Groups Summary Page
- Oz Akman
- Anthony Pepe
Groups Summary Page Overview
The Group Summary Page provides users with a comprehensive view of any custom group. This screen enables users to access the quote and confirmation letters, send invoices and documents, create child reservations, make payments, apply refunds, and navigate to the group’s 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 are automatically presented with the Group Summary Page. This page offers an overview of the group, including all existing bookings (referred to as child bookings), hotel details under Accommodation Information, and a summary of the group header. Users can also navigate through various menus on the Group Summary screen to manage the group effectively.
Below is a summary of the options available on the Group Summary Page:
Group Management
When selecting the Group Management tab, users are directed to the back-office Groups screen. This screen has a similar layout to the back-office Product options but includes a specialized navigation bar designed specifically for custom groups.
Within the back-office screen, users can:
Add services to the group
Control costs
Add inventory
Set communication timing under Product Events
Manage mark-up values
Import passengers
For more details, access the managing groups overview article.
Payments
The Payments tab allows users to:
View payment history
Make a group payment
Apply a refund
Access 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.
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 by searching for an existing contact using the magnifying glass. Contacts can include the lead passenger, group leader, or travel agent. The contact list is pulled from Manage Contacts.
Customer Details: If the group is under an agency, update the agency by searching with the magnifying glass. The available list is pulled from Manage Customers.
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 configured via Markets under System Settings or through Booking Rules. Users can select Use Market Rule to apply default deposit and payment rules. Custom payment rules can also be set for individual groups based on contract terms. 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: Displays the user who originally created the opportunity. This can be updated under Advanced Fields in the header.
Messages
To review the group’s history, select the Messages option to access the Operations History screen. Users can view revisions and messages associated with the group. View the operations history article for more information.
View/Add Memos
Add or assign memos under the View/Add Memos option.
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
This option allows users to view the Parent Reservation only, without the full group summary. It provides access to the parent reservation cart.
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.