1.The Accommodation Group Booking Creation Wizard will arrive at the Room Selection page for most, but not all, group booking processes.
a.If you started the wizard from the Event Lodging > Group Bookings tab, you will proceed to this Room Selection page directly.
b.Otherwise, you will arrive here from the Group Booking Type, Group Booking Event Selection, Group Booking Selection, or Group Booking Information page, depending on your selections earlier in the wizard.
c.You will bypass this Room Selection page altogether if you started the wizard with the New Group Booking from Selected Rooms/Dates or Append Selected Rooms/Dates to Group Booking command in the Lodging Calendar.
2.On the Room Selection page, you will select the Rooms and Dates you want to reserve for this Group Booking, as well as set the default Booked By information for the Rooms.
a.As you will recall, a Group Booking is a collection of Room Bookings gathered under the same Confirmation Number. Review Room vs Group Bookings.
b.Later in the booking wizard (or when the wizard is complete), you will be able to change Booking Information for each Room Booking within this Group Booking, except for the Confirmation Number and Group Booking name.
3.Some of the information will already be pulled into the fields on this page.
a.For example, if this Group Booking is associated with an Event, some information will default in.
b.If you are appending rooms to an existing booking, you would have already set the Booked By information in the previous wizard page, Group Booking Information.
In any case, you can add or edit information as required.
a.If creating a new group booking, the Contact Type will typically default to Account.
b.If appending rooms to an existing group booking, this will default to the Contact Type set on the existing group booking. (Remember that the append-to booking's Booked By information was set under Group Booking Information.)
c.If this Group Booking is linked to an Event, you can select Account or Attendee from the Contact Type drop-down.
d.If this Group Booking is not linked to an Event, you can only select Account.
a.The Booked By Account/Attendee you set here is the Booked By entity for the Group Booking as a whole.
b.If the Room Bookings within this Group Booking are billed to the "Accommodation Group Booking", they are billed to this Booked By Account/Attendee set for the Group Booking.
c.Later, you will be able to assign different Booked By/Billed To entities for the individual Room Bookings in the Group Booking.
a.This field is available if the Contact Type is set to Account.
b.If this Group Booking is linked to an Event, the Booked By Account will default to the Event Client.
c.If this Group Booking is not linked to an Event, the Booked By Account will initially be blank.
d.If you are appending rooms, the Booked By Account will default to the Booked By Account of the existing group booking you selected earlier in the wizard.
e.To select or change the Booked By Account, find and select the relevant CRM Account (Company or Contact) from the Booked By Account drop-down.
a.This field is only available if the Contact Type is set to Attendee, which you can only do if the Group Booking is linked to an Event.
b.If you are appending rooms, the Booked By Attendee will default to the Booked By Attendee of the existing group booking you selected earlier in the wizard.
c.To set or change the Booked By Attendee, find and select the relevant Event Attendee in the drop-down list, which is populated by the Attendees from the linked Event selected earlier in the wizard.
8.Status:
a.Select a Status to apply to the Group Booking. This is the default Status that will be applied to all of the Room Bookings contained in the Group Booking, although you will be able to set a Status on each individual Room Booking later.
b.The drop-down is populated by the Statuses created under EventPro Setup > Accommodations > Accommodation Statuses.
9.Confirmation #:
a.If the Auto Assign Confirmation #'s setting is turned on in Sequence Numbers Setup, this Confirmation # field will be read-only and display (pending). When the booking is completed, the Confirmation Number will be automatically assigned.
b.If the Auto Assign Confirmation Numbers setting is turned off, you can manually enter a Confirmation # of your choice.
c.If you are appending rooms to a booking, the Confirmation Number from the existing group booking will be pulled into this field.
10.Bill To Type:
a.If this Group Booking is linked to an Event, the Bill to Type will default to Event.
b.If this Group Booking is not linked to an Event, the Bill to Type will default to Accommodation Group Booking.
