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Group Reservations
The Groups module is used to make reservations for five or more guests who have some features in common (they are all from the same company and are arriving on approximately the same dates, or they are all members of an organized tour group). This module is specifically designed to manage reservations with similar needs. Additionally, groups may receive negotiated rates or other special treatment.
Using the Groups module you can create, search for, view, and edit a given group reservation. Additionally, you can assign (before or during check in) rooms, perform a group check in, reserve rooms for groups, and create rooming lists.
You can also create, search for, view, and edit a given room block whose rooms can be later picked up by a group reservation. The Groups module also allows you to display and enter events that could influence occupancy as well as create confirmation letters
If your system is configured for the Wait List function, you can place a group reservation on a Wait List and activate later. If your property works with Fidelio Fax Interface, you also will be able to fax confirmation letters.
When creating a group reservation, you have two options:
When creating a new group reservation, how do you decide whether to use a normal group reservation with sophisticated room block features or a standard group reservation? Consider the following questions:
If you answered yes to any of the above questions, then it is recommended you create a normal group reservation.
In OPERA, you use the group profile, room block, post master reservation, and individual reservation features in concert to create and manage a normal group reservation. A normal group reservation pulls rooms from pre-defined room block rather than house availability. By using OPERA's sophisticated room block features, you have precise control over the multitude of variables associated with a normal group reservation.
Each normal group reservation consists of two primary elements:
Be aware that if the room block from which you are pulling rooms is a general (for a travel agent) room allotment, you need to create a post master reservation and associated individual reservations for each subgroup. Because many of the steps in creating a normal group reservation involve working with room blocks, you are referred to the appropriate section concerning room blocks where necessary.
To create a normal group reservation:
First, create a Group Profile for your group. Booking a normal group reservation requires that you pick up rooms from a room block. If your room block has not yet been set up, this would be your second step. Your room block will start out at the Initial status level. Then, attach the Group Profile to the room block. Also, you have the option of attaching Company, Agent Source, or Contact Profiles. Next, you block the number of rooms you need on the Initial Rooms Grid and complete the Rate Grid (unless you selected a Rate Code on the Block Header). Over the next two weeks or so, make any changes to the room block and its grids as necessary. When the information is correct, and you are ready to accept reservations, change the room block status to Open for Pickup.
Once the room block is Open for Pickup, you use the associated Group Profile to create the individual reservations for members of the group. These new reservations will pull rooms from the specified room block. In OPERA, each group reservation consists of two primary elements, the original group reservation (or post master) and the reservations for individual group members. The Block Header you create indicates information such as the number of rooms the group will take, and the number of people per room, dates, group rates, etc. The individual group reservations will inherit the appropriate block header information as they are picked up from the room block. Remember, the post master reservation is just a pseudo individual reservation containing group information
To delete a group reservation, open the group's Reservation List or Standard Group Module screen. Select the Group Opt. button. OPERA opens the Group Options screen; select the Delete button.
After you select the Delete button, OPERA displays an OPERA Confirmation dialog box. To proceed with group reservation deletion, select the Yes button.
All reservations, including postmaster and individual reservations, are deleted.
Once your room block 's status has been changed to Open for Pickup, you are ready to create the post master reservation. To create a Post Master reservation for a room block, select Reservations>Groups from the menu bar. The Groups screen displays. Find and highlight the appropriate room block. Then, select the Detail button. The OPERA dialog box displays. Select the OK button.
The Reservation screen displays. Complete the fields for the post master reservation, remembering it is a pseudo individual reservation containing group attributes. For future reference, note the value in the Block field. This is the room block code from which you want to pickup rooms.
When the OPERA dialog box appears to confirm the post master reservation, note the confirmation number and select the OK button.
When your normal group reservation ties to a room block for which various groups are arriving with different dates, you may create an additional post master reservation. When you do so, OPERA automatically creates a copy of the post master reservation. You can then insert all particulars of a subgroup with a certain arrival date into the specially created post master reservation. Note that you only create an additional post master reservation for normal group reservations never for standard group reservations.
