How Groups apply to you
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).
How to Create a Group & Booking
Create a New Group at the same time as adding a New Booking.
Select Group
Select New 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
How to add a Group to an Existing Booking
Access the Booking that you have already created on your Event Temple account
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
How do edit a Group Block
Update Arrival / Departure Date
From the Booking Summary:
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
Save the Group
Note: If the new dates are outside of the Booking date, a notification will appear once you have saved the Group to warn you.
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
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 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
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
Important Considerations about Groups
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 Manager.
Group code & Release date is predominantly used for those integrated to a PMS, but even if you don't have a PMS, you can enter an internal code & release date in as needed, the information can be used as merge fields on Documents.
Additional Information