Creating a group booking

A group booking combines several reservations for one booker on one invoice. Create one in BEX PMS when a guest needs more than one object, for example for a family reunion or a company trip. You can also let guests make group bookings on your website. To set this up, read: Allowing group bookings to be made on your website

Create a group booking

1. In the green bar at the top of BEX PMS, click +Booking and select Group booking.

2. Select the stay dates, enter the total number of guests, and click Search. A notification shows if there isn't enough availability for the whole group.

3. Optional: narrow the results with the filters for segments, types or amenities. To use a different channel than Backoffice, change the Channel filter.

4. Add objects to Your selection. Do one of the following:

   • In the list view, click the shopping bag icon for one object, or use … (More) to add all available objects of that type.

   • To pick specific objects, switch to the map view and click their markers. Click a selected marker again to remove that object from the selection.

5. Optional: edit the guest group of each reservation, so the totals in Your selection match the search.

6. Click Make group booking. The overview of the group booking opens.

7. Add the booker details, and confirm the reservations.

To change the reservations or the invoice of a group booking afterwards, read: Managing a group booking

Add a reservation to a confirmed booking

Does a guest want an extra object after their booking is already confirmed? Add a new reservation to the existing booking. The booking then becomes a group booking.

The existing booking is usually a single reservation. Read more: Making a new reservation

1. Open the existing reservation, and click +Reservation next to the Booking heading. The Planboard opens.

2. In the Planboard, select the dates and object for the extra reservation, and create it. The booker details are copied from the existing reservation.

3. Under Booking, the reservations are now listed as A, B, and so on. Repeat for each extra reservation.

You can also start from the Planboard: select the existing reservation and click +Add reservation in the reservation summary.

Good to know

• How many reservations can a group booking have? Up to 100.

• Do all reservations in a group booking need the same dates? No, but all reservations must overlap by at least one day.

• Can I merge two existing reservations into a group booking? No. Add a new reservation to an existing one, or create all reservations at once.

• Who receives the emails for a group booking? The booker receives all emails for all reservations in the group booking.

• Can I invoice a reservation in a group booking separately? Yes, by splitting it off onto its own invoice. Read more: Splitting a group booking