To create an additional post master reservation for a normal group reservation, select Reservations>Groups from the menu bar to bring up the Groups screen. Then, find and highlight the room block to which your normal group reservation is attached. Select the Detail button, bringing up the Reservation List screen. Here, select the Group Opt. button to bring up the Group Options dialog box.
The Group Options screen for the new post master reservation is automatically populated attributes inherited from the original post master. Complete all fields and select the OK button.
To select the appropriate rate code for a post master reservation:
To view room status for a group reservation, open the group's Reservation List or Standard Group Module screen. Select the Group Opt. button. OPERA displays the Group Options screen; select the Room Status button.
After you select the Room Status button, OPERA opens the Group Room Status screen. View room status and then select the Close button.
OPERA' Wait List feature works for a group's post master reservation, and individual reservations the same way as for regular reservations. You can take all the reservation details for a potential guest (or post or group master), even though you cannot accept the reservation at this time, and place the reservation on a Wait List. If the occupancy situation changes and you find that you can accept the reservation, find the reservation record and transfer it to the reservation system.
To Wait List a group reservation, first make a normal or standard group. Once the reservation is completed, select the Options button on the Reservation, Reservation List, or Standard Group Module screen. When the Reservation Options screen appears, select the Wait List button. OPERA opens the Move This Reservation to the Wait List? dialog box. Select a Reason and Priority from the drop down menus, and enter a telephone number and description in the appropriate fields if desired. Select the Yes button.
The reservation record is moved from the Reservations onto the Wait List and the reservation status changes to Waitlist. This means that this reservation can only be activated by using the Reservations>Wait List option.
All reservations that remain on the Wait List beyond their requested arrival date are stored until two days after their requested departure date and then are deleted.
You can activate a group's post master reservation, or individual reservations in the same way as activating a regular reservation.
To activate a Wait Listed reservation, select Reservations>Wait List. The Wait List screen displays. You can search for a Wait Listed reservation by last name or by arrival date (or both). However, if you leave both fields blank and execute a search, you see all reservations that are currently Wait Listed. To activate a particular reservation, highlight it and select the Can Move button followed by the Accept Res. button.
To view statistics for a group reservation, open the group's Reservation List or Standard Group Module screen. Select the Group Opt. button. OPERA opens the Group Options screen; select the Statistics button.
After you select the Statistics button, OPERA brings up the Group Statistics screen. View fields and select the Close button.
Date. Dates of the group reservation.
Total Rooms. Total number of rooms in the group reservation.
Total Persons. Total number of persons in the group reservation.
You can create individual reservations for your normal group reservation from the Reservation List screen. To get to the Reservation List screen, select Reservations>Groups. When the Groups screen appears, find and highlight the room block for which the normal group reservation exists. Then, select the Detail button to see the Reservation List screen containing reservations and room grids for the specified room block.
To create individual reservations by picking up a room from the specified room block and inheriting attributes from the post master reservation, select the New button on the Reservation List screen. The Reservation screen displays where you complete all required fields. You can also choose to select a room. Market and Source Codes display on the Reservation screen, in addition to any packages that were entered for the block. Select the OK button.
When the Confirmation Number dialog box appears, note the number and select the OK button.
The new individual reservation displays in the reservation grid.
You manage a normal group reservation's list of individual reservations on the Reservation List screen. You normally arrive at this screen after completing the post master reservation and selecting the OK button.
You may also get to the Reservation List screen for an existing room block by selecting Reservations>Groups from the menu bar to bring up the Groups screen. Then, find and highlight the appropriate room block and select the Detail button to bring up the Reservation List screen. Select the Yes button when the Create New Post Master Reservation screen displays if the reservation does not already exist.
When the Reservation List screen displays, your post master reservation displays as a row in the reservation grid at the top of the screen.
New. Create a new individual reservation to pickup from block.
