Using Reservation Party functionality

This article covers the use of Parties within HART.

Parties are used to link together rooms that are staying together however, their billing remains separate. 

The intention is to make it easier to identify rooms and guests travelling together without the need to create a Group. 

This feature is particularly useful for linking together reservations made independently of one another for instance, through the Rooms Booking Engine.

Where the billing for rooms needs to be routed to a central point, or rooms managed centrally then a Group should be created.  Further information on the creation and management of Groups can be found here

Creating a Party

Taking one reservation from the intended party, navigate to the Party tab within the Room Reservation screen and press the Set button

The Party Wizard screen sets the Arrival search dates to look for all reservations arriving between the required dates and press the Retrieve button.  Please note that members of a party do not need to arrive and depart on the same days.

Select the reservations that are to be partied via the tick box on the left-hand side.

Finally, set a Party name in the lower box - please note this will be prefixed with a date format in order to differentiate between groups with the same name (e.g. Smith) however, this can be overtyped if required.  Once complete, press the Set button

Members of the party will display within the Party tab of the Room Booking screen on all the reservations that have been connected

Creating a Party as part of copying rooms

When inputting a reservation and using the Copy functionality, it's possible to Party the rooms simultaneously.

Following the creation of the initial reservation and pressing the Copy button, the Party Code field should be ticked and a Party Code set.  Further guidance on copying room bookings can be found here

Reporting on a viewing Party Bookings

Reports > Front Desk > Party Arrivals lists out all rooms forming party of a Party, grouped by the Party Name over a set date range

Additionally, rooms that form part of a party are identified in both Reception > Arrivals and Reception > Departures via the Group column with the text in red (Groups remain in black font):

A similar approach is taken in Reports > Front Desk > Arrivals, where party name will show with the Group section.

Party details are also included in Reports > Front Desk > Morning Brief where a column details the members of a party: