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© 2026 Aven Hospitality. All rights reserved. |
Groups are a blocks of rooms are sold at an agreed upon rate, typically in blocks of ten rooms or more. Some examples of groups are group tours, weddings, associations, convention and corporate groups.
Contents
Customize the Add Group page by adding, hiding, and rearranging the order of the sections from the Add Fields button.
Note: Group Information and Group Contact Info are the only mandatory sections. Sections that are not displayed on the main Add Group page are still accessible under the More Settings section.
Click the View Availability button to show sellable inventory over a date range.
Use this section to set up the status or edit group details.
| Field | Definition |
| Group Code | A unique code used to locate a Group Rate. |
| Group Name |
The name of a group serves as an identifier in all applications. It should be descriptive of the item so that it can easily be recognized in a list of options. No special characters other than _ and - can be used in the group name. |
| Group Status |
Select a Group Status code to determine how the system manages group blocks. Choose from the following status options are listed below: Note: Only Tentative, Confirmed, and Hold are available in the drop-down until the group has been saved. |
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Confirmed Select to add a group block and to allow booking of reservations against the block inventory. With this status:
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Tentative Select to add a block of rooms in the Sell Limit field that does not affect available inventory and is only for monitoring purposes. With this status:
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Hold Select to add a Follow Up Date from the calendar icon to confirm the group's reservation at a later date. |
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| Booking Method |
Select the Booking Method from the drop-down menu. Note: Contact your property administrator to configure booking methods for your hotel if this field is not selectable. |
| Special Instructions |
This field provides space to record and review instructions and internal information about a group block. |
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Active |
When a group is Active, this option is available for use in all channels assigned to the hotel or chain. When a group is Inactive, this option is removed from display and channels assigned to the hotel or chain. |
| Category | Select from the list of Group Categories. Your category selection serves as a filter. |
| Group Alias | This field provides alternate names for groups that callers may use when contacting a call center to make reservations. If you enter multiple words, separate them by commas. |
| PMS Group Code |
This code should match group block code in the PMS. This code passes to the SynXis PM with the interface reservation messages when a group is created, updated, or deleted. |
| External Catering Code | This field is informational only. Use this field to record a code that originates in another system. |
| Short Description |
This field indicates the Default Short Description that displays when no customized or translated name is established.
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| Long Description |
This field indicates the Default Long Description that displays when no customized or translated name is established. The description can include upper- and lower-case characters. |
Use this section to record or edit the contact information for the group organizer. You can create a new contact or search for and assign an existing group contact. A group contact is the person that is the point of contact/communication for the group.
To create a new group contact, enter data in Contact fields to record contact information.
| Field | Definition |
| First Name | Enter the contact's first name. |
| Last Name | Enter the contact's last name. |
| Phone Number | Enter the main contact number for the group. |
| Enter the email contact for the group. The email address is used to deliver the group confirmation or cancellation. | |
| City |
Enter the city for the group contact. |
| State |
Enter the name of the state where the group resides. |
To use an existing group contact, click Search Contacts.
Enter search parameters.
Click Search.
Click Select on the group contact you wish to add.
Select the Market Source and Market Segment from the drop-downs for the group:
Market Sources - Selecting a source from the list ensures that each time a reservation is created for this rate, the selected market source links to the reservation.
Market Segment - Selecting a segment ensures that each time a user creates a reservation for this group, the segment links to the reservation.
Check the box beside each room type you wish to use in the group block(s).
A block is a set of hotel rooms that are held in advance at a fixed group rate. Once the group is confirmed, group guests can book reservations as part of the group. Creating a group block is a multi-step process.
Click Add Block button.
Enter the Block Details:
Block Name: Enter the name for the block you are creating (the Group Block is treated in a similar manner to rate seasons; thus, this would be similar to a season name).
Select Start and End Dates.
Note: The Start and End dates should be set to the dates that you want to block rooms for the group only - if you wish to allow guests to arrive before the group dates or to stay after the group has departed, you can add those dates using the shoulder function described below.
Select the Cutoff Type:
| Field | Definition |
| Days | Selecting the Cutoff Type of Days display the Cutoff Days field. Unused committed inventory returns to general inventory on a rolling daily basis the number of days configured in the Cutoff Days field prior to each day in the season (Block date range). |
| Date | Selecting the Cutoff Type of Date displays the Cutoff Date field allowing for the configuration of the last date (specifying a specific date) the guests may book reservations through the group block. |
Enter the Cutoff Date or Cutoff Days depending on the selection in the Cutoff Type field.
Cutoff Date - The cutoff date indicates the last day that the customer can book reservations through the Group Block. On the date entered in this field, the system releases all unreserved inventory back into general inventory. For example, if 10 rooms are allocated to the block, and only six of the rooms are booked, the remaining four rooms are placed back into general inventory immediately after Night Audit has been ran on the cutoff date. The cutoff date is a required field when the cutoff type has been configured as Date. The maximum cutoff date supported is 3 years from today.
Cutoff Days - Enter the number of days prior to each day in the season (Block date range) the unused committed inventory is to be returned to general inventory on a rolling daily basis. For example, if rooms are allocated for 12/19/2020 to 12/31/2020, and a cutoff day of 3 is entered, then the room inventory for 12/19/2020 is released on 12/16/2020, and the room inventory for 12/20/2008 is released on 12/17/2020, and so on. The Cutoff Days is a required field when the cutoff type has been configured as days.