Edit. Edit the highlighted reservation.
Options. Perform reservation options for the highlighted reservation.
Group Opt. Perform group options for the highlighted reservation: Rooming List, Room Assign, Statistics, Delete, Check In Group, Room Status, New Post Master and Print Keys.
Check In. Check-in the selected reservation.
Delete. Delete the highlighted reservation.
Profile. View or edit the individual profile attached to the highlighted reservation. Selecting this button opens the Guest Profile screen.
Search. Search for post master or individual reservations within the group.
Cancel or Rev. Cancel. Cancel or reverse the cancellation of the highlighted reservation.
(Far Left Box). Check to select one or more reservations.
Conf. No. Confirmation number.
Name. Last name of individual or the name of the group (post master and group master reservations).
First. First name of the individual.
Arrival. Arrival date for the reservation.
Departure. Departure date for the reservation.
Prs. Number of people in the reservation.
Room Type. Room Type reserved or desired.
Room Number. Number of rooms reserved or desired.
Rate. Rate of the reservation.
Status. Reservation status.
Initial. View Initial Rooms grid for the current room block.
Actual. View Actual Blocked Rooms grid for the current room block.
Available. View Available Rooms grid for the current room block.
Pickup. View Picked Up Rooms grid for the current room block.
Pickup PCT. View the percentage of Picked Up rooms for the current room block.
Changes. View Changes to Initial Rooms grid for the current room block.
Released. Number of rooms released from the current room block.
Rate (1) (ALT+1). View Rate 1 grid for the current room block.
Rate (2) (ALT+2). View Rate 2 grid for the current room block.
Rate (3) (ALT+3). View Rate 3 Rooms grid for the current room block.
Rate (4) (ALT+4). View Rate 4 Rooms grid for the current room block.
Rate (Addl.) View Rate Addl. Rooms grid for the current room block.
Date. Individual dates of the current room block.
Room Type. Room types for the room block. Only those types with values in them are used to pickup reservations.
From either the Reservation List or Standard Group Module screen, you may search for an individual reservation within your group reservation. To do so, first go to the appropriate screen.
Search. Execute an individual reservation search based on your entered criteria. This search looks for reservations for the current standard group reservation or room block.
All Guests. Search though all guests in the standard group reservation or room block.
Guest In House. Search though guests in the standard group reservation or room block that are in house.
Guest Not in House. Search though guests in the standard group reservation or room block that are not in house.
Expected. Search though guests in the standard group reservation or room block that are expected.
Departed Guests. Search though guests in the standard group reservation or room block that have departed.
Reservation Canceled. Search though guests in the standard group reservation or room block with canceled reservations.
Not Canceled. Search though guests in the standard group reservation or room block who do not have canceled reservations.
Name. Last name of guest.
First Name. First name of guest.
Arrival. Arrival date for guest.
To. Departure date for guest.
Room Type. Room type of guest.
To view or edit an individual reservation from either the Reservation List or Standard Group Module screen:
Highlight the desired reservation and select the Edit button. OPERA brings up the Reservation screen for the corresponding reservation and allows you to edit the fields.
You may cancel individual reservations (or the post master or group master reservation) that belong to a group from either the Reservation List or Standard Group Module screen. To cancel an individual reservation, go to the appropriate screen and mark the check boxes to the left of the reservations you want to cancel. When the proper reservations show checks, select the Cancel button.
When the Cancel Reservation dialog box appears, select a cancellation reason and add extra text if desired. When done, select the OK button.
Once you cancel a reservation, you may reverse the cancellation by marking the reservation and then selecting the Rev. Cancel button.
In OPERA, you use a group profile, group master reservation, and individual reservations in concert to create and manage a standard group reservation. A standard group reservation pulls rooms from house availability. Only in rare cases would you use a standard group reservation to pull rooms from a room block.
Often standard group reservations are referred to throughout the application as standard group reservations. To work with standard group reservations at all, you must first select the Standard button on the Groups screen.
