Shares are used to allow more than one person to be in the same room at the same time with their own folio.

[!IMPORTANT] Be sure to read about Shares and how they affect reports and Marketing Analysis at the bottom of this page.

Rules of a Share

Shares can be created when making reservations, between two or more inhouse guests, and even on a walk-in. When creating shares, keep the following points in mind:

"Share master" – the main reservation/folio to which all other folios in the grouping are related.
"Share" – the reservations/folios that are related to the share master.
All shares have a "share master".
All shares' stays must be within the entire checkin/checkout range of the share master.
All shares must be checked out before the share master.
Shares can be checked in on the arrival date before the share master.
The share master receives all billing for phone calls from the External Posting Interface. If a share checks in before the share master, phone calls will be billed to the share until the share master checks in.
Only the share master appears on the Availability/Room Chart (F4) screen.
Shares each have their own rate, but they have no effect on occupancy or RevPAR statistics.
Your average daily rate (ADR) is calculated by totaling all of the room revenue from a particular room.
Your average sale (listed on the Dayend Close Report) will be the average of all the room revenue postings.

Creating a share on a reservation

Use the following steps to create a share reservation

Create the share master reservation as you normally would create any reservation.
Create the share reservation as you would normally create any other reservation. Keep in mind the checkin/checkout guidelines listed above. To share the reservation with the share master, select More Options > Share With. All reservations in the system will display. The highlighted reservations are existing shares and cannot be share masters.
Double-click on the desired share master reservation, or single-click on the desired share master reservation and click Select.

After creating the share, you should notice the following differences:

· The background is a different color. This color is specified in Setup > Configuration > Reservations > Share Options. This is to clearly indicate the reservation is a share. On the day of arrival, shared reservations will be highlighted with the same color in the Arrivals for Today section of the Quick Room Display.

· On the Reservations F4 browse screen, share reservations will be highlighted with the configured share color.

· The title bar of the reservation screen indicates a share. The title bar will have (Share with share master name) appended to the confirmation number and guest name. The title bar for the share master will have (Share Master) indicated.

· There is a check mark indicator by More Options > Share With on the share reservation.

Breaking a share on a reservation

Select More Options > Share With on an existing share to break the share and make the reservation stand-alone.

Creating a share between inhouse guests

Creating a share between inhouse guests is a type of room move – you will move the share into the share master's room.

Open the folio to share (Front Desk > Current Folios and Guests > select folio) and click Move Room.
Select Share this folio with another occupied room, and also select the desired housekeeping status for the existing room, then click on Ok. Select one of the existing inhouse folios as the share master.

After creating the share, you should notice the following differences:

· The background is a different color. This color is specified in Setup > Configuration > Reservations > Share Options. This is to clearly indicate the folio is a share.

· On the Current Guests and Folios F5 browse screen, share reservations will be highlighted with the configured share color.

Breaking a share between inhouse guests

This is a type of room move – you will move the share into a vacant room.

Open the desired share (Front Desk > Current Folios and Guests > select folio) and click Move Room.
Select Move this folio to an empty room, then click on Ok. Select one of the vacant rooms and click on Select. The housekeeping status is not applicable in this situation. If you are moving the share master, roomMaster will then determine which of the remaining folios should become the new share master.

Shares and how they affect Reports

Marketing Analysis reports include figures of rooms sold and rooms posted. Since an unlimited amount of folios can be attached to one room, the analysis may not match actual rooms sold. This is because one person in the room may have a folio with a userfield of "Internet" while someone in the same room may have a userfield of "Heard From Friend". Of course, you need the marketing reports to collect data on both.

The following are how the analysis reports treat shares ...


Nights Analysis	Includes shares
User Fields by Date	Includes shares
User Fields by Code	Includes shares
User Fields Yearly Analysis	Includes shares
States/Country Analysis	Does not include shares
Rooms Analysis	Does not include shares
Rates Analysis	Includes shares
CheckIn Activity Report	Includes shares