The Pick-up From a Group feature allows you to search for and pick up a room from an existing group reservation. The feature uses the Group Reservation wizard to identify the guest picking up the room against the block, selecting a room from the block (or outside of the block if allowed) and applying the other information for the block to the guest stay record.
To Pick-up from a Group reservation, select Pick-up From a Group from Reservations Area (select Reservations from the Quick Menu).
The Select Group screen appears, allowing you to enter search criteria such as Booking Name, Last Name, First Name, Phone, ID, Company, City, State, Arrival, Departure, and/or Room Number. By default, the search looks for group reservations only, however you can use the checkboxes across the top of the search fields to search by All, In House, Reservations, Groups, Cancellations, History or No Shows.
After entering the search criteria, select <<Press to Search>> to search for matching records.
Click on an item from the search results list. This opens the Group Reservation Wizard, allowing you to make the necessary changes to the reservation.
Alternately, you can pick-up a reservation from a group block by clicking the Pick Up Reservation icon from the Group Stay Information screen. This also opens the Group Reservation Wizard.
The system will take you through the reservation wizard with the aspects of the group block (arrival/departure dates, room types, etc) pre-selected. Be sure to modify the dates, room type, etc for the individual reservation being created against the block. This is necessary since the individual stay might not follow the group defaults exactly. This is especially true with wholesale blocks where the individual pick up will typically be much shorter than the length of the wholesaler block.
Going through the wizard Creates a Guest Reservation but does so using the information from within the group reservation.
When you get to the Room Types screen, if the group allows for Pick Up Outside the block, the system will show all room types with the group room types in orange. Since you could select any room available in the hotel, all room types appear with their overall availability.
If the group block does not allow for Pick Up Outside the Group Block, the room type screen only displays the room types/dates that have been reserved for the main group block.
Once you have selected the room type, add the remaining information (select the guest, add a payment method, add a deposit request, post a deposit, etc) and click Finish.
The Stay Information for the guest reservation appears, showing the group name to the right of the guests name at the top of the screen. From here, the group icon will take you to the group booking.
If you open the Group Booking, the Nights/Pickup tab of the group booking shows the room block information as well as the guests that have been picked up against the block.
NIGHTS: The right side of the screen shows each date and room type reserved along with the room type's rate, number of rooms left in the block, number of pickup, and total number of room being held.
PICKUP: The left side of the screen shows all of the guests that have been picked up against the block. You can click on a name to go into that guest stay record to view or modify that reservation.