Overview

When a guest needs more than one room — a corporate retreat, a wedding party, a sports team, a family reunion — you create a group booking. A group booking is a container that links multiple individual room reservations together under one group name, with a shared organizer and optional group discount.

Each room in the group is still a regular booking with its own guest, dates, rate plan, and folio. The group booking ties them together so you can see the full picture at a glance: who is in each room, what dates they are staying, and what the total cost is.

Two Ways to Create a Group Booking

There are two entry points depending on how much information you have upfront:

Option A: Create Group with Rooms (Recommended)

Use this when you know the room details (dates, room types, guests) and want to set everything up in one step.

1. Open Bookings from the sidebar and click New Booking
2. Toggle the Group booking switch at the top of the page
3. The Group Booking Builder appears below

Set up the group:

4. Choose Create new group (or Use existing group if the group already exists)
5. Enter the Group name (required) — for example, “Smith Wedding” or “Acme Corp Retreat”
6. Optionally select an Organizer by searching for an existing guest. Selecting a guest auto-fills the name, email, and phone fields.
7. Choose the Payment responsibility:
   • Guests pay (default) — each guest pays for their own room
   • Organizer pays — the organizer is invoiced for the entire group
   • Split payments — a mix of organizer and individual payments
8. Optionally set a Group discount percentage (0—100%)
9. Add any Notes (visible to guests) or Internal notes (staff only)

Add rooms:

10. In the Rooms section, the first room card is already open. For each room:

    • Set the check-in and check-out dates
    • Enter the number of adults and children
    • Select a room type from the availability results
    • Select a rate plan — each option shows the price and available count
    • Either assign a guest by searching, or click Mark TBD if the guest is not yet known
    • Optionally add a Group room label (e.g., “Room 1”, “Bridal Suite”, “Coach A”)
    • Optionally add special requests or internal notes

11. Click Add room to add more rooms. You can also click the copy icon on any room to duplicate it with the same settings.

12. Review the summary at the bottom — it shows all rooms with their dates, guests, and prices, plus the estimated total (with discount applied if set)

13. Click Create group booking

:::tip Different rooms in the same group can have different dates, room types, and rate plans. This is common for groups where some members arrive early or stay longer than others. :::

Option B: Create Group First, Add Rooms Later

Use this when you want to set up the group shell and add rooms over time as the guest list is finalized.

1. Open Group Bookings from the sidebar (or navigate via Bookings > Group Bookings)
2. Click New Group
3. Fill in the group details (same fields as above: name, organizer, payment, discount, notes)
4. Click Create Group
5. You are taken to the group detail page. Click Add Room to start adding individual bookings to the group.

Each “Add Room” click takes you to the regular new booking page, pre-linked to the group. Complete the booking as usual and it will automatically appear in the group’s rooming list.

TBD Rooms (Unassigned Guests)

When you do not yet know which guest will stay in a room, mark it as TBD. This is useful when:

• The organizer is blocking rooms but the final attendee list is not ready
• A team is reserving rooms and will assign players later
• Replacement guests may be added close to the arrival date

When a room is marked TBD, the group’s organizer guest is used as a placeholder for that booking. This means:

• The organizer must be linked to an existing guest record in your property
• Notifications and confirmation emails go to the organizer
• You can reassign the room to a specific guest at any time from the group detail page

:::warning You must set an organizer guest on the group before you can create TBD rooms. If you try to mark a room as TBD without an organizer, the system will show an error. :::

What Happens After Creation

• All room bookings are created with status Confirmed
• Each room’s inventory is decremented for its dates
• Accommodation charges are generated for each booking’s folio
• The group discount (if set) is applied to the pricing
• Staff receive a group booking created notification
• The group appears in the Group Bookings list

Handling Common Situations

Adding a room to an existing group

Open the group detail page and click Add Room. This navigates to the new booking page with the group pre-selected. Complete the booking as usual.

Removing a room from a group

Navigate to the individual booking and cancel it. Cancelled bookings remain visible in the group’s rooming list with a “Cancelled” status badge.

Changing the group discount after creation

Open the group detail page and edit the group details. Note that the discount applies to new bookings — existing bookings retain the pricing from when they were created.

Related Articles

• Managing Group Bookings — view the rooming list, assign TBD rooms, and manage the group
• Creating a Booking — how individual bookings work
• Viewing Booking Details — manage individual room bookings within the group
• Cancelling a Booking — cancel individual rooms or the entire group

:::permissions

• bookings:create — required to create group bookings and add rooms
• guests:view — required to search for organizer and room guests
• guests:create — required to add new guests during group creation :::