Group Reservations

Group bookings encompass a range of reservations, including those for inbound travelers, private groups, corporate clients, and conference attendees, as long as they involve four or more rooms.

Creating a Group Booking in iHMS

Access Group Booking Function

Navigate to Booking → Create Group Reservation.

Enter Booking Details

1. Company: Search for existing company details in the system. If the company is new, create a new company profile and ensure an account is open for payment purposes.
2. Group Name: Enter the name provided by the booker during the initial inquiry.
3. Check-in and Check-out Dates: Specify the arrival and departure dates for the group.
4. Rate Type: Select the appropriate rate type for the booking.
5. Contact Person: Provide the booker's name and contact information.
6. Market Segment Adjust "Mkt Seg 4" to either "Inb FIT" or "Inb Group" depending on the number of rooms booked.

7. Number of Rooms: Indicate the total number of rooms required for the group.

8. When all details have been entered correctly, click "Book Now".

Update Check-in Instructions

Open the group folio and provide any specific check-in instructions relevant to the group booking.

Create a Task for Follow-up

1. Right-click on the new reservation and click "Add Message".

2. In the pop-up, change the top left corner from "Message" to "Task".
3. Assign the task to the correct department and set the date to the new check-in date.
4. Write your message in the Message box.

5. Click "Next". A red number 1 with a yellow highlight will appear in the column with the heading T/M.

Generate and Send Confirmation

If accommodation payment is pending, create a group invoice to send with the confirmation.

1. Find the invoice template at: M:\Operations\Reservations\Inbound Group\Groups Invoice and Cover Sheets\Group Tax Invoice Template.xlsx
2. Complete the necessary details and save the document in both Excel and PDF formats in the designated folder M:\Operations\Reservations\Inbound Group\Groups Invoice and Cover Sheets\GROUP INVOICES under the correct year and month.
3. Send the confirmation email to the booker, attaching the group invoice and hotel bank details for payment remittance.
4. Access hotel bank details at: M:\Operations\Reservations\Inbound Group\Groups Invoice and Cover Sheets\BANK DETAILS.pdf