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The IRM can be configured to allow group reservations. Use the features below to customize the IRM's group options.
The IRM screen initially displayed to Internet guests is normally the “Access Type” page. This page allows up to five Internet reservation choices, including:
New Guest
Existing Guest
Travel Agent (optional)
Group Reservation (optional)
Owner (condominium and timeshare customers)
The Group choice is optional and is controlled with the “Allow Group Reservations” feature.
It is possible to configure the IRM to skip the "Access type" page and go directly to the Group Login screen. From your marketing website a link could be added called " Group Reservations " . This would allow groups or conferences to go directly to the Group screen. To bypass the Access Type screen, use this link from your marketing site:
http://IPAddress/irm/AccessID.asp?AccessType=Group
When activated, the group enters its RDP master number along with an optional password. Once the username and password are verified, the group proceeds with booking the Internet reservation. A groups master number can be accessed from within the RDP-DOS system using the following steps.
If individual guests should be prompted for a group number and password, check “Prompt for Group After Individual Guest Access”. With this feature activated, corporate Internet guests must have a group master number and password in order to book reservations.
In order to display the password and credit card fields, Corporate guests use the same "Reservation Entry" page as individual guests. Credit cards are always required, however a deposit is NEVER taken on corporate reservations, regardless of the setting in the "Always Take a Credit Card Deposit" field.
Use this feature if a credit card is required in order to hold group reservations. By selecting this feature, two options become available:
Use deposit settings below
The default option, use deposit settings below, calculates the group deposit based on the criteria set in the Deposits section.Use group deposit percentage
If this option is selected, the group deposit is calculated based on the IRM deposit percentage on the group master. The deposit is a percentage of room and tax. If the deposit percentage is blank, the default deposit settings are used.
The above options are only available in IRM Revision 2-127 and above. Prior revisions always use the configuration in the Deposits section.
With this option activated, the verification page displays a past guest listing along with information from the group master record (i.e. - name, address, phone).
Group reservations that have transferred to non-active history are suppressed on the group verification page unless this option is activated.
This setting controls whether all Internet rate plans are displayed within the IRM, or only the assigned group rate plan. Group rate plans are assigned using the RDP-DOS system, option “202” - “Change Group Master” on the Group Master menu (6). Field #14 is the group rate plan.
With this feature activated, only the rate plan assigned to the master is available to Internet guests booking through the IRM's "Group" option.
Activating this feature will set the default arrival date for group reservations to the arrival date stored on the Group Master. ( See above diagram of group master, field 2, Arrival Date ). If the arrival date on the Group Master is blank or is a past date, the default arrival date will be set with the same criteria as regular reservations.
The IRM uses the following rules when booking group reservations.
The IRM automatically uses a group block if it exists. Group blocks are entered in the RDP-DOS system using option 551 on the Group Master menu (6). If a group block does not exist, management's availability is decreased.
The IRM never overbooks a group block, regardless of the setting in switch 422-17 (Allocate rooms from Management when overbooking group blocks).
If “Run Of House” (ROH) blocks are used, the IRM utilizes this logic.
The IRM uses the following rules pertaining to group leaders.
If a group has no leader, the group reservation being made also has no leader.
If a group has only one leader, it is automatically used for the new reservation.
If a group has more than one leader, the IRM selects the group leader having overlapping dates with the new Internet reservation.
If there is more than one future group leader for the master and the switch below is set, the IRM prompts for the group leader reservation number.
The IRM can be configured to prompt for an e-mail address when making group reservations. However this prompt can be suppressed in addition to suppressing the password and " forget your number and password prompt ".
The following 3 switches allow you to hide one or all of these sections:
If all 3 switches are unchecked, the screen will look like this:
If all 3 switches are checked, the screen will look like this:
Customers can create individualized HTML files for each group that will be staying at the property.These files can be used to communicate important information regarding group conference details. Example
After successfully logging in as a Group or Travel Agent, a customizable file can be displayed for each agent or group. The files are named "Master#_Top.htm", for example the group IBM would see the file IBM_Top.htm. Group files are saved in c:\inetpub\wwwroot\irm\usertext\groups, and travel agent files are stored in c:\inetpub\wwwroot\irm\usertext\travelagents. IRM Revision 2-129 or higher is required for these files to display.
After successfully logging in as a Group or Travel Agent, a customizable file can be displayed at the bottom of the page for each agent or group. The file will be displayed below the verification information. The files are named "Master#_Bottom.htm", for example the group IBM would see the file IBM_Bottom.htm. Group files are saved in c:\inetpub\wwwroot\irm\usertext\groups, and travel agent files are stored in c:\inetpub\wwwroot\irm\usertext\travelagents. IRM Revision 2-129 or higher is required for these files to display.
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