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Allotments

When a group is created (Front Desk > Group Blocks > Insert), there is a check box for Treat Group as an Allotment. Check this to treat the group as an allotment.

An allotment is just like a group (pre-blocking and setting aside room types before reservations are actually made) except that the release date is revolving.

In a normal group block, the group may be from 4/4/2005 to 4/6/2005 with a release date of 14 days prior to the arrival date. In an allotment, a travel agent or booking agent may be allowed 10 KING beds per night during the entire summer and the rooms are released 7 days prior to arrival of each day.

Example of a booking agent allowed 10 KING beds during the entire summer and they are released 7 days prior each day.

  1. Front Desk > Group Blocks > Insert
  2. The code could be ACME and description would be "ACME Travel Services"
  3. Check that the group is an allotment.
  4. The checkin date would be 6/1/2005 and the checkout date would be 8/31/2005.
  5. On the Block Info tab, add 10 KING beds
  6. Press the Set Release Dates button
  7. Enter 7 days and press OK

The block is now created for the entire summer and 7 days prior to each day, the remaining unused rooms will be released during the Dayend Close for normal bookings.

Rolling Allotment

Now, if ACME travel is allowed to book reservations continually, not just the over summer, you can simply enter a date range that the booking agent will book and check the Roll and Create Allotment during dayend close which will keep adding one more day to the end of the range automatically each night. Normally, you would setup a range of 6 or 12 months and let the system maintain that range using this option. Auto Create Reservations during dayend close automatically makes reservations for any unused rooms in the allotment, one reservation per room. This is very helpful for allotments like airlines who come every day for one day, so the desk staff does not need to create a reservation each morning. For example, if you have an airline crew that comes every day, you can setup a Group Block Allotment for the number of rooms they need each day with this checkbox active. Then, during the dayend close the previous night, a reservation will be created for each room needed for the airline crew. These reservations are created for one (1) night only, and use the settings from the Contact Tab. Assign room numbers for created reservations is only available when reservations are created during the dayend close . When checked, an empty room is automatically assigned to the reservations created.

For more information, see Group Blocks.