Before you begin making a standard group reservation, be sure that OPERA's party feature for reservations does not satisfy your reservation-linking needs.
First, you create the appropriate Group Profile through the Profile Linkage and Profile Search screens. Then, you create the group master reservation, entering the common information. Next, split off as many individual reservations as you need. One advantage of adding similar reservations under a Group Profile is that special group functions can be accessed such as group check in, and room status. Often changes to one reservation in the group can be applied to all other reservations.
In OPERA, each group reservation consists of two primary elements, the original group reservation and the reservations for individual group members. The group reservation you create indicates information such as the number of rooms the group will take, the number of people per room, dates, or group rates. The individual group reservations will inherit the appropriate group reservation information as they are split off the group master reservation.
To create a standard group reservation, follow these steps:
To create a group master reservation, select Reservations>Groups from the menu bar to bring up Groups screen. Select the Standard button to bring up the Profile Linkage dialog box. When the Profile Linkage dialog box displays, place your cursor in the Group Profile field, enter the name of your newly created Group Profile, and press Enter. Alternatively, you may enter the starting few letters of the Group Profile name and press Enter to execute a partial search.
When the Profile Search screen appears, find and highlight the row corresponding to your newly created Group Profile and select the OK button.
When you return to Profile Linkage screen with the Group Profile field populated, select the OK button to proceed with group reservation creation.
When the Create New Reservation dialog box appears, select the Yes button.
The Reservation screen appears. Complete the fields for the Group Master Reservation, remembering that each individual reservation will inherit the same information. You must enter the Rate Code and number of Adults (per room) and number of Rooms (this value determines the number of reservations to be created from the Group Master). Select the OK button.
When the Confirmation Number dialog box appears, note the number (for the Group Reservation Master) and select the OK button.
To select the appropriate rate code for a group master reservation:
You manage a standard group reservation's list of individual reservations on the Standard Group Module screen. You normally arrive at this screen after completing the group master reservation and selecting OK button. Alternatively, you may go to this screen after finding an existing standard group reservation.
Edit. Edit the highlighted reservation.
Check-In. Check In the group.
Profile. View and edit Profiles attached to the highlighted reservation.
Cancel. Cancel the highlighted reservation.
Options. Perform options for the highlighted reservation.
Group Opt. Perform group options for the highlighted reservation: Rooming List , Room Assign , Statistics , Delete , Check In Group , Room Status , New Post Master and Print Keys .
Split All. Split the group master reservation into individual reservations. Once this is done, the button is disabled.
Search. Search for individual reservations in the group.
(Far Left Box). Check to select one or more reservations.
Conf. No. Confirmation number.
Name. Last name of an individual or the name of the group.
First. First name of an individual.
Arrival. Arrival date of the reservation.
Departure. Departure date of the reservation.
Prs. Number of people in the reservation.
Room Type. Room Type reserved.
Room. Room number reserved.
#. Number of rooms reserved.
Rate. Rate per room in the reservation.
Status. Reservation status.
Individual Reservations Grid. Fields are the same as the Group Reservation Master Grid.
From the Standard Group Module screen, you can create the necessary individual reservations for your standard group reservation.
Go to the Standard Group Module screen for the appropriate standard group reservation. Select the Split All button to create a number of individual reservations corresponding to the number of rooms in the group master reservation. The new individual reservations then display in the individual reservation grid.
Normally, you do not use room blocks with standard group reservations. But there are certain types of groups where you might want to create a room block but pick up the rooms using a standard group reservation. This happens in cases where you have a large room block or allotment and several subgroups, all of which must subtract rooms from the room block. In this case, create a standard group reservation as normal, but enter the appropriate room block code in the Block field on the reservation screen for all reservations group master and individual reservations.
You do not see the room availability of the room block on the Reservation screen. However, you can view the room availability in the Available Rooms grid for the desired room block.
To view or edit a standard group reservation:
