By basic configuration we mean entering the fundamental data of a group reservation which, together with the Room block, allow us to design a quote for the group.
To access this operation, go to the top menu reservations and access groups. By selecting this option, you will see a list of all groups and, by accessing (or creating), you can manage the following basic information from the configuration tab, as described below.
- Group Information
- Reservation Companies
- Main Reservation Details
- Group Reservation Holder
- Reservation Valuation
- Statistics and
All the information configured here will be the basis for each of the rooms you confirm later. However, you can make specific changes to each room once confirmed if necessary.
Group Information
Group information includes the following
- Group name: Indicates the identifier by which we can relate stays with the group
- Assigned to: Corresponds to the user managing the group, who opened this opportunity or closed it
- Color: Correspond which we can identify the group and later each of its reservations
- Status: Indicates the status of the group
Group Reservation Holder
As with an individual reservation, we need to identify who the reservation holder is. In this section, simply identify the details of the group’s holder or contact person. If you do not want to fill in those details, you can simply write the group name in the name field.
Reservation Companies
Intermediaries are the companies and agencies participating in the reservation. As a general rule, each company participating in the reservation is a commission agent and their conditions have been previously configured through the commission management.
The intermediaries are:
- Booker: Indicates who made the reservation
- Bill to: Indicates who will be billed
- Central
- Company/Implant
- Payment type: Indicates who will pay for the reservation. Depending on the selected value, Ulyses PMS will automatically create the necessary folios at check-in, and while the reservation is in-house, will allocate charges to the appropriate folio.
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Payment Type Description Agency Guest Pays This is the most common payment type. It creates a folio in the name of the company or agency listed in the " another folio in the name of the first guest in the room. Guest Pays Only creates a folio for the first guest in the room. Agency Pays Only creates a folio in the name of the company or agency listed in the "bill to" section. Guest Guest Pays Creates two folios in the name of the first guest in the room, for example to separate main charges from extras. Agency Agency Pays This payment type generates a main folio for the booker of the reservation and extra folios for the other companies Agency Company Pays This payment type generates a main folio for the booker of the reservation and extra folios for the other companies in the Company field
If you click on the icon, you can modify the value of the commissions, both for accommodation and other services.
Main Reservation Details
From this section, you will select the stay period and expected check-in/check-out times, and whether or not to create the Master Invoice. The master invoice is the invoice where all charges contracted by the group are inserted.
Note
It is important to note that this data can be modified at the level of each room. In this way, within the same group there can be rooms with different check-in dates, check-out dates, and meal plans.
Group Economic Valuation
Through this section we will adjust the parameters that will help us to carry out an economic valuation of the group.
- Rate: Indicates the rate that will be reflected in the reservation later.
- Offer: Indicates the offer that will be made
- Offer Discount (% / Fixed): Discount associated with the offer
- Currency
- Promotion: Promotion that can optionally be applied to the offer
- Promotion Discount (% / Fixed): Discount associated with the promotion
- Cancellation policy
- Meal plan: Group meal plan
Note
The meal plan set for the group will be copied to each of the generated stays. Therefore, all stays in a group will have the same meal plan. If you wish to create exceptions, you will have to modify it from the details of the generated reservation or in the block.
Statistics and Tracking
From this section you can manage the following information
- Policy (Cancellation policy): Indicates the reservation's cancellation policy.
- Source/Segment/Channel: These are statistical elements of the reservation
- Reservation locators.
Comments
Comments can be entered in the group reservation. Later, these comments will appear in each of the individual reservations generated.