Managing a group booking
Manage your current and upcoming group bookings by editing or adding data to the various reservations or the invoice.
Which reservations are part of a group booking?
In the PMS overview of confirmed reservations, the reservations that are part of a group booking can be recognized by the letter added after the matching booking number and booker information. If you use a reservation label for group bookings, you can use that to filter and easily shortlist your group bookings.
More about reservation labels: Reservation labels
In your Planboard, you can recognize group bookings because they will show the same name and booking number, and are often in objects that are close together in your planboard view.
Editing reservations in a group booking
Open a reservation that is part of a group booking. With the exception of the booker data, you can add and change everything that you would be able to for a regular reservation.
Read more: Find and edit reservations
Editing booker data of a group booking
It is possible to edit booker data for reservations that are part of a group booking, but these changes will apply to the entire group booking. This means that you cannot edit the email address of the booker to send email notifications of one of the reservations to a different person.
Note that only the booker will receive all emails (templates and auto-emails) for each of the reservations. There will be only one booking confirmation and one set of payment reminders, but multiple emails about filling out the guest list or entering license plate numbers.
The booker will be able to add the requested information for all reservations in the group booking from their guest portal.
Group booking confirmation and summary
The booking confirmation will contain the details of all reservations in the group booking. By default, the template for the booking confirmation uses the variable {{ locals.reservation_summary }} to display the check-in and check-out date, booked type, booked object (only if booked with preference), and number of guests for each reservation.
If you want to show this information in other templates or auto emails as well, edit them to add the variable mentioned above. Don’t forget to make the same edits in the other language versions of your templates!
Invoice for a group booking
The guest invoice for a group booking shows a summary of the booking on the first page. This includes total amounts, and the QR code to make payments. Any further pages show the cost specification per reservation in the group booking. This allows the booker to easily send these specifications to fellow guests if they need to.
Note that only the booker is responsible for paying the invoice. If needed, other guests may pay back the booker privately, or make in-person payments for reservation costs.
Splitting the booking
If a guest who is not the booker of the group booking wants a separate invoice for one of the reservations, or if one of the reservations in the group booking needs to be cancelled, you need to split off that reservation.
Read more: Splitting a group booking
The opposite, merging separate reservations into a group booking, is not possible.