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Attention!
You can find the updated instructions for them in the new protel Air Online Help. Please note: The migration process is still ongoing. Therefore you may still be able to use some functions as described in this Online Help. For this reason, we will not delete this Online Help yet. If you have any questions, please contact your support!
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The creation of group reservations is useful if several rooms are booked. The advantage in using group reservations is that the booking data can be processed together and services can be paid accordingly.
The payment of the invoice or only a partial amount is done by means of a center guest profile, such as the employer, a club, or a travel agency.
The group members will then be managed via a general group list.
All of the guests in a group travel under a shared group name.
All of the guests in a group receive the same services, e.g., an orchestra rents numerous rehearsal rooms and books board and touristic services. In doing so, the services can be invoiced to each group member, or to individual group members, or can be invoiced centrally to a company or travel agency.
The group reservations dialog box enables the comfortable management and invoicing of complex group reservations.
Small check box - makes a big difference!
The group reservation dialog box only comes to use when a reservation
has been created for a lot of rooms and a check has been set in
the Group reservation
check box:
Figure: Creating a group reservation within the room type plan (group reservation check box has been selected) |
The check-box can be found in the room plan, in the room type plan, as well as in the reservation enquiry. When not using the check-box, a standard reservation will be generated for numerous rooms.
How to do this is thoroughly described in the respective help topic:
Reservation > Room plan > Group reservation
Reservation > Room type plan > Group reservation
Group reservations are managed in the group reservations dialog box. For newly created group reservations, the group reservation dialog box automatically opens..
The button appears only for reservations that are part of a group reservation. |
The group name will be shown at the top of the dialog box. The guest’s name and arrival date will appear by default. To help you better identify the group, you can enter a name for the group by clicking on the pencil symbol.
The group’s name will be later displayed in the individual reservations.
The booker of the reservation appears in the upper left of the group reservation dialog box.
By clicking on the magnifying glass next to the booker, you can allot a new booker by means of the guest search.
The group reservation dialog box is divided into several tabs:
Group overview
Group members
Invoices
Payment instructions
Fixed charges
Bookable packages
Wake-up calls
In the active list, the group name is displayed in an additional column:
Figure: Reservation list - Displaying the group name in the “Res. Group" column. |
This enables you to identify each reservation in the lists as a part of a group reservation.
Reservations which belong to a common group are color coded in the room plan as soon as you click on an individual reservation in the room plan:
Figure: Displaying group reservations in the room plan
For example, search for a group from the room plan, select any group member, and open the Context Menu menu.
There you can open group reservations via the open group command:
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The command is only active when working with a group reservation!
Group reservations can be displayed with their own exclusive color. If there have not been any differing colors saved, the default color will be used. If the color is changed in the reservation, this setting will have priority.
To have this setting activated, please contact the protel Cloud Support Team or your protel partner!
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