confirm changes. | ![Company Charges Setup](https://kb.hotelkeyapp.com/__attachments/a_d74421393e2de6173c8179d4ca8f50d2d4940f8701d2c365a33def98542d4ea9/AddNewChgType.png?cb=922602eb801bca1f9012eb43a2d292da) Company Charges Setup | --- language: "en" --- # Add New Charge Type to a Direct Bill Company .ng 📆 Revision Date: 2024-03-28 |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **More** from the **Dashboard** sidebar menu. | ![Screen Shot 2024-03-28 at 10.58.52 AM.png](https://kb.hotelkeyapp.com/__attachments/a_8869b646604b3be880d69c96ec769981fb2d72bffd5d4aaa3112382de0c3265d/Screen%20Shot%202024-03-28%20at%2010.58.52%20AM.png?cb=9c63c5c6a4ae7d5da1885925b6116fec) | | Select the **Local Companies** link from the expanded sidebar menu. | ![Screen Shot 2024-03-28 at 10.59.26 AM.png](https://kb.hotelkeyapp.com/__attachments/a_6381691513127728b4d145c31698bcd8e9b9907aeab90e183cb22fc476b818ce/Screen%20Shot%202024-03-28%20at%2010.59.26%20AM.png?cb=4ecf03fd01ebe08623b8f29c157ac876) | | Select the applicable company on the **Manage Companies** panel. | ![Screen Shot 2024-03-28 at 11.48.45 AM.png](https://kb.hotelkeyapp.com/__attachments/a_afa27976fd8fbdee9461fd9441ba8084693e4ea94d08400bdacbfe9a034b925f/Screen%20Shot%202024-03-28%20at%2011.48.45%20AM.png?cb=e4721c135c8556f3e64d8f0128666442) | | The **Update Company** page loads, open to the Company Info tab by default. Select the **Company Charges Setup** tab. On the **Company Charges Setup** tab, select the charge type which needs to be added to the company. Select **Save** to close the **Update Company** page and confirm changes. | ![Screen Shot 2024-03-28 at 12.15.51 PM.png](https://kb.hotelkeyapp.com/__attachments/a_7be7648c1204e6130c0170ac93085e9f928eb38516cedd1bc25139866eecd083/Screen%20Shot%202024-03-28%20at%2012.15.51%20PM.png?cb=34f47a499c8442912e5ba0ade133931f) | --- language: "en" --- # Add New Direct Bill Company 📆 Revision Date: 2024-01-22 |------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------|-----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------| | Select **Companies** and **Direct Bill** under **Operations** on the **HK Home** page. | ![HK Home - Companies and Direct Bill Link](https://kb.hotelkeyapp.com/__attachments/a_d4dae59e5346bc02c7568144703c4333d0d6b922be694bfecb21be437fb05179/AddCompany1rev.png?cb=c02a18e81c88da45d73fc633158146e9) HK Home - Companies and Direct Bill Link | | The **Company And Direct Bill Dashboard** loads. Select **Manage Companies**. | ![Company And Direct Bill Dashboard](https://kb.hotelkeyapp.com/__attachments/a_f43204d3a50dace9366d58f3ebc3179994ffbe9eaeb2462d5b12d80e4b988a4e/AddCompany2rev.png?cb=3a28add4e6880b0d235eb1e2f6958f08) Company And Direct Bill Dashboard | | The **Company List** page opens. Select **Add New Company**. | ![Company List Page - Add New Company Link](https://kb.hotelkeyapp.com/__attachments/a_30bd127f4a935cb9171174956a31160f57aa2f8b8d1f700ff13f50fe9b464834/AddCompany3rev.png?cb=89ebabf29b600505d15fe590a29b1765) Company List Page - Add New Company Link | | The **Create Local Company** wizard launches, open to the **Create Company** step. Complete all required fields, then select **Next** at the lower right. *Please see the*[***Field Details***](https://kb.hotelkeyapp.com/hk-kb/add-new-company.md#details)*section below for an alphabetical list of more information about each field in the wizard.* | ![Screenshot 2024-02-08 at 2.01.27 PM.png](https://kb.hotelkeyapp.com/__attachments/a_41ed256fbb454d1b6101e50a7a66b30fb6a3d617f1b0db372ed59a3019fea0d6/Screenshot%202024-02-08%20at%202.01.27%20PM.png?cb=2ab4aba5d48221caca1fa477adab9c06) | | The wizard advances to the **Booking Instructions** step. The completed **Create Company** step now displays a green checkmark. *Note that the company record has now been created, exiting the wizard does not cancel company creation once the****Create Company****step is complete.