Property Systems Training Bulletin

Transcription

1 Property Systems Training Bulletin Title: Creating a Meeting Room Booking in choiceadvantage Audience: Hotel General Manager, Director of Sales Date: April 20, 2011 What s happening? Renting your meeting space is a great way to bring in additional revenue. To enter a meeting room booking in choiceadvantage, create a Group Master. To create a meeting room booking 1. From the Create menu, select Group Master.

2 Page 2 of The Create Group Master page displays. Enter the Stay Information for the meeting: a. Arrival Arrival date for the meeting room. b. Nights Number of nights for the meeting. Even if the meeting is for a few hours, you will need to enter a minimum of one night. c. Departure If you have entered the number of nights, this field will automatically reflect the correct date. d. Fixed Cut-off This date is usually the same day as the meeting date; however this can be adjusted if the hotel requires advance notice of cancellation or if there are special requirements for banquet food or outside rental of equipment, etc. The appropriate cut-off date can be set requiring cancellation to avoid being charged for the obligations booked in addition to the actual meeting space. A Group Cut-off report can be run to check these dates if needed. e. Auto Drop Remove the check mark. f. Contract Due and Contract Received These date fields can be used if the hotel chooses. A Group Status report can be sorted and run by the contract due date or the contract received date.

3 Page 3 of Enter the meeting information in the Group Information section: a. Group Name Enter the Meeting/Company/Entity Name (e.g. Mary Kay MTG). This will allow staff to view this meeting under the group masters and know that it is a meeting only and not an actual group with sleeping rooms. Also, it is advised if a meeting room is being booked in conjunction with a group booking, the meeting room should be booked separately so it is not buried in the group and it is clear the meeting space is booked for that time. b. Guest Tracking Select Meeting Room (to create additional guest tracking codes, see the next section of this training bulletin). c. IATA Travel Agent IATA number if applicable. d. Company Profile Name If this meeting is associated with a company profile, you may enter the company name here to link the accounts for tracking purposes. e. Notes You may enter any basic notes or requests here. However, it is recommended that you use the contract form for terms and setup requirements. f. Charge Routing Select Route all charges to a Group folio. g. Suppress Rate This is not necessary for meeting rooms as no sleeping rooms are attached. h. Tax Exemptions This allows you to exempt a meeting room from taxes if applicable. Click the Tax Exemptions "Add Profile" link to enter the tax profile information. 4. Recurring Charges This section should be left alone as there are no sleeping rooms attached. 5. Click the CONTINUE button.

4 Page 4 of The Reservation Information/Group Guarantee page displays. The Guarantee Information section is used to specify the type of guarantee required. The Group Guarantee field will be the method of payment being used for the meeting room. The Guest Guarantee field can be 4P as there are no sleeping rooms attached. The Tentative Blocks remain at zero. 7. Click the CREATE TENTATIVE GROUP button.

5 Page 5 of Click Set Status to Definite from the Actions menu. Click YES to the confirmation pop up. 9. From the Actions menu, click View Group Folio. 10. The Group Folio page displays. Click Activate from the Actions menu.

6 Page 6 of Your meeting room is now reserved. Your staff can access this reservation by going to Find > Group Master and clicking on the Find Group Master button. The search can be made either alphabetically or by clicking on the arrival date and searching for the correct date. By adding the extension of MTG or any other designation the hotel may use, the staff can tell immediately that this is a meeting room reservation and can access for setup instructions as well as post any charges or payments as necessary. All meeting space rental should be booked using this method to provide accurate tracking of meeting room usage as well as a professional contract and receipt for the guest. 12. Click Edit Group Contract from the Actions menu to place contract terms such as rate for meeting space as well as any additional information regarding setup. This would include actual setup instructions for chairs/tables, etc and any items requested by the guest, such as water/coffee/food, etc.

7 Page 7 of 12 Note: By entering detailed and thorough information, your hotel staff can utilize the contract for noting the setup requirements, time, charge and payment for the use of the meeting facilities. 13. Click the SAVE CHANGES button. 14. Click the or PRINT button to or print the group contract. DONE!

8 Page 8 of 12 To add a guest tracking code You may create guest tracking codes to track your meeting space. For example, Meeting Room; or if you need more specialized tracking - Corporate Meetings, Social Meetings, etc. 1. From the Manage menu, select Hotel Configuration. 2. The Hotel Configuration page displays. Click Guest Tracking Codes from the Hotel Settings section.

9 Page 9 of The Guest Tracking List page displays. Click the Add button. 4. The Add Guest Tracking page displays. Enter the Guest Tracking Code Description and click the Save button. DONE!

10 Page 10 of 12 To post a charge or payment to a group folio 1. From the Actions menu, click View Group Folio. 2. The Group Folio page displays. If the folio is not activated, click Activate from the Actions menu. 3. Click Post Charge or Post Payment from the Actions menu to post a charge or payment.

11 Page 11 of The Transaction Detail page displays. Enter the desired information and click the Save button.

12 Page 12 of 12 To duplicate a group master 1. From the Actions menu, click Duplicate Group Master. 2. The Create Group Master page displays. Edit any necessary fields and continue as outlined in the first section of this training bulletin. DONE!