Multi- Room Booking Tool

Transcription

1 Multi- Room Booking Tool 6. Associating the New Attendee Website to a Bundle: How to enable the Corporate New Attendee Website with in a bundle. Log into GroupMAX Select Manage- Hotel Set- up- Bundles Select the next to the Bundle to be modified Select the Website Tab Select Switch to New Templates link

2 Locating the Multiple Room Booking: From the Event Dashboard Select the Bookings Tab to access MRB Click on the Multple Bookings Link Once the Multiple Booking link is selected two additional tabs will appear New and Reservations. Making a Single Occupancy Reservations via MRB To make New reservations, stay on the New tab. You have two option for entering bookings: Individual or Bulk/Batch

3 Individual Reservations: Enter details for reservations in the white numbered rows: o Title optional o First name - mandatory o Middle name - optional o Last name- mandatory o option, will allow the room guest to receive an individual confirmation o Check- in mandatory, please select o Attendee type (If more than one option is available a drop down box will appear) o Hotel set, cannot be changed o Room type (If more than one option is available a drop down box will appear) o More info some mandatory field The More Info tab, allows you to enter further mandatory or option information about the guest(s) Mandatory information needs to be entered on Contact information & Billing information. Below are these two areas with the mandatory fields highlighted in red, the blue field is only mandatory for some interfaces (please reference your preopties Intergration Guide). Click Done when complete o Hint: on Billing information use the check box to copy the guest details over if applicable

4 When you are ready click Submit to make the reservations in the system Bulk/Batch Reservations: If details are the same for multiple guests/team members, you can use the default setting to make reservations the same and then edit/change the differences. o For example, contact address and billing may be the same and just individual names will be different. o Enter the main/default information in the grey header row o Checking the rows you wish to apply the information to and clicking Apply o If needed edit/modify any individual reservations on the actual row with- in each field To send Individual Booking Acknowledgement o Select the send Acknowledgement box before clicking on Submit to make the reservations

5 o Once the Submit button is selected the reservations will then be made in the system, and available under the Reservations tab New Reservations Rooms with multiple occupants If a room is to be shared by two or more people, the additional occupants must be entered to enable the accommodation provider to allocate and charge rooms correctly. o When entering a reservation with more than one occupant Select More info and Additional Guests. o o When the panel appears, change the number of occupants Then enter the details for the additional occupants and click on Done when complete:

6 Search and Filter for Reservations Once reservations are created in the system, unique acknowledgement numbers are assigned to each reservation. Reservations can be individually modified or modified in bulk. From the Dashboard select the Bookings tab and then select Multiple Bookings before selecting the Reservations tab. o When viewing or editing reservations, the columns can all be sorted by clicking on the desired column header (example below is by acknowledgement) and you can search for a specific reservation entering the details in the search panel once expanded.

7 Modify Reservations To make an Individual reservation modification, select the reservation and click on the pencil icon next to the reservation o The row and the fields will expand and you may make any edits. o All areas of the reservation can be modified. o Select Apply to submit and save the changes. To make Multiple Reservation Updates with the same modifications, select the reservations that require updating by checking the box next to each reservation Update the fields that are being modified in the Bulk Edit area at the top of screen Select Apply to submit and save the changes to the selected reservations. Cancel Reservations To cancel an individual reservation, select on the red X next to the individual reservation

8 The system will then ask you to confirm your cancellation Select Yes or No to proceed To Cancel Multiple reservation at one time, select the reservations that require cancelling by checking the box next to the reservation Select Cancel Bookings at the top of the page The system will ask you to confirm your cancellation before cancelling the bookings in the system Unconfirmed Reservations If a reservation is Unconfirmed, hovering over the warning triangle will explain what information is required to confirm the reservation o Update the missing fields and select Apply to and save the changes to the selected reservations.