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    Groups

    Setup an inventory allotment for Groups in RMS.

    Decision Tree

    A Group is a named allotment that can be used for a Company, Travel Agent or Master Reservation.

    • Information
    • Setup
    • Add Button

    Information

    A Group is a named allotment that can be used for a Company, Travel Agent or Master Reservation.

    Allotments are allocations of inventory for a Property, Category or Area that can only be accessed by selected entities.

    Groups are set as a Guaranteed Allotment by default.

    A Guaranteed Allotment secures the inventory as only avaible to the entity with access to the Group until the Release Back period opens the inventory for House Use.

    Allotments include Rate Type selection to provide exclusive access to the selected Rates and inventory during the allotment period.

    Inventory Grouping will be displayed as a Category for the Group allotment.

    The Group Status will determine if a Reservation can be created using the Group and what Reservation Status the Reservation will default to for the Group.

    Proposal status will prevent any Reservation being created for the Group and the allotment will not be a Guaranteed Allotment.

    Provisional status will create the Reservation in 'Unconfirmed' status.

    Definite will create the Reservation in 'Confirmed' status.

    A Group can be selected on Quick Quote or when creating a Reservation to deduct inventory from the allocated allotment.

    The Group Description can be used as a Promotional Code on the RMS Internet Booking Engine to enable Guests to self-book from reserved inventory and access the allocated Rate Types.

    A Group can be used for Events, Groups, a Company or Travel Agent for individual or Master Reservations.

    A Group Requirement can be added to an allotment to apply the selected Requirement to any Reservation made using the Group and deducting from the allotment.

    A Group Trace is an inter or intra-departmental note that can be used to communicate or delegate a task to a Department for a Group.

    Group Options

    The following options are available for creating Groups.

    Delete
    Option Description
    Date Range Validation period for the inventory of the Group.
    Set Permanently Indefinitely reserve the inventory for the Group.
    Guaranteed Selected by default.
    Deducts inventory for the Group from the property's availability until released.
    Do Not Sell Above Allotment Limits reservations with the Group from exceeding the reserved inventory.
    Group Status Identifies the Group as a Proposal, Provisional or Definite.
    Rate Type Pricing structure used for reservations in this Group.
    Discount Discount applied to reservations in this Group.
    Release Options Release Options are used with Guaranteed Allotments to determine when unsold reserved inventory can be used by House Use or connected channels and will no longer be guaranteed to the Group.

    Days Before Release
    Release lead time by a set number of days ahead of the Arrive Date.

    The number of Days Before Release cannot exceed the end date of the Group.

    Release Date
    Inventory will be guaranteed up to and including the selected date and will release back to House Use or connected channels after the selected date has passed.

    Amendments to the Release Date must be made prior to the currently selected date. If the date has passed additional inventory allotments must be entered to enable changing the Release Date.


    Delete

    Category, Area, Reservation, Guest, and Rate are default System Labels that can be customised.

    Fields displayed on the Reservation Screen can be customised using Field Maintenance.

    Users will require Security Profile access to use this feature.


    • Setup
    • Add Button

    Setup

    1. Go to Reservations > Group Allotments in RMS.
    2. Select the 'Add' icon.
    3. Enter a Group Description.
    4. Optional: Enter Contact Details.
    5. Save.
    6. Select the Group Access and choose the  'Apply/Exit' icon.
    7. Setup Property Access.
      1. Navigate to the 'Properties' tab.
      2. Select the 'Add' icon.
      3. Select a Property and choose the  button.
      4. Select 'Apply/Exit'.
    8. Setup Allotments.
      1. Navigate to the 'Allotments' tab.
      2. Select the 'Add' icon.
      3. Select a Date Range or select the checkbox 'Set Permanently'.
      4. Optional: Select the checkbox 'Guaranteed'.
      5. Select an Allotment Type.
      6. Optional: Select the checkbox 'Do Not Sell Above Allotment'.
      7. Enter a Description.
      8. Optional: Select a Group Status.
      9. Select a Rate Type.
      10. Optional: Select a Discount & Discount Reason.
      11. Select a Release Option.
      12. Select a Release Date or enter the Release Lead Time.
      13. Optional: Select the checkbox to exclude Days of the Week.
      14. Enter the Inventory Allotment.
      15. Navigate to the 'Rate Assignment' tab.
      16. Select a Rate Type and choose the  button.
      17. Save/Exit.
    9. Optional: Setup Reservation Details.
      1. Navigate to the 'Marketing/Extras' tab.
      2. Optional: Select a Booking Source.
      3. Optional: Select a Colour.
    10. Optional: Setup Company Access.
      1. Navigate to the 'Company' tab.
      2. Select a Company and choose the  button.
    11. Optional: Setup Travel Agent Access.
      1. Navigate to the 'Travel Agent' tab.
      2. Select a Travel Agent and choose the  button.
    12. Save/Exit.


