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Several bookings in one group

Link bookings into a group, shared dates and payer, cancelling rooms, checking group guests in and a partial result

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Several bookings in one group

A group links bookings that came as "one order": a family in three rooms, a company's staff, a tour operator's tourists, wedding guests. Each room keeps its own booking and its own bill, and the group lets you work with them together: see them in one list, move dates, set a common payer and cancel them at once.

Who: a front desk employee or administrator with access to the location's bookings.

Create a group#

There is no separate "create group" step: a group appears when the first booking gets its name.

  1. Open Rooms → the Calendar tab and press a booking bar (or create a new booking from an empty cell).
  2. In the Group field, choose + New group….
  3. Enter the Group name (tour operator, company, event) — up to 80 characters — and save the booking.
  4. For the next bookings, choose this group in the same Group field — in the new booking form or in the card of an existing one.

How to check: a Groups in this window strip appears above the calendar with a chip "👥 {name} · {number of rooms}". The strip shows groups that have bookings in the visible calendar window.

To remove a booking from a group: in the booking card, choose — no group in the Group field.

A group can also be created together with a room block — with the Group field in the block form.

Open the group panel#

  1. Press the group chip in the Groups in this window strip — or the 👥 Open group button in the booking card.
  2. The Group — {name} panel opens on the right: a summary "{n} rooms · {n} guests · check-in → check-out" and the rooming list (room, guest, dates, status, balance).

The panel lists only the group's active bookings: booked and checked in. Cancelled and checked-out bookings are not listed. A booking without an assigned room is shown as "not assigned".

Add a room#

  1. In the group panel, press ＋ Add a room.
  2. The regular booking form opens: the group is already selected and the group's common dates are filled in (check-in no earlier than today).
  3. Choose the room, guests and rate and press Create reservation.

If the room is taken on these dates, the form says so — choose another one. More about the form: Create, change and cancel a booking.

Rename the group: ✎ Rename group, the new name and OK. The name is written to every booking of the group; you will see "Group renamed".

Move the dates of the whole group#

  1. In the group panel, find the 📅 Move the whole group block.
  2. Enter the new check-in and check-out dates.
  3. Press Apply to all rooms.

What happens:

  • booked rooms get both new dates;
  • checked-in guests only get the new check-out date — their check-in has already happened;
  • rooms where the new dates clash with another booking or where there are not enough rooms of that type stay as they are — they are listed below the panel in the line "Failed: {rooms}".

The result is a message "{ok} of {n} rooms moved". If something was not moved, the message is red: handle those rooms one by one in the booking card (choose another room or other dates).

Night prices are recalculated by the same rules as a regular booking date change.

Group payer and the common bill#

Often one person or company pays for the whole group's stay, while guests pay for the minibar and bar themselves. For this, set a group payer — one of the group's bills becomes the common one.

  1. Check in at least one guest of the group: a bill appears at check-in. While nobody is checked in, there is nothing to choose from.
  2. In the group panel, 💳 Group payer block, choose the bill that will be the common one.
  3. Press Set as payer. You will see "Payer set for {n} folios". In the rooming list this bill is marked "💳 payer".

What goes to the common bill: stay and tax of every other open bill of the group. Extras (bar, minibar, room service) the guests pay themselves on their own bills.

Checking guests in after the payer is set? When checking in from the group panel, the Charge stay to the group payer checkbox is there (on by default): the new bill is linked to the common one straight away.

To remove the payer: choose — each guest pays their own stay and press Set as payer.

Company bill and guest bill#

If a company (counterparty) pays for the stay, set this in the booking card, Payer block: Company and the Billed to the company checkboxes — which charges the company pays (stay and taxes by default). Everything else on the bill is paid by the guest. The stay bill then shows two windows: what the company pays and what the guest pays. More: Guest and company bill.

There are never more than two windows — "guest" and "company". Windows are not turned on for a bill that is already linked to the group's common bill: its stay goes to the payer anyway.

Cancel the group's booked rooms#

  1. In the group panel, find the cancellation block. It is shown only if the group has booked (not yet checked-in) rooms.
  2. Optionally fill in Cancellation reason.
  3. Press Cancel all booked rooms and confirm: "Cancel every booked room of this group? Checked-in guests are not affected."

