Groups are an excellent tool if you offer accommodation as part of your services. Through Groups, you will be able to set group blocks as well as track your pickup and revenue.
By default, the Booking status also applies to the Group Status. It is possible to change the Group Status independently (you will receive a warning telling you that your Group and Booking Statuses are different).
Create a Group & Booking
Create a Group & Booking
Create a New Group at the same time as adding a New Booking.
Select Group
Select +Add Group
Fill in the information to create a Booking
Click on Save and Add Group Details
Fill out the respective fields for the group
Select Add/Edit Room Rates
Select +Add Room Type
Select the Room Type
Enter the Room Rate
Repeat steps 2-4 for any other Room Types
Click Okay
Enter the number of Blocked rooms for each Room type, on each day
Save the Group
Tip: Have a long stay or lots of room types? Use the Batch action to save time!
Add a Group to an Existing Booking
Add a Group to an Existing Booking
Access the Booking that you have already created
Go to the Groups section
Click +Add Group
Fill out the respective fields for the group
Select Add/Edit Room Rates
Select +Add Room Type
Select the Room Type
Enter the Room Rate
Repeat steps 2-4 for any other Room Types
Click Okay
Enter the number of Blocked rooms for each Room type, on each day
Save the Group
Edit Group Dates
Edit Group Dates
Updating a Booking & Group Dates
Generally speaking, if you need to update a Group, the entire Booking will be changing to new dates. If this is the case, when changing the Booking Date, you'll be prompted to also shift the Group date. Any existing blocks will remain on the new dates.
If you have extended or shortened the Booking you will need to edit the Group departure date and add any additional blocks. In the example below, the Booking has been shortened upon the date change, however the Departure date on the Group remains the same.
Shifting the Group Dates
If you want to leave the Booking Date & only update the Group, you can do so by Shifting the Group Dates, or Editing The Group.
ℹ️ If the new dates are outside of the Booking date, a notification will appear once you have saved the Group. This is to warn you in case it was not intentional.
Select the Details Sub-tab
Select Edit on the Group
Click Shift Dates
Choose the New Arrival Date
Click Shift Dates
Shifting Group Dates + Extending or Shortening The Stay
Select the Details Sub-tab
Select Edit on the Group
Update the Arrival/Departure Date
If you have added additional nights, Enter the number of Blocked rooms for each Room type
Click Save
Update Blocked/Pickup/Contracted Rooms
Update Blocked/Pickup/Contracted Rooms
From the Booking Summary:
Select the Details Sub-tab
Select Edit on the Group
Edit the number of rooms for each Room type, on each day
Save the Group
Update Rates
Update Rates
Select the Details Sub-tab
Select Edit on the Group
Select Add/Edit Room Rates
Modify the Rates
Optional - Click Rate Override to change specific dates, instead of the whole block.
Repeat step 4 for any other Room Types
Click Okay
Save the Group
Net Factor for Groups
Net Factor for Groups
Net or wash factor for a group is the hotel's estimate of no-shows, cancellations and early departures for that group, presented as a percentage value of the rooms sold. For example, if you have sold 100 rooms to a group, a net factor of 80% means that you expect a pickup of only 80 rooms.
Setting the Net Factor
In Event Temple, net factor defaults to 100% but can be changed as needed for each group when creating or editing a group.
Net Option On GRC
To maximize the revenue potential of the hotel, you can use the 'Net' option on the GRC and try to oversell the days that are at capacity.
Net Option on Group Productivity Report
Another place the net factor is used in the system is the Group Productivity Report. You can select the 'Net' option when generating the Group productivity report to get a more accurate estimate of the rooms sold for a certain period.
Recommended Reports for Groups
Recommended Reports for Groups
GRC: Group room control.
Group List: A list of all your groups.
Group Pace: A report showing your current pace relative to budget and comparing your definite guestroom to last year's actuals.
Group Sales Productivity: A report showing tentative and definite guestroom sales for each salesperson.
Pickup by Sales Person: A report showing blocked and pickup guestroom count, average rate, and guestroom revenue grouped by a salesperson for a given date range.
Training Video
Training Video
Important Considerations
Important Considerations
Room blocks cannot currently be done in 'bulk' and will need to be entered for each individual night.
Event Temple integrates with a number of PMS providers to help manage Groups, for more information see the Integrations page.
There isn't a specific Task for 'Groups'. These are added as a Booking Task through the Task Manager or from the Task SubTab within the Booking. Once tasks have been added they will also be shown on your Dashboard and on the Task List.
Group code & Release date are predominantly used for those integrated with a PMS, but even if you don't have a PMS, you can enter an internal code & release date as needed, the information can be used as merge fields on Documents.
You can only add one Group Block per Booking. If you have multiple Blocks you will need to create multiple Bookings.