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 Group Setup​

 

This page explains how to set up a group.  If set up correctly, the group will link to the group you set up in your PMS.  See Execu/Suite PMS Group Setup.

 

After you have set up the group and blocked rooms in Execu/Suite PMS, you are ready to set up the group in Execu/Suite CRS/Vertical Booking.

 

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Getting Started
 Go to Guests > Group Agreements.  Click the green "+Add group agreement" button.
 
 The Group agreement window will open.
 
  • Enter the Name of the group.
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  • Enter the group Code.  This code must match exactly the group code in Execu/Suite PMS.
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  • Check "Enable from website" if guests may book rooms from your website.  If this is for a GDS or OTA only, leave unchecked.
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  • Click "show group agreement welcome text" if you would like verbiage specific to this group to display.  For example, "Mary Smith and John Jackson Wedding".
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  • Click "Save" then "Back to group agreements".
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    Next, from the 'Property group agreements" list, find your group and click the green "+" beside "Agreement".
     
     
     Next, click the green "+" beside "New contract".
     
     The following window will open:
     
  • "For reservations made" enter the date range that guests are allowed to make reservations for this group.

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  • "For stays between" click "Always" if guests from this group can arrive any date that availability exists. This is uncommon.  More commonly, you will click "from" and enter the date range that guests are allowed to stay for this group.  Enter the first possible arrival date, even if most of he group will arrive at a later date. Enter the last date the group will check out.

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  • Click "Yes" for "Extended" if guests are allowed to reserve rooms outside of the range.

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  • Click "Save" and then "Back to group agreements".

    		•
     
    You will return to the group agreement page.  Click the "Validity" edit icon to make changes.
     
     
     Click the "Agreement" edit icon.
     
     The "Group agreement" page will open.
     The first section is "General setup".
     

    The information you already entered will display.
     Click "Group agreement welcome text" if you wish the group name or other verbiage to display for the group online.
     
     The second section is "Connected products (Rate Types)".  There are three tabs.
     The first tab is "Only group agreement products".  These rates are available only to groups.
     
    From the drop-down, select a group rate if you wish it to apply to the group.  Click "Add".
     
     The second tab is "Public products".  These are available to the public, not just to groups.
     
     Available public products/rates will display.  Click "visible" for this product/rate to be available for this group.
     
     The third tab is "services" such as meals, spa, tours, etc.  Note that these are add-ns, not part of pre-set packages.
     
    Click the box under "Visible" if you want that service available to the group.  Click "Save modifications"
     
     The next section is "Allotment".  This will be discussed in the next section, Adding Inventory - Room Allotment
     
     
     Back to top

     

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     Adding Inventory - Room Allotment​

     There are two ways to add allotments to a group.

    1. The first way is to continue in the Group Setup, on the Group Agreement page.  This is easiest if you are blocking the rooms when you create the group.
    2. The second way is to go to "Avail.and booking rules" > Allotment.  This is easiest if you are creating or adding allotments to an existing group.
     Continuing the group setup.  The third section on the "Group agreement" page is "Allotment".
     
     Click the green "+" beside "Crete a new allotment and associate".
     
     
    • The Allotment type should be "Corporate/Group agreement".
    • The Allotment name should be the group CODE.
    • % of probability should be 100% in most instances.
    • For "Set allotment as maximum available for the customer/channel", select "No" if you want to allow the group members to reserve more rooms than are booked, if rooms are available. Select "Yes" if you want to limit the group's reservation to the quantity allotted.

    Click Save and then Close.​

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     On the Allotment screen, 
     
     
     
     
     
     
     
     

     

     

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