The result is "{ok} of {n} rooms cancelled". Checked-in guests stay as they are.

A penalty is not calculated in a bulk cancellation. If the rate terms call for one, settle it in the card of each cancelled booking with the Decide penalty button — see Cancel a booking with a reason. To cancel one room with a penalty right away, cancel it from the booking card, not from the group panel.

Check in group guests#

A group guest can be checked in one by one — with 🛎️ Check in on the rooming list row — or several at once with the 🛎️ Check in the group block below the list.

One by one:

  1. In the group panel, press 🛎️ Check in in the guest's row.
  2. You will see "Guest checked in" and the Guest folio link window — a link and QR code with which the guest sees their bill and orders to the room. Copy the link or show the QR to the guest.

While one operation is running, the other buttons are disabled — wait for the result. If the booking's room is not assigned yet, the system picks a free room of that type itself.

An error shows "Check-in failed". Open this guest's booking and check them in from the card: the reason is visible there. How check-in works: Check a guest in and out at the front desk.

Several at once:

  1. The Check in the group block lists the group's reservations: room, guest, dates and a readiness check.
  2. Ready reservations are ticked automatically. A row without a tick shows why:
    • Pre-arrival form not received, Room is not cleaned yet, Room is still occupied, Arrival is not today — you can tick it yourself if you are sure;
    • No guest name, Departure date has passed, Room is out of order, Day-use booking for another day — open the reservation (the guest-name link) and fix it first;
    • Already checked in, Second part of a split stay — the row is skipped.
  3. Press Check in selected (N). Reservations are checked in one after another, exactly as with the row button: document, payment, room-status and permission checks apply as usual. Up to 30 reservations per run; Stop after current interrupts the queue.
  4. The Result column shows Checked in (the 🧾 Folio button opens the guest folio link and any unfinished check-in steps) or Not checked in with the reason and an Open link to the reservation.

If Charge stay to the group payer is ticked, folios opened by the batch are routed to the group folio right away — as with one-by-one check-in.

A failure in one room does not undo the others: checked-in guests stay checked in. Fix the cause and press Retry failed — only reservations still waiting for check-in are retried.

If the page reloaded or the connection dropped mid-run, open the panel again: the last run is kept and matched against the reservation status (rooms that made it show Checked in, the rest Not checked in and can be retried). A retry never opens a second folio: for an already checked-in reservation the system returns its existing folio. While the group is being checked in from another tab, the block says so and does not start a second run.

The block checks in only what is already prepared in the reservations: it does not ask for guest documents, companions or a negotiated price. To enter a document or change the price, check the guest in from the reservation card.

If some rooms were not processed#

Renaming, moving dates and cancelling run for each booking separately: a failure on one does not stop the others. So the result can be partial:

  1. Read the result: "4 of 5 rooms moved", "2 of 3 rooms cancelled".
  2. Below the panel there is a Failed: {rooms} line. For a date clash it holds only the room number; for another error, also its text in brackets.
  3. Open each failed booking from the rooming list and repeat the action for it manually.

Pressing Apply to all rooms again is safe: bookings that already have the new dates are simply skipped.

If the panel did not load, you will see "Could not load the group — try again" and a ↻ button.

What is not available yet#

  • Checking in the whole group as one operation is not possible: Check in the group checks reservations in one by one, a failure in one does not undo the others; guest documents are not entered in bulk.
  • A check before a bulk action does not exist: clashes show up afterwards, in the result message.
  • Choosing which charges go to the group payer is not possible in the panel: always stay and tax.
  • A third bill window and splitting one line between windows do not exist.
  • A penalty is not entered in a bulk cancellation.

FAQ#

Can I add bookings that already exist to a group?#

Yes. Open each booking and choose the group in the Group field.

What happens to checked-in guests when I cancel a group?#

Nothing: Cancel all booked rooms cancels only bookings that are not checked in yet.

Why is the payer list empty?#

Bills appear at check-in. Check in at least one guest of the group — their bill can then be set as the payer.

Why is the group not shown above the calendar?#

The strip shows groups that have bookings in the current calendar window. Scroll the calendar to the group's dates or open the group from the card of one of its bookings.

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