Group Bookings. Creating a Group Booking

Transcription

1 Creating a Group Booking Create Group Bookings for groups of guests, school trips, sports teams etc. There are two options available to handle the payment of group reservations/individual reservations: a) Pay all together Group Booking organiser paying for the ALL reservations/total group booking balance. b) Pay separately each staying guest pays for their individual reservation. 1 Multiple ways to make a Group Booking There are multiple ways to make a Group Booking: A) Calendar Quote Tool B) Unit Specific-Submit (- Selecting specific Units and pressing Submit) C) Add Button Group Bookings A - Calendar Quote Tool: Useful for creating Group Booking for Phone enquiries; to build a quote with different Rate Groups, Arrival/Departure Dates, not Unit specific, but you do have the capability to assign units to reservations, if required. B - Unit Specific-Submit: Useful for Group Bookings that are requesting a specific Unit/Units. C - Add Button: Adding single reservations (existing or new) together to create a Group.

2 Option A: Calendar Quote Tool Creating a Group Booking using the Calendar Quote Tool. Calendar Quote Tool is used for Group Bookings made via Phone Enquires, reservations with different reservation details i.e. Arrival/Departure dates; different Rate Groups; discounts etc. Calendar Quote Tool Using the Calendar Quote Tool: Select the Arrival Date on the Calendar Enter in the Number of Nights and press Submit. The Booking Quote screen will display. Select the first Unit Type, by clicking the + button next to the desired Unit Type. Add in additional Units by clicking the + button, a group booking will take effect. After selecting the number of units needed, click on Booking #1 within the Group Booking listing on the left hand. The Occupant selection will appear to select the number of occupants for each occupant type. Select the number of Occupants going into the Unit. A message box will appear asking if the Occupant number is to be applied to all reservations in the group, click Yes if all reservations have the same number of occupants, i.e. all have 2 Adults arriving; click No if each reservation has a different number of occupants i.e. Adult numbers vary between reservations. NB: If the Submit button is not available, a reservation is missing Occupants. Click on the Units tab on the Quote Summary to view all the Reservations details. Select the booking that has no Occupants and enter in the number of occupants. 1 Selecting Unit Types Within the Booking Quote screen: Select the first Unit Type, by clicking the + button next to the desired Unit Type. Repeat this step for the number of Units requested. The Booking Quote Summary on the left will turn from a Single Reservation into a Group Booking. To assign individual Units to each reservation, select the reservation and press Assign Unit button located at the top right of the Booking Quote screen - a list of available units will display for selection. Repeat for the other reservations, if required. 2 Reservation Details Group Bookings See page 5-7 for how to enter Reservation Details for the Group Booking s reservations.

3 Calendar Quote Tool Select Arrival Date and # of Nights staying 2 Press Submit 3 Select the number of Units of the Unit Type(s) required. 4 Enter in the number of Occupants for each reservation 5 Press Submit.

4 Booking Quote Screen Quote Summary 7 Deposit Selection 2 Reservations tab Products/Services tab Client Details tab 8 Assign Unit button 3 Rate Group selection 4 Discount selection 5 Check in/out Dates 6 Occupant Selection

5 Option B: Unit Specific - Submit Creating a Group Booking using the Unit Specific Submit method. This method is useful for booking specific units that are together on the Availability Grid. This method will only apply if Units are located together on the Availability Grid. Selecting specific Units on the Grid and pressing Submit On the Availability Grid, select the Unit on the date of arrival and expand out for the number of nights staying. Expand out the selection to include the other required units next to first selected Units. Press Submit to create the group booking. The Booking Quote screen will display. 1 Reservation Details Group Bookings Each reservation, within the Group Booking Summary, will have the selected units already assigned. - If a new unit needs to be selected, click Assign Unit to assign a different Unit. See page 5-7 for how to enter Reservation Details for the Group Booking s reservations.

