Periodic and Group Reservations

Periodic and Group Reservations

Periodic and group reservations are accommodation types that are subject to special processes within hotel management and are managed differently from standard individual reservations. When these two reservation types are managed correctly, they significantly contribute to the hotel's occupancy planning and support revenue optimization.

Periodic Reservations

Periodic reservations are used for stays that recur at specific intervals. For example, periodic reservations are created for business travelers who stay on certain days every month, corporate teams who come for weekly meetings, or event participants with seasonal regularity. The recurrence frequency is set as daily, weekly, biweekly, or monthly in the system. A start and end date is defined, and the system automatically creates reservations on the relevant dates.

In periodic reservations, all recurrences remain linked to the main reservation. This allows price changes, room type changes, or cancellations to be applied in bulk. However, if desired, an individual recurrence can be separated and made independent. For example, a specific week's reservation for a guest who stays every Friday can be changed to a different room type.

Group Reservations

Group reservations involve the simultaneous reservation of multiple rooms under the same organization. Group reservations can be created for different purposes such as wedding parties, conference attendees, tour groups, or sports teams. When creating a group, the group name, organizer details, accommodation dates, and estimated number of people are entered.

Room Blocking

Room blocking is the process of pre-allocating a specific number of rooms for the group. When a block is made, the relevant rooms are removed from the general sales pool and allocated exclusively to the group. A blocking period is set, and rooms not confirmed within this period can be automatically released. This mechanism prevents the hotel from unnecessarily losing rooms.

Group Pricing

Group pricing allows the application of bulk accommodation discounts differently from individual rates. The group rate is set as a per-room nightly rate or calculated on a total package price. The board type can be commonly defined for the entire group or may vary by room. Additional pricing rules such as child discounts and complimentary stay quotas are also defined at the group level.

Group Management

On the group management screen, the list of reservations, confirmation statuses, room assignments, and payment status are monitored in a single view. New rooms can be added to the group, existing rooms can be removed, or dates can be changed. The names and room pairings of guests within the group are organized as a rooming list. The rooming list is provided by the organizer and can be uploaded to the system in bulk.

Group Folio Management

In group folio management, two different models can be applied. In the first model, all charges are collected in a single group folio and billed to the organizer. In the second model, accommodation costs are reflected on the group folio, while extra charges are reflected on the guest's personal folio. This choice is determined by the group's contractual terms.

Group Check-in and Check-out

Group check-in can be performed in bulk. If room assignments have been made in advance, guests can be checked in individually or in bulk. Group check-out similarly supports bulk processing, and the group invoice is generated in one go.