    Delete

    The Release Options will determine when the Guaranteed Allotment is available for House Use and no longer exclusively reserved for the Group.

    The Allotment Grid View enables entering differing values per date.

    The Group Status will determine if a Reservation can be created using the Group and what Reservation Status the Reservation will default to for the Group.

    Proposal status will prevent any Reservation being created for the Group and the allotment will not be a Guaranteed Allotment.

    Provisional status will create the Reservation in 'Unconfirmed' status.

    Definite will create the Reservation in 'Confirmed' status.

    A Reservation can include Reservation Stay Dates outside of the Allotment Dates only if some of the Reservation Stay Dates are within the Allotment Dates and the Category and Rate Type are available for all Reservation Stay Dates.

    Reservation Stay Dates outside of the Allotment Dates will deduct from the House Available inventory.


    • Guide
    • Add Button

    Guide

    Go to Reservations > Group Allotments in RMS.

    Select the   'Add' icon.

    Enter a Group Description.

    Optional: Enter Contact Details.

    Select the  'Save' icon to store the changes made.

    Select the Group Access and choose the  'Apply/Exit' icon.

    Setup Property Access.

    Navigate to the 'Properties' tab.

    Select the  'Add' icon.

    Select a Property and choose the  button.

    Select  'Apply/Exit' to store the selections made.

    Setup Allotments.

    Navigate to the 'Allotments' tab.

    Select the   'Add' icon.

    Select a Date Range or select the checkbox 'Set Permanently'.

    Optional: Select the checkbox 'Guaranteed'.

    Select an Allotment Type.

    Optional: Select the checkbox 'Do Not Sell Above Allotment'.

    Enter a Description.

    Optional: Select a Group Status.

    Optional: Select a Discount & Discount Reason.

    Select a Release Option.

    Select a Release Date or enter the Release Lead Time.

    Optional: Select the checkbox to exclude Days of the Week.

    Enter the Inventory Allotment.

    Navigate to the 'Rate Assignment' tab.

    Select a Rate Type and choose the  button.

    Select the  'Save/Exit' icon to store the changes made and return to the Group.

    Optional: Setup Reservation Details.

    Navigate to the 'Marketing/Extras' tab.

    Optional: Select a Booking Source.

    Optional: Select a Colour.

    Optional: Setup Company Access.

    Navigate to the 'Company' tab.

    Select a Company and choose the  button.

    Optional: Setup Travel Agent Access.

    Navigate to the 'Travel Agent' tab.

    Select a Travel Agent and choose the  button.

    Select the  'Save/Exit' icon to store the changes made and leave the Group.

    The Group will now be available for selection on Quick Quote or a Reservation and can be used as a Promo Code on the RMS Internet Booking Engine by entering the Group Description.


