1. Dining Management User Guide
  2. Reservation Dining Concept
  3. Reservation Dining – Group Management and FIT modules

Reservation Dining – Group Management and FIT modules

General Functionalities

Before you begin, below are some standard navigation keys that you should familiarized yourself with as they may vary between the modules.

  • Refresh: Refreshes the data within the setup form.

  • Clear Activity Log: Clears the data in the Activity Log tab.

The modules below are only accessible from the Group & FIT tab and are visible only to users with access to all functions and modules.

Virtual Group Management Module

See topic Virtual Group Management Module in Traditional Dining, under Group and Automatic Assignment modules

Group Management Module

In the Group Management module, you can create and modify dining reservations for groups designed for the selected dates from the SilverWhere Main screen in the Date selection section.

The group information is taken from the Shipboard Property Management System (SPMS) and the Virtual Group Management module in SilverWhere.

Note:

You can only create dining reservations for future dates

Group Overview

The Group Overview provides a list of groups available for the selected dates. The groups' Embarking and Disembarking dates are calculated based on the earliest passenger embarking date and the latest passenger disembarking date. The Seating Code is predefined and must 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 the Rotation and Members lists, the Group and Member Overview, and 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 Code

  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 Seat count for the group must be determined. This count will define how many tables must be blocked for the selected group. By default, the Set Estimated Seats functionality value equals the actual guest count that should be added. The user can modify this value by clicking 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 their data is 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

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

  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

With these functions, you can block/ unblock the dining room tables for a group. 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.

FIT Management Module

The FIT Management module allows you to create passenger dining reservations based on the Dining Rotation Setup configuration. The passenger data displayed in this module is based on the date selected on the Overview screen in the Date Selection section.

Seating FIT Guests

With this function, you can create dining reservations for the entire stay of the passengers.

  1. Select FIT Management

  2. Select the passengers for which you want to create dining reservations

  3. Click Seat FIT Guests and confirm the process with Yes

  4. Select the dates for which dining reservations should be created,

    • Add Remaining Days: All days for which no dining reservation is present will be added

    • Add All Selected Days: All days of the passenger stay will be added

    • Clear Selection: All days will be removed from the selection

  5. Click OK

Filters

You can filter the passenger data based on dates and existing or non-existing dining reservations with the below criteria:

  • Single Day Selection: Possibility to filter by a single day from a drop-down list

  • Guest With Reservation: Enable to display the passengers with existing dining reservations

  • Guest Without Reservation: Enable to display the passengers without existing dining reservations

  • Show All Days: Click this button to display the passengers for all days

Assignment Options

Enabling the below options allows you to define the type(s) of passengers to exclude when creating dining reservations for the same cabin or group. You can also limit the number of passengers allowed in the same dining reservation

  • Exclude Shared Cabin: Creates dining reservations for the selected passenger but not the passengers in the same cabin

  • Exclude Same Group ID: Creates dining reservations for the selected passenger but not the passengers with the same group ID

  • Exclude Same Party: Creates dining reservations for the selected passenger but not the passengers in the same party

  • Associated Guest List Warning: Enter the number of passengers for which a warning message should be displayed

Dining Rotation Setup Module

You can create dining rotation codes for the Group and FIT Management modules in the Dining Rotation Setup module. These Rotations are used to automatically create dining reservations in a single or multiple restaurants.

Adding a Rotation

  1. Select Dining Rotation Setup

  2. Click Add Rotation and enter the following information in the New Alternative Rotation Code pop-up window:

    • Rotation Code: Enter the code of the Rotation

    • Rotation Time: Enter the time of the Rotation

    • Product: Select the product for the Rotation

  3. Click Add

  4. Double-click the Rotation to open the Rotation Detail Setup tab:

    • Status: Select the status of the Rotation

      • ACTIVE: Rotation is available for selection.

      • DISABLED: Rotation is disabled for selection.

    • Type: Select the type of the Rotation:

      • REGULAR: Rotation to be used in the Group Management module

      • FIT USE: Rotation to be used in the FIT Management module

    • Restaurant: Select the restaurants for the Rotation, the order of them can be adjusted by selecting the restaurant and clicking the Move Up/ Move Down buttons.

  5. To remove a restaurant from the Rotation click Delete.

  6. Click Save Changes

Note:

For Type = REGULAR: Only products set up as Book by Reservation is displayed and can be used for configuration of a Rotation.

For Type = FIT USE: All products set up as Book by Reservation and Book By Guest are displayed and can be used for configuration of a Rotation.

Editing a Rotation

  1. Select Dining Rotation Setup

  2. Double-click the Rotation to open the Rotation Detail Setup tab

  3. Make the required change

  4. Click Save Changes

Deleting a Rotation

  1. Select Dining Rotation Setup

  2. Select the Rotation name and click Delete Rotation

    Note:

    You can only delete a Rotation if was not used already in Group or FIT Management.

  3. Confirm the deletion