Groups

The group blocks window lists all of the group blocks already configured. Access it by clicking Front Desk > Group Blocks or pressing F7. There are separate tabs available to assist you in sorting the group block data shown.

Check the Only Show Future & Active Groups to only display groups with Check-In dates in the future. Active and Released groups will be displayed.

Use the Filter field to search for a specific group. Enter the first letters of the Group Name and only groups that have those letters will appear. Enter a date in the Date field and only groups with that CheckIn date will be displayed.

Clicking Apply Date Filter allows you to display only groups within a specified date range. Click Clear Filter to display all groups.

The Find Group Availability feature allows you to enter certain parameters for a group and let roomMaster find the best time for you to have the group at your property. [Click here] for more information on using Find Group Availability.

Click on Insert to add a new group block, Change to edit an existing group block, or Delete to remove an existing group block. You cannot delete a group block that has active or cancelled reservations. The Duplicate button will copy the parameters from an existing group to quickly create a new group. A new group code must be used for the new group block created and new rooms blocks created also.

Help with Groups Blocks consists of the following topics. Select each for more information:

• What are group blocks?
• Information needed for a group block
• Creating a group block
• Making reservations using a group block
• Releasing and canceling a group block
• Allotments and Travel Agent Allotments
• Posting a Group Deposit or Adding Group Charges against an Entire Group Block

What are group blocks?

Group blocks are created in roomMaster to facilitate any situation where more than one room needs to be reserved for special groups. You name it, weddings, conferences, conventions - and a group block helps coordinate the reservations.

Reservations for people in a group block are easier and faster than normal to enter. Room rates, hold types, credit card information (if there is one payer or if a person or organization is guaranteeing any reservations made under the group block) and any other relevant information is transferred from the group block reservation into the individual reservation when the group block code is specified.

Group block reservations keep track of how many rooms in the block have been used, as well as how many have been released once the block reservation is no longer in effect.

One person making reservations for multiple rooms/guests should not be set as a group. Group blocks are used to set aside rooms where reservations will be made by individuals that are part of the group or a group coordinator.

Information needed for a group block

Before creating a group block, consider the following:

• Is there going to be a special rate for guests making reservations under the group block? If so, the special rate must be created before starting the group block. For more information on creating or editing room rates, see Room Rates.

• What are valid reservation dates (check-in and check-out) for the group block?

• When should the remaining rooms in the group block reservation be made available (released)? This is the cutoff date.

• How are the rooms going to be guaranteed (hold type), and optionally, what method of payment will be used?