6 Option C: Add Button Creating a Group Booking by adding a new or existing reservation to an already created reservation This method is useful for adding single reservations to make into a Group, or creating a second reservation for a client. Add Button A new or existing reservation can be added to a reservation on the Availability Grid. Select the original reservation from the Availability Grid and access the Guest Folio by clicking Guest Folio. Within the Guest Folio, click on the Add button. A box will appear giving two options: - Add New Booking - Add Existing Booking 1 Add New Booking After selecting Add New Booking, the Booking Quote screen will appear allowing the operator to create a new booking. - Click on the + button next to the desired Unit Type. - Check in/out dates will match the original reservation s dates. Adjust the dates if required. - Enter in the number of Occupants. Press Submit to finalise the quote. The Guest Folio will change from a Single Reservation into a Group Booking. The original Client s details from Booking #1 will display within the Group Booking Summary level, as well as Booking #1. Client details can be entered into the new reservation, if required. NOTE: The Group Booking will automatically have the setting Single Client/Multi-Account. See page 10 for more information on Single Client/Multi-Account. 2 Add an Existing Booking Group Bookings After selecting Add Existing Booking, enter in the existing booking s Reservation Number into the Rez Number field. The system will search for the reservation number. A message box will appear stating the Reservation number (#) for Client (client name) has been found. Would you like to proceed to add this reservation to this Group Booking? Click Yes to add the reservations into a Group Booking. NOTE: The Group Booking will automatically have the setting Single Client/Multi-Account. This setting can be adjusted in the Guest Folio, if required. See page 10 for more information on Single Client/Multi-Account.

7 Add Button

8 Group Bookings Reservation Details Each reservation, within the Group Booking, requires to have the mandatory fields of Reservation Details entered - # of Occupants and Check in/out Dates. Additional reservation details can be entered, if required. For example different rate group, discounts, alerts etc. 2.0 Reservation Details To enter in the Reservation Details for each reservation: Select the reservation from the Group Booking Summary listing to enter or adjust the reservations details. When all the mandatory fields have been entered, the Submit button will become active to finalise the Group Booking and access the Group Booking s Guest Folio. - If the Submit button is not active: A reservation detail is required for a reservation. Within the Group Booking Summary, click on the Units Tab to view the reservation details of each reservation. Identify the reservation that is missing information and select to adjust. 2.1 Occupant Details Select each reservation from the Group Booking Summary to enter in the number of Occupants. A message box will appear: You have changed the value of the (occupant type) occupants, do you wish to apply to all reservations in the group? - If the selected number of occupants for that occupant type is the same for ALL reservations: click Yes. The number of occupants selected will be entered into each reservation. - If the selected number of occupants for that occupant type is the different for each reservations: click No. Click on the next reservation, in the Summary, to enter in the number of occupants for that reservation. Repeat for all reservations in the Group Booking. 2.2 Vehicle Details Group Bookings Reservation Details If Vehicle Details are required by your property: Select each reservation from the Group Booking Summary to enter in the Vehicle details. If Vehicle Details are a mandatory field, the Submit button will become Active only after all reservations have had Vehicle details entered. Within the Group Booking Summary, click on the Units Tab to view the reservation details of each reservation. Identify the reservation that is missing information and select to adjust.

9 Group Booking Reservation Details contd. 2.3 Rate/Charges Details Group Bookings Reservation Details Group Bookings Reservation Details Applying a Discount for reservation(s): - If the reservations have Discounts to be applied: Select the reservation from the Group Booking Summary. Select the Discount required from the Discount drop down. The discount amount will be applied to the reservation charges for the selected reservation only. Repeat process if the discount is required for additional (or all) reservations. Applying a different Rate Group: - If a reservation requires a different Rate Group, from the Default Regular Rate Group: Select the Reservation from the Group Booking Summary. Select the required Rate Group from the Rate Group drop down. The rates will automatically adjust to the Rate Group rates. Repeat process if the Rate Group is required for additional (or all) reservations. Different Arrival/Departure dates: - If a reservation has a different Arrival or Departure date to the other reservations: Select the Reservation from the Group Booking Summary. Adjust the Check In/Out date(s) for the reservation. - If the reservation length of stay changes, the booking charges will adjusted to the new length of stay. 2.4 Adding Products to the Reservation Products can be added to a reservation or reservations within the Group Booking. The product MUST be entered in at a reservation level and can not be added to the Group Booking Summary. Adding a Product to a reservation: - Select the reservation from Group Booking Summary. Click on the Products/Services tab at the top of the Booking Quote screen. Select the Product Group and Product Label for the required product. Adjust Quantity, if applicable. If a set Product Rate has not been entered, enter in the amount in Price per Unit. Press Post to post the charge. Repeat for any additional Products/Services required.

