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Make Multiple Reservations
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Check In |
Check Out |
For more information, review detail at:
Groups & Conferences Overview (RDP's Website)
Reservation Tutorials
Make Preassign Group Reservations
The basic steps to make preassign group reservations are:
- Select Preassign from Group Reservations in the Reservations main menu.
- Select a group master using Find Group.
- Assign or add a group leader.
- Make note of any travel agent information.
- Confirm or update dates and nights.
- Select the room numbers from available rooms.
- Calculate rates.
- Reserve the rooms.
- Save and determine which information is copied from the group master to the reservations (group members).
- Select where to go next.
Find Group
A group reservation can only be made when a group master exists. If necessary, add a group master.
Otherwise, select a group from the Find Group screen.
Select Existing Leader
When a leader exists on the selected group master, the Group Leaders screen
displays and requires selection. A group reservation must have a group
leader.
Add Leader
When the selected group master does not have an existing leader, the
"Add Group Leader for Group"
screen
prompts for the required entry of the leader name and pay
code. The Group Leader Type field is set to M - multiple folio by
default and cannot be changed.
Add Group Leader Enter the name (up to 23 alpha-numeric characters) of the group leader. Pay Code Select the pay code to be assigned to the reservation.
New Group Res
Once the leader is designated, the Group Reservations Preassign form
displays and allows for selection of travel agents, arrival and departure
dates, room numbers, and rates.
Agent
Select a travel agent when appropriate.
Arrival, Departure, and Nights
The system refers to the Arrival, Departure, and Nights fields on the
selected group leader by default. When not set, the system defaults the Arrival
to the current system date and Nights to "1".
Select Rooms
Click to open the Available Rooms form. This works like the
Availability screen for non-group reservations.
Use the checkboxes to select the room numbers desired. The list
displays per room type. To select room numbers of multiple room types,
select the room numbers for each room type using the
Room Type filter at the top of the
form.
- Group Blocks
- The system compares the number of rooms selected to the existing group block and prompts the user when the number selected is more than the group block allows. Overbooking is allowed; however, when the House block is overbooked, it is not possible to assign a room number to group reservations with a block.
- Select Range
- Click Select Range
to enter a range of room numbers or specify the number of rooms to select.
Range of Room Numbers. Imagine the property has 15 floors in the tower. A group requests rooms closest to the Lobby floor. Enter the Starting Number to fit the numbering scheme of the first few floors such as 100 through 199.
The system checks for available rooms within the block and room type requested and selects rooms within the room number boundaries entered. In some cases there may not be enough available rooms to fulfill the group reservation request. A message displays in this instance and allows for selection of the available rooms. The message shown here indicates that only two rooms of the 199 rooms searched were available for selection. Click Yes to continue to select those two rooms and return to the Available Rooms screen to continue until all needed rooms are selected, or click No to select none of the rooms between Rm# 1 and 199 and start over. The user must continue to filter and select the correct amount of room numbers to satisfy the group reservation needs.
Specific Number of Rooms. A group requests 20 rooms without any regard to location. Click the "Select Specific Number of Rooms" radio button and enter or use the up/down arrows to designated the number of rooms required. In the example below, the group requires eight - 2-bedroom condominium rooms. Set the Number of Rooms to 8 and click "Save & Close" to indicate that any eight 2BR rooms satisfy the group room needs.
When the number of rooms specified exceeds the number of available rooms, a message is displayed. For example, when a group needs 60 rooms and only 50 rooms are available, enter 60 as the "Specific Number of Rooms" and click Save & Close. The system recognizes the short-fall in availability and displays the following screen:
Click Yes to select all of the available rooms (based on room type and group block) or click No to select none of the rooms and start over. The user must increase the number of rooms in the group's block to satisfy the group reservation needs. - For information on the grid, colors, and layout, see Availability.
Clear Rooms
Once rooms are selected, click the Clear Rooms button to remove all selected rooms from the reservation. Click the Select Rooms to start over.
Calculate All Rates
Click to determine all rates for all select rooms. The time needed
for this calculation varies based on the quantity of rooms selected. When adjustments are made to the Daily Rate Override, Total Rate
Override, Security Deposit, or people categories after rates are calculated;
click Calculate All Rates again to update based on the changes.
- Daily Rate Override
- Click into the Daily Rate Override column of any one room to update the daily rate for only the selected room number. The totals are not updated for the new daily rate until Calculate All Rates is clicked again. This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates to rooms affected by the changes.
This sample shows that the daily rates for the Rooms 316 and 321 have been overridden.- Total Rate Override
- Click into the Total Rate Override column of any one room to update the daily rate for only the selected room number. Daily rates are set to zero and the number of nights is no longer a factor when the Total Rate is overridden. The totals are not updated until Calculate All Rates is clicked again. This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates only rooms affected by the changes.
Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed. The sample below shows that Room 322 in this group reservation will be charged $1,000 for the entire stay. Notice that the security deposit that was manually entered is not updated even when the total rate is updated.- Security Deposit
- Click into the Security Deposit column of any one room number to update the deposit amount for only the selected room. The totals are not updated until Calculate All Rates is clicked again. This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates to rooms affected by the changes. Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.
- People Categories
- Click into any of the configured people categories for any one room to update the number of people/pets in the room for the selected room number only. The totals are not updated until Calculate All Rates is clicked again. This process is faster than the original Calculate All Rates process, since the system just looks for the changes and updates to rooms affected by the changes. Overriding and then recalculating rates does not affect any deposit or people category overrides previously performed.
- Override All Rates
- Click the Override All Rates button to access the Override Group Reservations Rates screen. Select either daily or total rates and enter a dollar amount. Click Save to clear any rate information in the rate section of the group reservation screen, and click Calculate All Rates to update the totals.
Reserve All
Once all rates are calculated, click the Reserve All button to make the
reservations for each of the rooms.
A status of the process is displayed near the bottom of the screen; however
sometimes the function is so fast, the status does not have time to display.
When all the member reservations have been processed, the Group Reservation Information
screen displays and allows for entry of details for all group member reservations.
The tabs on the
right are the same as the New Reservation tabs. Any entries to the
Group Notes tab, Comments tab, or changes to the contact information can
optionally be saved to each member reservation or not.
Changes made on this screen do not update the group master. For
example, the street address for the marketing department of IBM might be
1000 Big Blue Park, but perhaps the sales department is located on 2400 Park
Avenue. In this case, a group reservation for the marketing depart
would be reserved separately from the sales department to allow for the
different contact information, possibly different rates or dates, etc.
Save
When "Save & Close" is clicked, the system prompts with the option
to copy data from the group master to each group reservation such as the
contact information. When groups wish all correspondence from the
property to be directed to the group address, check the Address/Phone box.
Otherwise, the contact information for each group member reservation should
be updated as the individual group members check in. All fields shown
with disabled checkboxes are included when copied, and the checkbox status
cannot be modified.
Click All to check all the boxes or None to clear all checks and copy none
of the fields to the member reservations.
Continue With
Once the reservations are booked, the system allows for selection of
where to go next. Select from view the group just booked, make a new
preassign or preassign group reservation, or exit group reservations and
return to the previously viewed screen. The new group reservations
display in the background in green to indicate the reservations are booked.
This sample screen shows the group reservations in the grid when "View
Created Reservations" is clicked. Additional filters for "Show Detail"
(tabs on the reservation), "Hide Cancelled", and "Show Entire Group" are
available from the grid. The "Preassign - Future" status is that of
the Group Leader reservation for Matthew/Emmons and makes no reference to
the preassign reservations below.
Click these links for Frequently Asked Questions or Troubleshooting assistance.
04/05/2010
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