Managing a group booking

Which reservations are part of a group booking?

• In the overview of 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.

• Open any reservation that is part of a group booking, and you’ll see all other reservations that are part of the same group booking under 'Reservations'. Use the search bar to find a specific reservation within this list.

Checking all reservations in or out

Open any reservation of a group booking. You can check all reservations of a group booking in or out at the same time, also if one of these has already checked in or out early.

• Click the button 'Check in all' to check in all reservations within the group booking. In the pop-up, you’ll see warnings if there are any unpaid amounts or uncompleted todos, and you can specify the check-in time and meter readings if needed.

• Click the button 'Check out all' to check out all reservations within the group booking. In the pop-up, you’ll see warnings if there are any unpaid amounts, and you can decide whether you want to create a meter reading invoice, or a new group invoice.

• Undo checking in or out: Select the undo option in the ellipsis menu.

Information in the reservations list

Open any group booking reservation to see the complete list of reservations that are part of the group booking.

• In the reservations list, click on the car, person or todo icons to immediately add or view the license plates, guest list, or todos for that specific reservation within the group.

• The third icon indicates the reservation’s check-in or check-out status. Hover over it with your mouse for more details.

• If the guest list has been filled out, the main guest of that reservation within the group is also named in the list. The main guest is one of the people in the guest list, separate from the booker. Read more: Guest list: personal data of all guests in a reservation

Editing booker data of a group booking

The booker is always the same person, for all reservations in the group booking. If you edit the booker details, these changes will apply to the entire group booking.

• You can not edit the email address of the booker to send email notifications of one of the reservations to a different person.

• Only the booker will receive all emails (templates and auto-emails) for each of the reservations. This includes one booking confirmation for all reservations together, one set of payment reminders, and any emails about filling out the guest list or entering license plate numbers for each reservation separately.

• The booker will be able to add the requested information for all reservations in the group booking from their guest portal.

Group booking summary in emails

The booking confirmation of a group booking 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.

• To show the same summary in other templates or auto emails, add the variable
  {{ locals.reservation_summary }} to the email text. Keep in mind that this edit needs to be done separately for each language version of the template or auto email.

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.

Splitting a group booking

If a guest who is not the booker 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