The most representative variables when quoting a group are the number of rooms they wish to occupy as well as the price and meal plan for each of them.
The block of a group reservation is simply the number of units that will be blocked daily for that group and for each of the negotiated room types and subtypes.
The initial block number is just an estimate, as it is possible that more or fewer will be confirmed in the end.
Once the accommodations and their corresponding number of units have been added, Ulyses PMS will calculate the price of each room type based on the rate/offer/promotion we have selected in basic data and also taking into account the accommodation-occupancy pair. However, that value can be modified later as needed to close the sale.
The Picked-up row for each accommodation indicates how many units have already been confirmed in the group. This value increases each time a confirmed stay is indicated from the Rooming list.
In summary, through the block tab in the group reservation, we can perform the following actions:
- Add and remove room types and subtypes in the group
- Configure daily room quantity by type
- Set the unit price for each room
- Set the daily meal plan for each type
- Show the number of confirmed rooms (picked up)
- Change history
Add and remove room types and subtypes
When we create a group, the different room types are not set by default.
Therefore, the first thing we have to do when creating a group block is to add the different room types and subtypes that we have offered to the agency or company.
To add a new type to the group block, go to add accommodation.
A tab will open where we can add all the room types and subtypes we want to include in the group:
Accommodation: room type
Room subtypes: room subtypes
In our case, we are going to create a group with double rooms of twin subtype and double rooms of double subtype, both for two adults.
Once we have created the different room types for the block, we can add more or remove some if necessary using the "Add accommodation" or "Remove accommodation" options.
Room Quantity Configuration (Quantity)
To set how many rooms are needed each day for each room type, simply enter the quantity in the "Quantity" field, once you have added the different room types.
Room Price Configuration
From the "Block" section, it is also possible to set the price of each room. This is done by entering the prices in the "Price" field for each room type that has been added to the group:
If we do not provide a price in these sections, the price already set in the rate, offer, or promotion configured for the group in the group configuration and registered in the PMS will be used.
Set the daily meal plan for each type
There are situations where a group may have different meal plans assigned for each day. If that is the case, we can indicate the daily meal plan for each of the selected types.
As in the previous case, if we do not define a specific price for the meal plan, the price already set in the rate, offer, or promotion configured for the group in the system configuration and registered in the PMS will be used.
Show number of confirmed rooms (Picked up)
From the block section, we can also see how many of the rooms we blocked have already been confirmed. As we generate stays using the "Rooming List", the number in "Picked Up" will increase.
The relationship between "Picked Up" and "Quantity" gives us an idea of the reservation's success rate and the quality of the business opportunity.
Change history
To track any changes in the group's quantities and prices, as well as to know when and who made those changes, we have the "Change history".
To access this history log, use the options menu in the group configuration tab.