Support Center

Introduction

This guide will help you understand how to manage Group Bookings in your Property Management System (PMS) more efficiently.

The Groups module is designed to streamline handling reservations for multiple rooms. It facilitates effortless group administration and allows issuing a single invoice for all guests in the group.

1. Navigate to Menu
2. Open the Group Bookings Section

From the main screen, you can display groups selectively by Name or Period. Apply filters and click the Filter button.

Add Group

1. Click the Add Group button.
2. Fill in the required fields:
   • Group Name: Enter the group's name.
   • Source: Select the group's source.
   • Included Services: (Accomodation, Minibar, Restaurant, Extra) Choose and mark the services and products that will be automatically transferred to the group’s Folio.

After completing all fields, save your changes!

Add Group Reservations

1. Click Add Reservations on the right side and select:
   • Currency: This field appears only if Multi-Currency is enabled. More details about this feature can be found [here].
   • Reservation Type: Select whether the reservation is for Leisure or Business.
   • Rate: Check Manual Rate if you want to enter the price manually or Contracts to select an existing rate from Contracts & Allocations.
   • Check-in Date: Enter the guest's arrival date.
   • Check-out Date: Enter the guest's departure date.
2. Click on Check Availability and add:
   • Rooms: Select how many rooms from each type will be allocated to the group. Confirm by clicking the blue checkmark.
   • Adults: Specify the number of guests per room type. Confirm by clicking the blue checkmark.
   • Meal Plan: Choose the type of included meals. Confirm by clicking the blue checkmark.
   • Price: Enter the nightly rate per room type. Confirm by clicking the blue checkmark.
3. Click Add Rooms.
   The system will create a reservation for each room and display them as a list, starting with the primary room.
   
   📌 Note: The primary reservation is marked as such in the system. The primary room is where the system automatically creates a Group Folio, accessible under Folio > Group Default. Selected services from Add Group > Included Services will be automatically transferred here.
    

Manage Group Reservations

From the Group menu at the top:

• Edit information such as Group Name, Source, or Included Services.
• Delete the displayed group using the Delete Group button.
• Add messages.
• Access the Group Accommodation Sheet (Grup Folio).

From the Reservations menu at the bottom:

• Select All: Select all reservations in the group for bulk actions.
• Automatic Allocation: Automatically allocate the first available room for a selected reservation.
• Check In: Perform check-in for a reservation. To check in the entire group, use Select All > Check In (available only if a guest is added to the reservation).
• Change Rate: Modify the nightly rate for one or more reservations. Choose the rate, currency, and meal plan, then save changes.
• Write Key: If your property uses smart locks (QR code or numeric code), generate keys for reservations.
• Cancel: Cancel one or more reservations.

Additional actions after selecting at least one reservation:

• Open: Open the selected reservation.
• Folio: Access the cashier’s section of the selected reservation.
• Main Room: Change the primary room. Select a reservation from the list (other than the primary one) and click Main Room. All services and products from the group setup will be transferred to the new primary room.

Group reservations are displayed in a table with the following structure:

• ID
• Name
• Rooms
• Type
• Period
• Number of Nights
• Meal Plan
• Adults
• Children
• Rate
• Status

📌 Note: Use the Search and Add buttons in the Name field to input guest details.

Delete Group

❗ A group can only be deleted if it has no reservations allocated.

1. Locate the group you want to delete in Group Reservations.
2. Click the Trash Bin icon.

Remember, a group cannot be deleted once a check-out has been performed for any reservation within it.

📌 Note: To modify group or reservation details, the easiest way is to delete and re-enter them. This ensures you’re notified if the new period lacks availability or applicable rates.
 

Edit Group

1. Click the Edit button next to the group you wish to modify.
2. Make your changes.
   After completing all the information, save the changes!

Invoice Group

For Advance Invoice:

1. Access the group’s primary room.
2. Click Advance Payment and add the paid amount.
3. Confirm the payment.

For Final Invoice:

1. Access the group’s primary room and go to Folio.
2. Select services from Group Default.
3. For reservations with advance payments, locate the Advance Offset Product in Default and select it.
4. Choose the payment method and issue the final invoice.
   
    

✅Done! You’ve gone through the information for this section!