Create New Group Reservation (Cloud)

Create New Group Reservation (Cloud)

Group (tab)

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.


Contact Information

Group NameReservations in the group will fall under this name.
Event NameEnter the event name for a group. For example, John’s Wedding.
Last NameEnter the last name of a group's primary contact
First NameEnter the first name of a group’s primary contact.
Main Phone NumberEnter the primary contact's phone number
EmailEnter the primary contact's email address.
Address 1/Address 2/City/State/ZIP/CountryEnter the primary contact's locations.
Second PhoneEnter the primary contact's secondary phone number.
LanguageSelect the language from the dropdown menu for the confirmation letter.
Confirmation DeliverySelect the delivery method from the dropdown to send the confirmation letter.
Custom LetterSelect a custom letter, if available, from the dropdown menu.

Comments

CommentsEnter comments for the group reservation. The comments you enter here print with the registration card.
Internal CommentsEnter comments about the group for only hotel personnel to access.

Marketing Info

Market SegmentSelect a group’s relative marketing segment from the dropdown.
Referral MethodSelect a referral method from the dropdown.
Reason for StaySelect the reason a group will stay from the dropdown.

Arrival DateEnter 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.
NightsEnter the number of nights a group will stay. The number of nights will automatically populate the Departure Date.
Departure DateEnter 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 TypeSelect the "guarantee type" from the dropdown, the charges that the guest making the reservation will be responsible for.
Allow FD to Pickup RoomAllow other users to pick up room allocations under this group reservation.
Allocation Drop Type/DaysSelect the drop type from the dropdown.
StandardEnter a specific date next to the type dropdown that will be the drop off day.
Rolling DaysEnter the number of days after the date of the reservation you are making that the room allocations will drop.
StatusDisplays 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 #.
CompanySelect a group's company from the dropdown menu. Click the search icon to look up a company name.

Discount CodeSelect the code from the dropdown.
Tax StatusClick "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 RequiredEnter the required deposit amount, if applicable.
Deposit DateEnter the due date for a group deposit, or select the date by clicking on the calendar icon.
Deposit Required PaidEnter the dollar amount required for group deposits.
Estimated BalanceDisplays the remaining balance on the group folio. Includes pick up charges, if applicable.

Payment Info

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 IDDisplays the Best Western Group ID number.
Rate Plan CodeDisplays the rate plan code that affects the rate charged.
Group TypeSelect 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 ChannelSelect the channel a group used to create a reservation.
Planner Address TypeSelect the address type of the guest creating a group reservation.
Guarantee MethodSelect the guarantee method setup in the dropdown.
Cancel PolicySelect the timeframe for an allowed cancellation from the dropdown.
Group Online URLDisplays the URL from a central reservations two-way system.
Group Online CommentsEnter comments to display on the registration card.

Room Allocations


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.



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