Creating and Editing a Group Reservation

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.

To convert 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.
   
   

To create 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.

To add 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.
   
   

To view 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.
   
   

To print 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.

To email 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.

To delete a group payment:

1. Delete any group payments applied to individual reservations by editing those reservations

2. Delete or refund the group payment.

To delete 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.