Define Groups of Rooms Reserved for Events

Define Groups of Rooms Reserved for Events

Through this application you can:
Register events or groups.
Assign reservations to groups or events.
Modify events or groups and the assignment of reservations to groups or events.
Search for groups or events.
The initial screen shows the following sections:
  1. Search Group Reservations Associated to Events, allows you to search for registered groups or events.
  2. Group Reservations to Events Defined, shows the registered groups or events. The result of the search performed is displayed.

Search for Groups or Events

To search for an event or group follow the steps below:
Go to:  Front Office → Reservations → Define Groups of Rooms Reserved for Events.
Enter the information in the following fields:
Field
Description
Event Group Name
Enter group or event name.
Event Date
Enter the event date dd/mm/yyyy or click on the calendar.
Registered Event User
Select the name of the user who registered the event.
Registered Reservation User
Choose the name of the user who registered the reservation.
Status
Click on the check box to select:
  1. Enable: Will display the groups that are active.
  2. Not Active: It will display the groups that have been deactivated.
  3. All: Will display all groups or events without differentiating the status.
Click on the Search button.

The search will be performed with the data entered (they are not mandatory fields so they can be all or some of them) and the information will be displayed in the window of Group Reservations to Events Defined

Register Groups or Events

To register a group or event you must perform the following actions:
Go to:  Front Office → Reservations → Define Groups of Rooms Reserved for Events.
Click on the Insert icon in the Group Reservations to Events Defined window.
In the Define Group Reservations to an Event window enter the following fields:
Field
Description
Group Event Name*
Enter the name of the group or event.
Event Date*
Enter the event date dd/mm/yyyy or click on the calendar.
Reservation Code
Select the reservation code of the group.
Enable
By clicking on the check box, the group will be active, and you will be able to associate reservations.
Notes
Comments regarding the group or event are recorded.
Click on the Add button.


The following windows will be displayed:
Assign Reservations to Events: Reservations are associated to the group or event. To assign the reservations the following steps must be performed:
 Enter the information in the following fields:
Field
Description
Reservation Code*
Select the reservation that integrates the group or event.
Notes
Comments regarding the reservation and/or group or event are recorded.
Click on the Add button.
Group Reservation to Events: Displays the reservations that are associated to the group or event, showing if the reservations are confirmed and if they have checked in.
Alert
* These are required fields


Assign Reservations to Groups or Events

To assign reservations to groups or events already registered, the following steps must be taken
Go to Front Office → Reservations → Define Groups of Rooms Reserved for Events.
Perform a search in case the group or event is not displayed in the Group Reservations to Events Defined window.
In the Group Reservations to Events Defined window click on the Edit icon of the group or event to which a new reservation will be assigned.
Enter the information from the following fields in the Assign Reservations to Events window:
Field
Description
Reservation Code*
Select the reservation that integrates the group or event.
Notes
Comments regarding the reservation and/or group or event are recorded.
Click on the Add button.
The Group Reservations to Events window displays the reservations associated to the group or event.
* These are required fields

Modify Groups or Events / Assigned Reservations

After a group or event has been registered and assigned reservations can be modified by performing the following steps:

Groups or Events:

Go to: Front Office → Reservations → Define Groups of Rooms Reserved for Events.
Perform a search in case the group or event is not displayed in the Group Reservations to Events Defined window.
In the Group Reservations to Events Defined window click on the Edit icon of the group or event to which a new reservation will be assigned.
Position on the field to edit or modify from the fields in the Define Group Reservation to an Event window and enter the corresponding information.
Click on the Save button.
Click on the Ignore button to return to the initial application window.

Assigned Reserves:

Go to Front Office → Reservations → Define Groups of Rooms Reserved for Events.
Perform a search in case the group or event is not displayed in the Group Reservations to Events Defined window.
In the Group Reservations to Events Defined window click on the Edit icon of the group or event to which a new reservation will be assigned.
Position on the field to edit or modify from the fields in the Assign Reservations to Events window and enter the corresponding information.
Click on the Save button.
Click on the Ignore button of the Define Group Reservations to an Event window to return to the initial application window.

Info
To delete the event reservation, follow steps 1 to 4 above and click on the Delete button.




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