* Complete all required fields, then select **Next** at the lower right. | ![Screenshot 2024-02-08 at 2.37.28 PM.png](https://kb.hotelkeyapp.com/__attachments/a_875d21684dec10152411c8fca0f7d255e0867d49ae60b016b1e05c94320f63a4/Screenshot%202024-02-08%20at%202.37.28%20PM.png?cb=2e086029e0c68899b68933126eb0e86c) | | The wizard advances to the **Direct Bill** step. The completed **Create Company** and **Booking Instructions** steps now display green checkmarks. Complete all required fields, then select **Next** at the lower right. | ![Create Local Company Wizard - Direct Bill](https://kb.hotelkeyapp.com/__attachments/a_7e97d06a9bce7e21d730589e5598423ffe2f8d303b87988132ac07ffa6d51182/AddCompany6rev.png?cb=e9d7f7f578a494e9f7082f0e61ac24ad) Create Local Company Wizard - Direct Bill | | The wizard advances to the **Contract Period** step. The completed **Create Company** , **Booking Instructions** and **Direct Bill** steps now display green checkmarks. Select **+ New Contract Periods** to add contract periods (optional). The **New Contract Period** panel opens. Enter required details, then select **Add Contract period**. Select **Next** at the lower right to continue. | ![Create Local Company Wizard - Contract Period](https://kb.hotelkeyapp.com/__attachments/a_7f9df9596fc3dbd9cbfde5f1b24aa8abbe054dd2f023cf99afb898862804895c/AddCompany7rev.png?cb=e92638f45c441260233e6665e44e57a6) Create Local Company Wizard - Contract Period ![Create Local Company Wizard - Add Contract period Link](https://kb.hotelkeyapp.com/__attachments/a_53c334c961859cfcc6d52b951b781290e38780afca2d6ab66d660bb6a30136e6/AddCompany8rev.png?cb=35800424b23913f26d74c95e8d035ed3) Create Local Company Wizard - Add Contract period Link | | The wizard advances to the **Invoice** step. The completed **Create Company** , **Booking Instructions** , **Direct Bill** and **Contract Period** steps now display green checkmarks. Complete all required fields, then select **Next** at the lower right. | ![Create Local Company Wizard - Invoice](https://kb.hotelkeyapp.com/__attachments/a_467e8cc12db2035c16115847891630cb98e03800a86561b3cf53c2d017d57273/AddCompany9rev.png?cb=482c7bf37c4f500be947f81d597da649) Create Local Company Wizard - Invoice | | The wizard closes and the company is created. | ![New Company Created](https://kb.hotelkeyapp.com/__attachments/a_c9dca6fcb609ebd91ba29b96e776852fb4b4537faf339a416f4130206eeaae33/AddCompany10rev.png?cb=205cb36ec8651e86cb74684dadfbc05b) New Company Created | ## Field Details **PO Number Required** - toggle ON to prompt for entry of a PO number during check in on a reservation attached to this company **PO Number Required at Booking** - toggle ON to prompt for entry of a PO number during at time of booking **PO Number Type** - Choice of Numeric, Alphanumeric or Alphabets Only **Enable Scanner** - toggle ON to enable camera at check in to scan the employee number instead of manually entering the employee's number. This is for use with iOS camera/iPAD **Allow Extension** - toggle ON to allow extending the stay on the reservation **No Show Nights** - number of nights the no show reservation is allowed for direct bill payment - in other words, the number of nights on a no show reservation that the company has agreed to pay for **Allow Rate Plan Change** - toggle ON to allow the user to change the rate code on the reservation **Tax Id** - toggle ON to require the guest to produce a tax ID number at check in, usually only required of tax exempt company employees **Tax Exempt Code** - automatically apply a tax exemption code on this company's reservations **Instructions** - instructions the company wishes to be entered on all of their reservations; these instructions display under reservation Stay Remarks **Company Pays** - toggle ON to allow direct bill to company **Billing Periods in Days** - refers to the accounting period (e.g., if 1 day then AR is generated daily after night audit, if 2 days then AR is generated every 2 days) **Credit Monitoring** - the system gives a warning prompt if the credit limit is exceeded **Credit Limit** - maximum expenditure allowed on the company account **Charge Types** - enabling charge types allows posting charge types on Direct Bill folio **Payment Source** - allows for attachment of a payment source to the direct bill [Next Page](https://kb.hotelkeyapp.com/llms-full.txt/1)