PMS – Group & Block User Guide

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1. Overview

This PMS – Group & Block User Guide provides staff with detailed instructions on managing Room Assign for Group, Edit information for all Group, Check in Group, Add room to group, and Separate a room from the group. The guide is designed to ensure clear, step-by-step instructions for effective use of the system in handling tax and receipt processes

2. Create Group Reservation

Available under Group & Block > Make Reservation , this function allows users to create a reservation for multiple rooms under a single group code, including arrival/departure dates, room selection, contract company, and guest profile details.

To perform the task:

1. Click Group & Block > Make Reservation.
2. Enter arrival and departure dates, then click Check to view room availability.
3. Click Room button to add rooms.
4. Use + or - to adjust room quantity, then click Confirm.
5. Click Add To Cart & Continue to proceed to booking info.
6. Click Search icon in Contract box to select contract the company.
7. Select Rate Code, enter Room Rate, and select Breakfast Code.
8. Enter Group Code and Group Name.
9. Go to Guest Profile tab and enter guest information.
10. Click Confirm or Confirm & Print to complete the reservation.

Note: Ensure contract company and rate codes are correctly selected to reflect accurate pricing.

3. Room Assign for Group

Available under PMS > Group & Block > Booking Tap , this function allows staff to assign room to a group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.

3. Check the box, then click the Duplicate button.
4. Click the Confirm button to proceed, or click the X icon or Cancel button to cancel.

Note: In cases where the selected Room Type has only one room, This step can be skipped.

5. Check the box, then press the Auto Assign button to let the system automatically add the room numbers. Or Select button to Select the room number.
6. After that, the room numbers will appear in the Room No. field.
7. Select the Master room by checking the box in the Room Master field.
8. Select Save Button to confirm.

4. Edit information for all group

Available under PMS > Group & Block > Booking Tap this function allows staff to edit or add information to a group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.
3. Click on the blue text in the Ref No. field.

4. Edit the reservation.
5. Click the Confirm button.
6. Click the Confirm button to update the information to the other rooms in the group, Or select the Cancel button to update only a single room.

7. Select the room for update the information.
8. Select the details to be updated.
9. Click the Apply Now Button to confirm.

5. Check in Group

Available under PMS > Group & Block > Today Arrival Tap, this function allows staff check in a group reservation.

To perform the task:

1. Select Group & Block Function > Today Arrival tap.
2. Click on the blue text in the Group Code field.
3. Select the room to be checked in.
4. Select Room Master.
5. Click the Check In Booking Button to check in.

6. Separate a room from the group

Available under PMS > Group & Block > Booking Tap this function allows staff separate a room from the group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.
3. Click on the blue text in the Ref No. field.
4. Delete the data in the Group Code field or enter new information.
5. Click the Confirm button to update the information.

7. Edit Group info

Available under PMS > Group & Block > Booking Tap this function allows staff modify group booking.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.
3. Click on Group Info Button.
4. Update Reservation Details**.**
5. Click the Save button to update the information.

8. Import the guest name list

Available under PMS > Group & Block > Booking Tap this function allows staff import guest names from an Excel file into the group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.
3. Click on Load Guest List Button.
4. Click on Load Template Button to download the form.

5. Enter the guest names into the downloaded form.

6. Click on Load Guest List Button to Import guest list.
7. Click the Save button to update the information.

9. Print Document

Available under PMS > Group & Block > Booking Tap this function allows staff import guest names from an Excel file into the group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Click on the blue text in the Group Code field.
3. Click on Print Button. Select Print Booking Form – Print booking information. Select Proforma Form – Make a proforma invoice. Select Rooming List – Print group guest list.

10. Copy Group Reservation

Available under PMS > Group & Block > Booking Tap this function allows staff copy group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Select the checkbox of the group.
3. Click on Copy Button.

4. Enter the reservation details for the new group.
5. Click the Save Button to confirm.

11. Cancel Group Reservation

Available under PMS > Group & Block > Booking Tap this function allows staff cancel group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Select the checkbox of the group.
3. Click on Cancel Group Button.

4. Enter the cancel reservation details for cancel group.
5. Click the Save Button to confirm.

12. Recovery Group Booking

Available under PMS > Group & Block > Cancellation Tap this function allows staff recovery group reservation.

To perform the task:

1. Select Group & Block Function > Booking Menu tap.
2. Select the checkbox of the group.
3. Click on Recovery Group Button.

4. Press Confirm button to confirm recovery booking.
5. Press Cancel to discards and closes the popup.