The top portion of the Group tab has fields for group information you will enter when making a group reservation. The bottom portion has a Room Allocation window.
|Group Name||Reservations in the group will fall under this name.|
|Event Name||Enter the event name for a group. For example, John’s Wedding.|
|Last Name||Enter the last name of a group's primary contact|
|First Name||Enter the first name of a group’s primary contact.|
|Main Phone Number||Enter the primary contact's phone number|
|Email||Enter the primary contact's email address.|
|Address 1/Address 2/City/State/ZIP/Country||Enter the primary contact's locations.|
|Second Phone||Enter the primary contact's secondary phone number.|
|Language||Select the language from the dropdown menu for the confirmation letter.|
|Confirmation Delivery||Select the delivery method from the dropdown to send the confirmation letter.|
|Custom Letter||Select a custom letter, if available, from the dropdown menu.|
|Comments||Enter comments for the group reservation. The comments you enter here print with the registration card.|
|Internal Comments||Enter comments about the group for only hotel personnel to access.|
|Market Segment||Select a group’s relative marketing segment from the dropdown.|
|Referral Method||Select a referral method from the dropdown.|
|Reason for Stay||Select the reason a group will stay from the dropdown.|
|Arrival Date||Enter the date a group will arrive. Type the date into the text field, or select the date from the calendar by clicking on the calendar icon.|
|Nights||Enter the number of nights a group will stay. The number of nights will automatically populate the Departure Date.|
|Departure Date||Enter the date a group will leave. Type the date into the text field, or select the date from the calendar by clicking on the calendar icon.|
|Guarantee Type||Select the "guarantee type" from the dropdown, the charges that the guest making the reservation will be responsible for.|
|Allow FD to Pickup Room||Allow other users to pick up room allocations under this group reservation.|
|Allocation Drop Type/Days||Select the drop type from the dropdown.|
|Standard||Enter a specific date next to the type dropdown that will be the drop off day.|
|Rolling Days||Enter the number of days after the date of the reservation you are making that the room allocations will drop.|
|Status||Displays the status of the group reservation: New, Hold, Guaranteed, Out, or Cancel.|
|I.A.T.A. #||Select an IATA number for the dropdown. To look up an agency name, select Look up IATA #.|
|Company||Select a group's company from the dropdown menu. Click the search icon to look up a company name.|
|Discount Code||Select the code from the dropdown.|
|Tax Status||Click "Exempt" to open the Revenue Tax Exemption Window.|
Click Multiple to open the Add Multiple Package window. Select the date and the package from the dropdowns. Click Add New to add the package(s) you select.
Summary of Charges
|Deposit Required||Enter the required deposit amount, if applicable.|
|Deposit Date||Enter the due date for a group deposit, or select the date by clicking on the calendar icon.|
|Deposit Required Paid||Enter the dollar amount required for group deposits.|
|Estimated Balance||Displays the remaining balance on the group folio. Includes pick up charges, if applicable.|
Select the method of payment from the dropdown.
Guarantee & Confirmation
Displays the guarantee and confirmation number in the Group ID. Give the number to group contact to confirm a reservation.
|BW Group ID||Displays the Best Western Group ID number.|
|Rate Plan Code||Displays the rate plan code that affects the rate charged.|
|Group Type||Select the group type from the dropdown that best describes a group making a reservations.|
|Planner BWR#||Enter the Best WEstern ID number, or click the BWR icon to lookup a Best Western Rewards member by BWR#, Email, or Name/City.|
|Booking Channel||Select the channel a group used to create a reservation.|
|Planner Address Type||Select the address type of the guest creating a group reservation.|
|Guarantee Method||Select the guarantee method setup in the dropdown.|
|Cancel Policy||Select the timeframe for an allowed cancellation from the dropdown.|
|Group Online URL||Displays the URL from a central reservations two-way system.|
|Group Online Comments||Enter comments to display on the registration card.|
Add Allocation: Click to add room allocations for a group prior to saving the reservation, and then enter the allocation information in the pop up dialog box.
When you save a reservation, this button is no longer available.
View the assigned allocations in the Room Allocations window. Click on the room type to select a new room type from the dropdown. All of the fields are editable as text fields.