Group Allotments are blocks of inventory with set rates that can be used by event parties, groups or companies.
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Information
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Setup
- Add Button
Information
Group Allotments are blocks of inventory with set rates that can be used by event parties, groups or companies.
Group Allotments enable individual reservations created by guests attending an event or part of a self-paying tour to access reserved inventory and selected Rate Types.
Group Allotments can also be used to reserve or guarantee inventory to a regular Tour Group, Company or Travel Agent.
The Group Allotment Description can be used as a Promotional Code on the RMS Internet Booking Engine to enable guests to create their reservation online and access the inventory allotment or set rates.
The following options are available for creating Group Allotments.
| Option | Description |
|---|---|
| Date Range | Validation period for the inventory of the Group Allotment. |
| Set Permanently | Indefinitely reserve the inventory for the Group Allotment. |
| Guaranteed | Selected by default. Deducts inventory for the Group Allotment from the property's availability until released. |
| Do Not Sell Above Allotment | Limits reservations with the Group Allotment from exceeding the reserved inventory. |
| Group Status | Identifies the Group Allotment as a Proposal, Provisional or Definite. |
| Rate Type | Pricing structure used for reservations in this Group Allotment. |
| Discount | Discount applied to reservations in this Group Allotment. |
| 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 Allotment. 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 Allotment. 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. |
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.
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Setup
- Add Button
Setup
- Go to Reservations > Group Allotments in RMS.
- Select the
'Add' icon. - Enter a Group Allotment Description.
- Optional: Enter Contact Details.
- Save.
- Setup Property Access.
- Navigate to the 'Properties' tab.
- Select the
'Add' icon. - Select a Property and choose the
button. - Select 'Apply/Exit'.
- 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 'Do Not Sell Above Allotment'.
- Enter a Description.
- Optional: Select a Group Status.
- Select a Rate Type.
- 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 per Category.
- Save/Exit.
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Optional: Setup Reservation Details.
- Navigate to the 'Marketing/Extras' tab.
- Optional: Select a Booking Source.
- Optional: Select a Colour.
- Save.
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Optional: Setup Company Access.
- Navigate to the 'Company' tab.
- Select a Company and choose the
button. - Save.
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Optional: Setup Travel Agent Access.
- Navigate to the 'Travel Agent' tab.
- Select a Travel Agent and choose the
button. - Save.
- Save/Exit.
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 Allotment.
Allotments can be entered as a set amount per Category for the complete date range using the 'Default View' or with varying inventory levels per date using the 'Grid View'.
-
Guide
- Add Button
Guide
Go to Reservations > Group Allotments in RMS.
Select the 
'Add' icon.
Enter a Group Allotment Description.
Optional: Enter Contact Details.
Select 'Save' to store the changes made.
Setup Property Access.
Navigate to the 'Properties' tab.
Select the 
'Add' icon.
Select a Property and choose the 
button.
Select 'Apply/Exit'.
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 'Do Not Sell Above Allotment'.
Enter a Description.
Optional: Select a Group Status.
Select a Rate Type.
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 per Category.
Select 'Save/Exit' to store the changes made and return to the Group Allotment setup.
Optional: Setup Reservation Details.
Navigate to the 'Marketing/Extras' tab.
Optional: Select a Booking Source.
Optional: Select a Colour.
Select 'Save' to store the changes made.
Optional: Setup Company Access.
Navigate to the 'Company' tab.
Select a Company and choose the 
button.
Select 'Save' to store the changes made.
Optional: Setup Travel Agent Access.
Navigate to the 'Travel Agent' tab.
Select a Travel Agent and choose the 
button.
Select 'Save' to store the changes made.
Select 'Save/Exit' to store the changes made and leave the setup.
This Group Allotment can now be used to create reservations for the associated Company or Group by a user in RMS or on the RMS Internet Booking Engine using the Group Allotment Description as a Promotional Code.
Setup
- Go to Reservations > Group Allotments in RMS.
- Select the
'Add' icon. - Enter a Group Allotment Description.
- Optional: Enter Contact Details.
- Save.
- Setup Property Access.
- Navigate to the 'Properties' tab.
- Select the
'Add' icon. - Select a Property and choose the
button. - Select 'Apply/Exit'.
- 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 'Do Not Sell Above Allotment'.
- Enter a Description.
- Optional: Select a Group Status.
- Select a Rate Type.
- 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 per Category.
- Save/Exit.
-
Optional: Setup Reservation Details.
- Navigate to the 'Marketing/Extras' tab.
- Optional: Select a Booking Source.
- Optional: Select a Colour.
- Save.
-
Optional: Setup Company Access.
- Navigate to the 'Company' tab.
- Select a Company and choose the
button. - Save.
-
Optional: Setup Travel Agent Access.
- Navigate to the 'Travel Agent' tab.
- Select a Travel Agent and choose the
button. - Save.
- Save/Exit.
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 Allotment.
Allotments can be entered as a set amount per Category for the complete date range using the 'Default View' or with varying inventory levels per date using the 'Grid View'.
-
Guide
- Add Button
Guide
Go to Reservations > Group Allotments in RMS.
Select the 'Add' icon.
Enter a Group Allotment Description.
Optional: Enter Contact Details.
Select 'Save' to store the changes made.
Setup Property Access.
Navigate to the 'Properties' tab.
Select the 'Add' icon.
Select a Property and choose the button.
Select 'Apply/Exit'.
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 'Do Not Sell Above Allotment'.
Enter a Description.
Optional: Select a Group Status.
Select a Rate Type.
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 per Category.
Select 'Save/Exit' to store the changes made and return to the Group Allotment setup.
Optional: Setup Reservation Details.
Navigate to the 'Marketing/Extras' tab.
Optional: Select a Booking Source.
Optional: Select a Colour.
Select 'Save' to store the changes made.
Optional: Setup Company Access.
Navigate to the 'Company' tab.
Select a Company and choose the button.
Select 'Save' to store the changes made.
Optional: Setup Travel Agent Access.
Navigate to the 'Travel Agent' tab.
Select a Travel Agent and choose the button.
Select 'Save' to store the changes made.
Select 'Save/Exit' to store the changes made and leave the setup.
This Group Allotment can now be used to create reservations for the associated Company or Group by a user in RMS or on the RMS Internet Booking Engine using the Group Allotment Description as a Promotional Code.