Overview

Once a group booking is created, the group detail page becomes your central hub for managing that group’s reservations. It shows a rooming list with every room in the group, who is assigned to each room, their dates, and the booking status. You can add new rooms, assign guests to TBD rooms, and navigate to any individual booking for detailed management.

Group bookings are especially useful during the lead-up to an event when the guest list is still being finalized. As names come in, you update the rooming list. On arrival day, you can check in rooms individually or navigate to each booking as needed.

Finding a Group Booking

1. Open Group Bookings from the sidebar (or navigate via Bookings > Group Bookings)
2. You see a table of all group bookings for your property with:
   • Group — the group name and organizer email
   • Organizer — the contact person’s name
   • Discount — the group discount percentage (if set)
   • Payment — the payment responsibility model
   • Created — when the group was created
3. Click any row to open the group detail page

The Rooming List

The group detail page shows a summary card at the top with organizer details, payment terms, and discount. Below that is the rooming list — a table of all rooms in the group:

Adding Rooms

Click the Add Room button at the top of the rooming list. This opens the new booking page pre-linked to this group. Complete the booking flow (dates, room type, rate, guest) and the new room automatically appears in the rooming list.

Assigning Guests to TBD Rooms

When a room is marked as TBD, the organizer acts as a placeholder guest. To assign the actual guest:

1. Click the eye icon or booking status badge on the TBD room’s row to open that booking
2. From the booking detail page, update the primary guest to the actual attendee
3. The rooming list updates to show the new guest name and status changes from TBD to Assigned

:::tip Assign guests as early as possible before check-in. This ensures the correct guest name appears on room assignments, check-in lists, and any pre-arrival communications. :::

Understanding Payment Responsibility

The payment responsibility setting on the group determines the intended billing arrangement:

• Guests pay — each guest is responsible for their own room charges. Payments are recorded on each individual booking’s folio.
• Organizer pays — the organizer is invoiced for the entire group. All charges still appear on individual folios, but you coordinate payment collection through the organizer.
• Split payments — a hybrid model where some rooms are paid by the organizer and others by individual guests.

:::info Payment responsibility is organizational guidance for your staff. Vesta does not automatically consolidate or redirect payments based on this setting. Each booking still has its own folio where charges and payments are tracked individually. The setting helps staff know who to approach for payment. :::

Viewing Individual Bookings

Each room in the group is a full booking with its own folio, charges, payments, and activity log. To manage a specific room:

1. Click the eye icon or booking status badge on the room’s row
2. The booking detail page opens — see Viewing Booking Details for all available actions
3. Use the breadcrumbs to navigate back to the group

From the individual booking, you can:

• Check in or check out the guest
• Add charges to the folio
• Record payments
• Cancel the booking
• Edit stay dates

Handling Common Situations

Guest list changes close to arrival

If a guest drops out and a replacement is coming:

1. Open the original booking from the rooming list
2. Change the primary guest to the new attendee
3. The rooming list updates automatically

Cancelling part of a group

To cancel individual rooms without affecting the rest of the group:

1. Open the specific booking from the rooming list
2. Cancel it through the booking detail page
3. The room remains in the rooming list with a “Cancelled” status badge
4. Inventory for those dates is restored

Group discount not showing on a room

The group discount is applied when rooms are created. If a room was added later, verify it was linked to the group. The discount percentage is visible in the group summary card at the top of the page.

Related Articles

• Creating a Group Booking — how to set up a new group
• Viewing Booking Details — manage individual room bookings
• Checking In a Guest — check in group members on arrival day
• Adding Charges to a Booking — add charges to individual room folios
• Recording Payments — record payments against room folios

:::permissions

• bookings:view — required to view group bookings and the rooming list
• bookings:create — required to add rooms to the group
• bookings:edit — required to update group details and assign guests to TBD rooms :::