Creating a New Group Reservation

A guest can make a group reservation under various conditions and with subtle nuances that add multiple degrees of complexity to the reservation.  This document will guide you through creating a new basic group reservation where each guest is responsible for paying for their room and any incidentals.

There are two ways to create a group reservation:

1. Create a group and reservations at the same time.
2. Create a group from reservations that are already booked.

Create a Group Reservation and Room Reservations at the Same Time

1. On the reservation calendar, select the rooms and dates included in the group reservation.
2. Click on "Group" at the top right corner of the calendar to create the group reservation.
3. Give the group a name.  Click on Actions, then select Edit and enter the name of the group.  The name will appear at the top left of the group reservation page.
4. Add a customer to the group - usually the contact person.  Note that the group customer does not need to be associated with any reservations in the group.
5. Click on the Reservations tab to see a list of the reservations assigned to the group.
6. Open an individual reservation by double-clicking on the reservation or selecting the reservation and clicking the "Open" button at the top of the list.  
7. Add the customer name for the guest staying in that room.
8. Click the Group Name at the top to return to the Group Reservation.
9. Continue with the next reservation.

Create a Group Reservation from Booked Room Reservations

1. Open one of the reservations that will be part of the group reservation.
2. Click on the "Actions" icon.
3. Select Add to Group.
4. In the Assign to Group Reservation dialog box, search for the group.
5. Click the Assign button on the bottom right of the popup.
6. If you need to, create a new group.
   1. Click the link to "Create new group..."
   2. Enter the name of the group and click Create and Assign.  You will see the group name appear at the top of the reservation by the confirmation #.
7. Click on the group name to open the group reservation.
8. Click on the Reservations tab to see a list of the reservations assigned to the group.
9. Click on the "Add" (plus sign) icon at the top of the list to add another room reservation.
   1. In the Add Reservation to Group dialog box, you can search by guest name, confirmation number, or stay dates.  Choose the search method, then enter the name, number, or stay dates.  Search results will appear.
   2. Select the reservation you want to add and click on Add Reservation.
10. Repeat step 8 until the group reservation is complete.

Adding an Item to a Room Reservation that is Included in a Group Reservation

For some group reservations, individual guests will be responsible for incidentals.  Incidentals can be added to their reservation.

1. From the Reservation Calendar, open the desired reservation and add an item just as you would on a standard reservation OR, 
2. From the Group Reservation:
   1. Click on the Reservations tab.
   2. Open an individual reservation by double-clicking on the reservation or selecting the reservation and clicking the "Open" button at the top of the list.  
   3. Once you are in the reservation, click on the "Add" (plus sign) icon to add an item, just as you would on a standard reservation.

Adding a Payment to a Room Reservation that is Included in a Group Reservation

In some cases, the individual guest in a group reservation will be responsible for their room charges and incidentals.  Payment can be recorded on each room reservation.

1. From the Reservation Calendar, open the desired reservation:
   1. Under Deposits, click the "Add" (dollar sign) icon to open the Deposit dialog box.
   2. Enter the payment amount and payment type as you would on a standard reservation.
   3. Click on Take Deposit to record the payment.
2. OR, from the Group Reservation:
   1. Click on the Reservations tab.
   2. Open the desired reservation by double-clicking on the reservation or selecting the reservation and clicking the "Open" button at the top of the list.  
   3. Once you are in the reservation, follow steps 1.A.-C. to record the payment.

A Note About Folios and Group Reservations:

In most simple situations where the guest associated with each reservation in a group is going to pay for the room and any incidentals on their own reservations, the folio feature is not necessary.  If any charges are being paid by someone other than the guest, like the group coordinator or a guest staying in another room, you may want to move charges between folios associated with the group or associated reservations.  This support article will help you learn how to Use Folios Within a Group Reservation.