1. Group Management User Guide
  2. Group Management Module

3 Group Management Module

In the Group Management module, you can create and modify dining reservations for groups created for the selected dates from SilverWhere Main screen in the Date selection section. The group information is taken from the Shipboard Property Management System (SPMS) as well as the Virtual Group Management module in SilverWhere

Note:

You can only create dining reservations for future dates

Group Overview

The Group Overview provides you with a list of groups available for the selected dates. The Embarking and Disembarking dates of the groups are calculated based on the earliest passenger embarking date and the latest passenger disembarking date. The Seating Code is predefined and has to be confirmed by Adding the Rotation Code to the group, you can use the same or a different code for the group

Group Management Functionalities

Assignment Info

This functionality provides you with the Rotation and Members lists as well as the Group and Member Overview, including the dining assignment information.

  1. Select Group Management

  2. Select the Group name and click Assignment Info to open the Group Overview tab

  3. Toggle between the Rotation List/ Member List tab and the Group/ Member Overview tab to view the data

Adding Rotation Code

There are two ways to assign a rotation to a group:

  • Save Rotation – The Save Rotation function confirms the rotation of a group.

  • Assigning Rotation Code – The Assign Rotation Code function assigns and confirms the rotation of a group

Saving Rotation

  1. Select Group Management

  2. Select the Group name and choose the rotation from the rotation drop-down menu

  3. Click Save Rotation or double-click the red exclamation mark in front of the group

Assigning Rotation Code

  1. Select Group Management

  2. Select the Group name and click Assign Rotation Code

Setting Estimated Seats

Before you can continue with any of the below functionalities, the Estimated Seats count for the group has to be determined. This count will define how many tables are required to be blocked for the selected group. By default, the Set Estimated Seats functionality value equals to the actual guest count which should be added. The user can modify this value by clicking on the Estimated Seats column.

  1. Select Group Management

  2. Select the Group name and click Set Estimated Seats

  3. View the Activity Log for any error messages

Reallocating TBA

The groups can have passengers with TBA for First and Last Name as the passenger data is not yet present in SPMS and SilverWhere. You can also create group assignments for these passengers and update them once the passenger data is present in SilverWhere.

  1. Select Group Management

  2. Select the Group name and click Reallocate TBA to update the passenger data

  3. View the Activity Log for any error messages

Locking/ Unlocking An Assignment

You can lock or unlock the dining assignments to prevent or allow changes from a different SilverWhere user

  1. Select Group Management

  2. Select the Group name and click Lock Assignment to disallow changes for that group from a different SilverWhere user. The Locked column for that group will be updated accordingly.

  3. Click Unlock Assignment to allow changes.

Resetting A Reservation

You can cancel any blocking, seating or confirmation of a group dining assignment with this function.

  1. Select Group Management

  2. Select the Group name and click Reset Reservation

  3. Confirm the reset

Updating Comments

You can update the comments for a group with this function.

  1. Select Group Management

  2. Select the Group name and click Update Comments

  3. Click Update

Automatic Group Dining Assignment

You can only perform the next steps if:

  • Rotation code has been assigned or saved

  • Estimated Seats value has been determined

Table Block/ Seat Options

Actual Count > Allocation Count

The application performs a Block or Seat for the selected group using the Actual Count value instead of the Allocation Count value.

Start Blocking/Seat within Embarkation

The application performs a Block/ Seat for the selected group using the embarking and debarking dates.

Block/Seat Same Table for Same Dining Room

The application tries to Block or Seat the same table for the same dining room with the available inventory for the entire stay.

After the tables are blocked for the first occurred restaurant, the same restaurant subsequently follows the first restaurant’s blocked tables:

  • If the inventory is available for the same set of tables, the system blocks the tables.

  • If no inventory is available for the same tables, it continues to block the available inventory table.

  • If the inventory is available for the same set of tables, you can review the log as shown below:

    Looking at same table option,

    Table 765, 759 found on previous blocked reservation

    Trying to block same table 765 [Max = 2, Station = 2]...Remaining guest count 4 successfully block same table 765 [Max = 2, Station = 2]...Remaining guest count 2 Trying to block same table 759 [Max = 2, Station = 2]...Remaining guest count 2 successfully block same table 759 [Max = 2, Station = 2]...Remaining guest count 0

  • If no inventory is available, you can review the log as shown below:

    No inventory was found for table [Table Number]. Skipping the same table option

Blocking Tables

You can automatically block the dining room tables for a group with this function. The dining room tables will be blocked based on the selected Table Block/Seat Options.

  1. Select Group Management

  2. Select the Group name and click Tables Block

  3. View the Activity Log for any error messages.

    Note:

    Dining reservations will be created with Status = AutoBlock and Passenger Count = Tablesize. The Member List Status will be updated to AutoBlock and Tbl Number will be updated with 0.

Seating Tables

You can automatically seat the passengers of a group to the previously blocked tables with this function.

  1. Select Group Management

  2. Select the Group name and click Tables Seat

  3. View the Activity Log for any error messages

    Note:

    Dining reservations status remains as AutoBlock and Passenger Count is updated to the number of Seated Guests on the blocked table. The Tbl Number column will be updated accordingly.

Confirming Tables

You can automatically confirm the dining assignments of a group with this function:

  1. Select Group Management

  2. Select the Group name and click Tables Confirm

  3. View the Activity Log for any error messages

    Note:

    Dining reservations status is updated to Expected. In this status, no changes can be made to the groups’ reservation.

Manual Group Dining Assignment

You can only perform the next steps if:

  • Rotation code has been assigned or saved

  • Estimated Seats value has been determined.

The Group Overview tab for a selected group provides you with additional functionality buttons:

  • Zoom In/ Zoom Out: You can increase or decrease the layout size.

  • Blink Tables: You can blink the table for the selected passenger.

  • Reallocate TBA: See Reallocating TBA.

  • Close Tab: You can close the Group Overview tab for the selected group.

Table Block/Seat Options

Start Blocking/Seat within Embarkation

The application performs a Block/ Seat for the selected group using the embarking and debarking dates.

Block/Seat Same Table for Same Dining Room

The application tries to Block/ Seat the same table for the same dining room with the available inventory for the entire stay.

Auto Unblock Table when table’s guest unseated

The application is releasing the blocked table for the passenger when unseating them.

Blocking/ Unblocking Tables

You can block/ unblock the dining room tables for a group with these functions. The dining room tables will be blocked/ unblocked based on the selected Table Block/ Seat Options.

  1. Select Group Management

  2. Double-click the Group Name or click Assignment Info to open the Group Overview tab

  3. Select the day from the Rotation List panel and click View Layout to display the restaurant layout

  4. Select the passengers from the Member List panel, click the table in the layout and click Tables Block. To unblock the table, perform the same steps and click Unblock Tables

Assigning Passengers

You can assign the passengers to the dining room tables with this function.

  1. Select Group Management

  2. Double-click the Group Name or click Assignment Info to open the Group Overview tab

  3. Select the day from the Rotation List panel and click View Layout to display the restaurant layout

  4. Select the table(s) on the layout and click Seat Guest to assign the passengers to the dining room table.

Unassigning Passengers

You can unassign the passengers from the dining room tables with this function.

  1. Repeat steps 1 to 3 of Assigning Passengers.

  2. There are two options to unassign the passengers from the dining room tables:

  • Select the passengers in the Member List panel and click UnSeat Selected Guest from List

  • Select the table(s) on the layout and click UnSeat All Guest from Table

Confirming Tables

See Confirming Tables.