    Setup

    1. Go to Reservations > Group Allotments in RMS.
    2. Select the 'Add' icon.
    3. Enter a Group Description.
    4. Optional: Enter Contact Details.
    5. Save.
    6. Select the Group Access and choose the  'Apply/Exit' icon.
    7. Setup Property Access.
      1. Navigate to the 'Properties' tab.
      2. Select the 'Add' icon.
      3. Select a Property and choose the  button.
      4. Select 'Apply/Exit'.
    8. Setup Allotments.
      1. Navigate to the 'Allotments' tab.
      2. Select the 'Add' icon.
      3. Select a Date Range or select the checkbox 'Set Permanently'.
      4. Optional: Select the checkbox 'Guaranteed'.
      5. Select an Allotment Type.
      6. Optional: Select the checkbox 'Do Not Sell Above Allotment'.
      7. Enter a Description.
      8. Optional: Select a Group Status.
      9. Select a Rate Type.
      10. Optional: Select a Discount & Discount Reason.
      11. Select a Release Option.
      12. Select a Release Date or enter the Release Lead Time.
      13. Optional: Select the checkbox to exclude Days of the Week.
      14. Enter the Inventory Allotment.
      15. Navigate to the 'Rate Assignment' tab.
      16. Select a Rate Type and choose the  button.
      17. Save/Exit.
    9. Optional: Setup Reservation Details.
      1. Navigate to the 'Marketing/Extras' tab.
      2. Optional: Select a Booking Source.
      3. Optional: Select a Colour.
    10. Optional: Setup Company Access.
      1. Navigate to the 'Company' tab.
      2. Select a Company and choose the  button.
    11. Optional: Setup Travel Agent Access.
      1. Navigate to the 'Travel Agent' tab.
      2. Select a Travel Agent and choose the  button.
    12. Save/Exit.


    Delete

    The Release Options will determine when the Guaranteed Allotment is available for House Use and no longer exclusively reserved for the Group.

    The Allotment Grid View enables entering differing values per date.

    The Group Status will determine if a Reservation can be created using the Group and what Reservation Status the Reservation will default to for the Group.

    Proposal status will prevent any Reservation being created for the Group and the allotment will not be a Guaranteed Allotment.

    Provisional status will create the Reservation in 'Unconfirmed' status.

    Definite will create the Reservation in 'Confirmed' status.

    A Reservation can include Reservation Stay Dates outside of the Allotment Dates only if some of the Reservation Stay Dates are within the Allotment Dates and the Category and Rate Type are available for all Reservation Stay Dates.

    Reservation Stay Dates outside of the Allotment Dates will deduct from the House Available inventory.


    • Guide
    • Add Button

    Guide

    Go to Reservations > Group Allotments in RMS.

    Select the   'Add' icon.

    Enter a Group Description.

    Optional: Enter Contact Details.

    Select the  'Save' icon to store the changes made.

    Select the Group Access and choose the  'Apply/Exit' icon.

    Setup Property Access.

    Navigate to the 'Properties' tab.

    Select the  'Add' icon.

    Select a Property and choose the  button.

    Select  'Apply/Exit' to store the selections made.

    Setup Allotments.

    Navigate to the 'Allotments' tab.

    Select the   'Add' icon.

    Select a Date Range or select the checkbox 'Set Permanently'.

    Optional: Select the checkbox 'Guaranteed'.

    Select an Allotment Type.

    Optional: Select the checkbox 'Do Not Sell Above Allotment'.

    Enter a Description.

    Optional: Select a Group Status.

    Optional: Select a Discount & Discount Reason.

    Select a Release Option.

    Select a Release Date or enter the Release Lead Time.

    Optional: Select the checkbox to exclude Days of the Week.

    Enter the Inventory Allotment.

    Navigate to the 'Rate Assignment' tab.

    Select a Rate Type and choose the  button.

    Select the  'Save/Exit' icon to store the changes made and return to the Group.

    Optional: Setup Reservation Details.

    Navigate to the 'Marketing/Extras' tab.

    Optional: Select a Booking Source.

    Optional: Select a Colour.

    Optional: Setup Company Access.

    Navigate to the 'Company' tab.

    Select a Company and choose the  button.

    Optional: Setup Travel Agent Access.

    Navigate to the 'Travel Agent' tab.

    Select a Travel Agent and choose the  button.

    Select the  'Save/Exit' icon to store the changes made and leave the Group.

    The Group will now be available for selection on Quick Quote or a Reservation and can be used as a Promo Code on the RMS Internet Booking Engine by entering the Group Description.



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