Group Booking Screen

By the end of this information article you will be able to:

• Understand what each tab does under Group booking
• Understand how they are used. 

This guide is intended to provide a walkthrough of each field and tab in a group booking. Please see our How to guides for help on making a group booking.

HART enables you to manage group bookings by:

• Managing reservations as stand-alone bookings within a group or as a whole group.
• Managing the group as part of an event booking or account booking.
• Publishing the group online for guests to book.
• Customising a group Proforma.

Go to Reservations > Group booking

Guest information

• Name: displays the name of the group
• Status: displays the status of the group                                
• Function: displays the function name if your group booking is connected to a function
• ID: displays the function ID, this field will prepopulate when you have saved your booking
• Arrival: displays the arrival date of the group          
• Departure: displays the departure date of the group
• Option date: displays the option date for the group  
• Code: displays the online code if the group bedrooms are bookable online

Customer & Rate Info

• Guest: displays the name of the guest
• Company: displays the company name if applicable
• Contact: displays the company contact if applicable 
• Agent: displays the agent name if applicable
• Contact: displays the agent contact if applicable
• Host: displays the contact on the day if applicable

Marketing Info

• Source: displays the group source
• Segment:  displays the group segment
• Subsegment: displays the sub-segment
• Manager: displays the in-house manager of the group
• Best Tel: displays the telephone number
• Web box: this will be ticked if the group rooms are bookable online
• How heard:  displays the groups how heard information   

Financial & other Info 

• Co-Ordinator: displays the in-house Co-Ordinator. 
• Purchase order: displays the purchase order number, if required.
• Billing notes: displays the billing notes.
• Rate plan: displays the rate plan for the group.
• Package: displays the rate plan package, which is prepopulated when you have chosen your rate plan.
• People: displays the number of people that the rates plan defaults to.
• Discount: displays any discount applied to the rate plan.
• Unit: displays the unit, if applicable.

Hart buttons 

• Availability: this button is a shortcut to the rooms availability screen.  
• Check: this button will update the room rates if you have made any changes
• Pro forma: this button will generate the Proforma for the group booking.
• Publish: this button publishes any changes made to your group online, if you have set it to be bookable online.
• Guest list: this button produces a guest list.
• Modify: this button will modify the status of your booking in cases of a cancelled, lost or turned away booking.   
• Re check in: this button allows you to recheck in the group to allow any changes to the billing.
• Check out: this button will check out the whole group.
• Copy: this button allows you to copy the group.

Stay Tab

Displays the room stock which has been booked for this group

• Arrival Date: the date the rooms are booked from
• Departure Date: the date the rooms will depart
• Room Type: the bedroom type you wish to put on hold for this group
• Quantity: the number of bedrooms in this category
• Sold As: linked to the rate. For example, if you are selling a Medium room but at the rate of a Single room
• Exclusive button: this button enables you to book out the entire hotel for this group quickly

Booking Tab 

Displays the individual's room bookings.

• Guest Name: the profile linked to the booking. By default when a group is created this will show as Group Member
• Arrival: The date the guest is arriving
• Departure: the date the guest is departing
• P: number of people in the room
• Status: the status of this particular reservation
• Type: room type booked
• Package: the package the booking is on
• Room: the room number allocated to the booking
• Sold as: what rate band the room is being sold as
• Rate: the price of the room
• ID: reservation ID of the individual booking
• Sync Rate: if this is ticked then the room will follow the rate plan set in the group. If unticked you can assign a different rate plan
• P: Tick if you would like this room to be included in the group proforma

Pressing Allocate will auto allocate the room numbers to the individuals' bookings automatically.

Billing tab

Aside from the top window here, all other boxes only become activated at the point of check-in.

Top left window 

Displays the folio(s) for the group. This relates to the billing field of the group booking,

Bottom left window

Here you will see the groups bill once they are checked in.

• Items button: displays any items that are on the bill, such as restaurant items.
• View Button: displays the whole bill.
• Bill button: this will print the bill.
• Origin button: this will show you where certain charges have come from.
• Modify button: this will allow you to modify the bill in case of errors.
• Split button: this will allow you to split the bill into other folios.

Top right window 

Here you can add charges to the group folio once the booking has been checked in.

Billing tab 

Bottom right window

Here you can add payments to the group folio once the booking has been checked in. 

Deposit tab 

Here you can add/see any deposits on the group and when they were added.

• Remove: press if you have accidentally posted a deposit and wish to remove it totally from the bill
• Activate: If for any reason after check-in the deposit does not move to the bill, you can press the Activate button and this will move the deposit across
• Credit Card: Only used if you have an interface with the Verifone tokenization system
• Receipt: Press to print a receipt of the deposit payment
• Transfer: used if the booking is canceled and you need to transfer the deposit to a guest profile or future booking
• Convert: used if a booking cancels and you wish to convert the deposit to a gift voucher

Notes Tab

Under this tab you can free type any notes for the group booking

Rates Tab

Top window

Displays the rates for each room type, this relates to the rate plan you have choosen in your group master

• Change button: pressing this button allows you to change the room rate, number of adults and revenue code all relating to a room type.
• Recalculate button: pressing this button resets the package and rates for all rooms linked to the group if you have made any changes.

Middle window

Displays the service that is included in your rate plan.

Bottom Window

Displays any extra services included in your rate plan.

Package Tab

Displays the package for the group relating to the rate plan.

Rate Change Tab

Under this tab can set a rate change for the whole group, for example, if the group is on a BB for the first night and 24 hours for the second you can add in your second-night rate plan here.

Activities Tab

Displays and allows you to create and manage any activities for the group, such as contract follow-up, post-departure calls, etc.

Documents tab 

Under this tab you add any documents you need.

Message tab 

Displays any messages taken for the group whilst in house.