As noted above, the "Accommodation Group Booking" option directs the billing to the Booked By entity set for the Group Booking as a whole (not the Booked By entity of an individual Room Booking in the Group Booking).
c.If you are appending rooms to a booking, the Bill To Type will default to the Bill To Type of the existing group booking you selected earlier in the wizard.
d.To change the Booked To Type, select an option from the drop-down: Not Billable, Event, Accommodation Group Booking, Accommodation Booking, or Accommodation Booking Guest.
NOTE: The "Event" option is only available if the Group Booking is linked to an Event.
e.Remember that you will be able to set the Bill To Type individually on each Room Booking later.
a.This will default to the Default Hotel selected in Accommodation System Settings.
b.If you have other hotels set up in EventPro, you can choose a different hotel from this drop-down, if required. This drop-down will only show Facilities marked as "Is Hotel" (the Relationship Type "Hotel" has been selected) in Facilities Setup. Review EventPro Setup > Facilities (Venue/Hotel) > Create Facility.
12.Check In and Check Out:
a.If this Group Booking is linked to a multiple-day Event, the Check In and Check Out dates will default to the Event's Date To and Date From, respectively. If the booking is linked to a single-day Event, Check In defaults to the Event date, and Check Out defaults to the next day.
b.If this Group Booking is not linked to an Event, Check In defaults to the current date, and Check Out defaults to the next day.
c.Adjust the Check In and Check Out dates as required by selecting dates from the drop-down calendars.
13.Nights:
a.This field automatically calculates from the Check In Date and Check Out Date fields.
b.Alternatively, if you manually change this Nights number, the Check Out Date will automatically adjust to reflect the set number of nights. However, the Check In Date will not change in response to adjusting the Nights field.
14.Rooming Requirements: In this section of the page, you will indicate which Rooms you want to reserve for this group booking.
a.The Rooms grid displays the Room Groups, and number of Rooms Available/Booked in each group, from the Hotel selected above. The Hotel's Room Groups and Rooms would have been set up in EventPro Setup > Facilities > Hotel Information > Rooms.
b.The Available cell will be highlighted green if there are still Rooms available in the Room Group row, and highlighted red if all of the Rooms in that group are Booked/Unavailable.
c.Under the Required column, indicate the number of Rooms you require from each Room Group. The wizard will book each of those selected Rooms for the Check In/Check Out dates selected above.
d.The Required cell will be highlighted red if you enter a number that is higher than the number of remaining available Rooms in that group.
15.Add Booked By as Guest to Each Booking:
a.Select this Add Booked By as Guest to Each Booking checkbox if you want the Booked By Account/Attendee of the Group Booking to be automatically added as the Primary Guest of each individual Room Booking contained in the group booking.
i.If the Group Booking's Contact Type is Attendee, the Booked By Attendee will be added as the Primary Guest for each booking.
ii.If the Group Booking's Contact Type is Account, and the Booked By Account is a CRM Contact, that Contact person will be added as the Primary Guest for each booking.
iii.If the Group Booking's Contact Type is Account, and the Booked By Account is a CRM Company, that Company will only be added as the Primary Guest for each booking if the "Allow Company as Primary Guest" Accommodations System Setting has been turned on. Otherwise, if the setting is turned off, the Primary Guest fields will be blank.
b.If you do not select this Add Booked By as Guest to Each Booking checkbox, the Primary Guest field of the individual Room Bookings will initially be blank.
c.Either way, you will be able to manually add or change the Primary Guest/Guests for the individual bookings later in the wizard.
16.Auto Assign Room to Each Booking:
a.Select this Auto Assign Room to Each Booking checkbox if you want the group booking wizard to automatically assign the next available Rooms from the selected Room Groups.
b.If you do not select this checkbox, the Room fields of the individual Room Bookings will initially be blank.
c.Either way, you will be able to manually select or change the assigned Rooms for the individual bookings later in the wizard.
17.When you are done specifying the room requirements for this group booking, click Next.
18.You will proceed to the Group Bookings page of the Accommodation Group Booking Creation Wizard.
