Group Reservations in RezOvation GT

From RezOvation Wiki

Contents 1 Overview 2 Converting an existing reservation into a group 3 Creating a new group 4 Adding a reservation to a group 5 Adding a payment to a group 5.1 Adding a payment to a group reservation 5.2 Splitting a group payment between reservations in the group 6 Viewing all groups 7 Printing a group invoice 8 Emailing a group invoice 9 Deleting a group payment 10 Deleting a group reservation 11 Group Reports 12 Old Group Reservation Booking Method

Overview

RezOvation GT provides numerous features to help you better manage group reservations. You can view all groups using the reservation list, add a group payment, create a group invoice, and generate a group reservations report or group revenue report.

There are two ways to create a group reservation:

1. by converting an existing reservation into a group;
2. by creating a group and then adding reservations to it.

Converting an existing reservation into a group

If you have an existing reservation that has multiple rooms, you can easily convert this reservation into a group. Converting a reservation to a group splits out each room by the room contact, and creates an individual reservation for the room contact which contains all of their assigned rooms. You can then easily provide split and group billing to any reservations in the group.

1. Create a reservation.
2. Assign a room contact to each room that will be on a separate reservation. For example, if John Smith with be reserving Room A and B, assign him as the contact for these rooms; if Becky Brown with be reserving Room C, then assign her as the room contact. This will allow you to create one reservation for John and another for Becky, while still linking them under a group.
3. Save any changes to the reservation, and re-open it.
4. Enter a Group name in the Additional Information section on the right side of the reservation.

   

5. Click the Actions button and select Convert to Group.

   

6. You will now see the Edit Group Reservation screen. From here you can add reservations to the group, add group payments, apply group payments, print a group folio, and more.

   

Creating a new group

1. Go to the Reservation List, click the Add button , and select Add Group Reservation.

   

2. Enter a group name, select or create the group contact, and click OK.

   

3. The Edit Group Reservation window will appear. From here, you can add reservations to a group by clicking the Add button from the Reservations in this Group section, add group payments, apply group payments, etc.

Adding a reservation to a group

1. If you are creating a new reservation, save it first.
2. Edit the reservation by double-clicking on it from the Reservation List or Occupancy Map.
3. Click the Add to Group link at the top of the window.

   

4. Locate the group using the Search window. Click Select to add the reservation to the selected group, or click Create Group if you need to create a new group.

   

5. The group name will now appear on the reservation.

   

Adding a payment to a group

Once you have created a group reservation, you can easily add payments to it, and split those payments between reservations in the group.

Adding a payment to a group reservation

1. Edit the Group reservation by double-clicking on it from the Reservation List.
2. From the Transactions section, click Payment and select the payment type you want to add (e.g. Credit Card).
3. Add a payment as usual.

Splitting a group payment between reservations in the group

1. From the Transactions section, click the Apply button.

   

2. Choose from the two options.
   • Split group payment of $: this will evenly split the group payment between all reservations in the group. Use this option if you wish to apply an even payment between all reservations in the group. NOTE: It is possible to overpay (e.g. have a credit balance) on a reservation if the payment is more than the amount due on a particular reservation.
   • Manual payments: manually enter the amount to be paid on each reservation in the group.
   • Note that you do not have to apply the entire payment balance at this point if you only wish to pay some reservations in the group.
3. Click the Apply Payment button.

   

4. All the reservations in the group will be updated with the selected payment amount.

Viewing all groups

1. Go to the Reservations List.
2. Select the Groups button from the left side navigation.

   

3. You can also search for a group by entering the group name in the Quick Search.

   

Printing a group invoice

1. Open the group reservation, click Print > Group Folio, or
2. From the Reservation List, right-click on the group an select Print > Group Folio.

Emailing a group invoice

1. Open the group reservation, click Email > Group Folio, or
2. From the Reservation List, right-click on the group an select Email > Group Folio.

You can also print or email confirmations, cancellations, and other types of letters.

Deleting a group payment

1. Delete any group payments applied to individual reservations by editing those reservations
2. Delete or refund the group payment.

Deleting a group reservation

1. Delete any group payments applied to individual reservations by editing those reservations and deleting the group payment listed in the Transactions section.
2. Remove all reservations from the group by selecting each reservation and clicking Delete from the Reservations in this Group section.
3. Refund any payments made to the group account so that it has a 0 balance, or delete the payments (note that some credit card payments cannot be deleted).
4. Delete the group by selecting Actions > Delete Group.

Group Reports

Two new reports are available for groups:

1. Reservations by Group, and
2. Revenue by Group.

For more information about these reports, please see the in-program help (press F1 from within RezOvation GT or select Help > Contents).

Old Group Reservation Booking Method

For the old method of booking group reservations, please see: Group Reservations in RezOvation GT - Old Method