Groups Summary Page Overview
The Group Summary Page provides users with an overall view of any custom group. This screen provides users with the ability to access the quote letter and confirmation letter, send invoices and documents, create child reservations, make payments, apply a refund, and jump to the groups back-office application where users can build the supplier, services, and rates for the group.
Navigating the Summary Page
When a user first accesses a group, they will be automatically presented with the group summary page. This page provides users with an overall summary of the group including all of the existing bookings (referred to as child bookings), the hotel details under the Accomodation Information, and the summary of the group header. Users also have the opportunity to navigate through different menus on the group summary screen to appropriately manage the group.
The below summarizes the available options available to users from the Group Summary page.
Group Management
When selecting the group management tab, users will be taken to the back-office Groups screen. This groups screen has a similar view to the back-office options in product. The back-office groups screen, however, comes equipped with a specialized navigation bar that is designed specifically for custom groups. The back-office screen is where users can add services into the group, control the costs, add the inventory, set-up the communication timing under the product events, control the mark-up values, and import new passengers. For more details, access the managing groups overview article.
Payments
The payments tab allows users to view the payment history, make a payment on the group, apply a refund, and view the profit and loss report.
Options
The following options are provided under the options menu:
Reload Reservation
This option will refresh the page and display the group summary page. Users can select this option to pull and display the most current details on the group.
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Example If any changes were made to the group, users can select the "reload reservation" to view the updates. |
Edit Header
When users access "edit header," there are a variety of details that can be updated. These details are entered while the group is created, however, these field can also be edited after the group is created.
Contact Details: Update the lead contact on the group by searching for existing contacts with the magnifying glass. The contacts can either be the lead passenger, group leader, or the travel agent. The list of contacts available are pulled from manage contacts.
Customer Details: If group is under an agency, update the agency under the customer details by searching with the magnifying glass. The list of customers available to sesarch from are pulled from manage customers.
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The ability to update the contact or the customer after a group is created can be helpful in the event that the agency or the lead contact changes. |
Deposit Amounts: Deposit dates and amounts can be set either in markets under system settings in the security subsystem or within booking rules. In the group header, users can select "use market rule." This will pull the default deposit and final payment rules. As contracts are negotiated, users may determine that instead of using the market rules for deposit amounts and dates, they may want to customize the payment amounts and dates for that particular group.
Group Operator: The operator on the group is the user that originally created the opportunity. This can later be changed under the header under the advanced fields.
Messages
To review the history of the group, users can select the "messages" option. Selecting this option will direct users to the operations history screen. Users will be able to view revisions, and any messages that were sent on the group. View the operations history article for more information.
View/Add Memos
Add or assign memos under the View/Add Memos option.
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Note: These are internal memos. Users can assign follow-up memos to other internal users within the organization. These memos will appear on the users calendar. |
Add Manual Item
Users can access the manual item screen from the "options" menu. Typically, manual items are used any time a user needs to enter something additional onto the reservation such as a change fee.
Parent Reservation
To only view the parent reservation and not the full group summary, users can select the "parent reservation" option. This provides users wtih the option to view the full cart for the parent reservation.
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Note: Parent reservations are created to act as a shell. There are times the main contact or group leader will be booked on the parent reservation. Users can also add any manual items that may apply to the whole group in the parent reservation as well. |
Queues
Users have the option to manually add a booking to a queue.
The queue options are pulled from the res queue management screen.
Documents
Under the documents section, users will be able to customize the quote letter, confirmation letter, statement, and technical itinerary. Users can also view/send their documents directly from reservations.
Quote Letter: The Quote letter is designed to provide users with an overall itinerary, itinerary highlights, and price. The default details on the quote letter are generated from screens such as booking rules, supplier amenities, and from the components in the group, however, users can edit the details as needed directly from this screen.
Confirmation Letter: The Confirmation letter is designed for users to send a "confirmation" of the quote to their perspective customer and is provided to the customer once they confirm the quote provided.
Statement: Users can view the overall status, financials and inclusions of the group. The statement report provides a complete bird's eye view of the group itself.
Technical Itinerary: The technical itinerary is the day by day itinerary. This typically includes the hotel details, tour details, pick-up and drop-off times, and more as it pertains to the group.
For more information, view the Group Documents article.
Preview and Book
Once the departure information and costs are added to the group in product, users can use the preview and book option to create child reservations. Users can also import passengers under the groups management screen to create child bookings. View the passenger management article for more information.