10 Group Booking Reservation Details contd. 2.4 Adding Client Details Group Bookings Reservation Details Group Bookings Reservation Details Select the Group Booking Summary from the Group Booking Summary and click on the Client Details tab at the top of the Booking Quote screen. - If it is a returning Client, click Search for Client to search and select the client from your Client Database. - If it is a new client, click Add New Client to enter in the client details and save the new client to your Client Database. Client Details can be added into the reservations at this stage, if required. If no Client Details are entered in the Booking Quote screen, they will be entered in after submitting the Booking Quote and accessing the Guest Folio. Client Details must be entered in for the Group Booking Summary but is not mandatory for each individual reservation. If you wish to add in Client Details for the reservations within the Group Booking, select each reservation from the Group Booking Summary to enter in the details. 2.5 Submitting the Reservation After all required reservation details have been entered, press Submit to finalise and to be directed to the Group Booking Guest Folio.

11 Group Bookings Guest Folio The Guest Folio of a Group Booking displays the Group Booking Summary; and each individual reservation within the Group Booking. 3.0 Client Details Client Details must be added in at the Group Booking Summary level. Enter in the client details of the person who has booked the Group Booking main contact person of the Group. - If it is a returning Client, click Search for Client to search and select the client from your Client Database. - If it is a new client, click Add New Client to enter in the client details and save the new client to your Client Database. (If Client Details were added in while in the Booking Quote Screen, skip this step.) Each individual reservation can also have client details entered, but it is not mandatory. Select each reservation from the Group Booking summary, on the left, to search for returning client or add in a new client. Click either Search for Client or Add New Client. A Group Booking with Client Details entered in at the Group Booking Summary level ONLY, will display on the Availability Grid and Arrivals/Departures Panel under this Client s name. 3.1 Single Client/Single Account Single Client/Single Account setting is used for reservations where the Group Booking Summary client (the main organiser of the Group Booking) will be paying for the whole Group Booking, and all reservations charges. All of the charges, for the whole Group Booking, will be located in the Charges/Payments tab of the Group Booking Summary (not in the individual reservations). Payment(s) are made in the Group Booking Summary and are allocated to the related Charges. 3.2 Single Client/Multi-Account Group Bookings Guest Folio Single Client/Multi-Account setting is used for reservations where each individual client is paying for their reservation and charges, within the Group Booking. All of the charges and payment(s) for each reservation are located in the Charges/Payments tab on each individual reservation. NOTE: Once the reservation has been checked in, the Single Client/Account setting can not be changed.

12 Group Bookings s and Receipts Group Booking s and Receipts. Group Booking Summary and individual reservation s and receipts can be ed/printed off. 4.0 Group Booking s and Receipts With the Group Booking Summary level selected on the left, Group Summary options are available: - Group Summary Attachments available: - Individual Reservations Confirmations, (attaches a Confirmation Letter Site # - Single Rez for each reservation to the ) - Confirmation Letter Group Summary - Group/Package Summary (useful for Group Bookings with added Products/Services). - Select an option to print off. Clicking Print Stmt will display the Reservation Summary/Detail Statement for the Group Booking. 4.1 Individual Reservations Group Bookings s and Receipts An can be sent from individual reservations, by selecting that reservation from the Group Booking Summary. Only the address listed in the selected reservation is used. Clicking Print Other for the individual reservation and individual reservation attachments. Clicking Print Stmt will display the Reservation Summary/Detail Statement for the individual selected reservation.