Enter the Base Price for each of the room types associated to the block in the Base Prices field.
Select if the price does or does not include tax from the drop-down.
Click Add Shoulders to add shoulder dates.
Shoulders section allows you to determine if you wish to extend the number of days a guest can book reservations through the group and determine what pricing a guest offers for the days both before and after the group block. For each Room Type, the user can set a number of days prior to or after the group block for guests wishing to stay outside the block dates. The user can also decide to adjust the group rate by adding to or reducing the base rate by an amount or percentage.
For example: If you wish to allow guests to stay up to three days after the group departure date but pay a higher rate (by $30) than what they were quoted for the group dates. In this case, you would set the Post Stay Shoulder field to 3 days, and to add $30.00 to the base rate for guests staying past the last day of the group you would enter 30.00 and select USD. If you wished to reduce the rate for the extra days, you would enter -30.00 in the value field.
Click Set Offsets.
Offsets are used to calculate your Selling Price from your Base Price Room type and Base Price information are shown at the top followed by sections for each of the offset types available. There are 3 types of offsets that can be set:
Use Day of Week Offsets to adjust a rate based on the day of week.
Example: A hotel that is always booked for weekends can increase the Price Friday and Saturday by entering the amount (or percentage) under the appropriate day of week.
Occupancy
Occupancy Offsets allow you to attach supplementary charges to the base rate for additional persons. Use this offset to change your Base Rate to show a different Selling Price (by room type) according to the number of guests (occupancy) accommodated on a particular day of the week.
How Occupancy Offsets are assessed:
Occupancy Offsets are set by indicating either an amount or a blank in the field next to the number of occupants. The basic principles for entering the charges are:
In the grid below, there are several examples of how to set up charges for occupancy. Note that the same principles apply to the number of children.
| Examples | Base Rate | 1 Adult | 2 Adults | Extra Person Charge | Total Rate for 1 Adult | Total Rate for 2 Adults | Total Rate for 3 Adults |
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1 or 2 Adults – Base Rate Additional Adults at a rate of $20 each. |
$159.00 | $0.00 | $0.00 | $20.00 | $159.00 | $159.00 | $179.00 |
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1 Adult – Base Rate Additional Adults at $20.00 each. |
$159.00 | $0.00 | $20.00 | $159.00 | $179.00 | $199.00 | |
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1 Adult – Base Rate 2 Adults – Base Rate plus $10.00 Additional Adults at $20.00 each. |
$159.00 | $0.00 | $10.00 | $20.00 | $159.00 | $169.00 | $189.00 |
| Each Adult at a Rate of Base Rate plus $20.00. | $159.00 | $20.00 | $179.00 | $199.00 |
$219.00 |
You can configure automatic adjustments for your hotel if it is offering discounts (or penalties) based on the length of a guest’s stay. Enter the appropriate number of days in the range fields and the offset amount for each room type.
Example: A hotel that offers a 10 percent discount for a stay of a week or longer would have a day range of 7- 29 and a negative 10 % selected.
After you have created the block, visit the Product Allocation tab where you can allocate inventory for each room type.
Click the Product Allocations tab to assign inventory to the block.
Select the type of allocations you would like to configure from the Allocation Type(s) drop-down list - Committed, Limit, or Both. For definition of Committed vs. Sell Limit, see below.
Enter the appropriate number of rooms for this room type directly into the Block grid, by placing the cursor in the appropriate box under the date. This allows you to change the number of rooms blocked by day. If the number of rooms is the same for each night, the right arrow > next to the first date allows you to update each day of the block to the same amount. Enter the amount in the first Committed and/or first Sell Limit field and then select the > right arrow button. This places the recorded number of rooms in each day of the block.
Note: At the top of each column in the day-by-day allocation fields, the date is noted. Above each Committed field, you see the total number of available rooms in general inventory for the room type noted. Underneath the Sell Limit field, you see two fields marked as Sold and Available. The Sold field shows the number of rooms booked in the room type for the date. The Available field displays the number of rooms still available in the block for the room type in first the committed amount, followed by the sell limit amount.
Committed vs. Sell Limit:
An amount entered in the Committed field is allocated from general inventory to the group block. In other words, if you have 100 king rooms available and you enter 10 in the Committed field, the block has 10 rooms to sell, and general inventory is reduced to 90.
The Sell Limit field allows you to indicate if the guests are allowed to book more rooms than are allocated to the block. If no amount is entered in the Sell Limit field, the system automatically defaults to the same amount you entered in the Committed field into the Sell Limit field. For example, if the group only contracted with the hotel to use 10 rooms, but suggests that they might book as many as 15, the user can set the Sell Limit to 15 and allow five more rooms to be booked from general inventory, above and beyond the 10 that are allocated to the group.
When the Allow Group over-allocation access point is assigned, the Sell Limit value must be greater than or equal to the Committed quantity. If a user attempts to block more inventory than the group has available for a day of the week, a warning displays. Those with the access point assigned can override the warning.
Use this section to define who pays for specific charges related to group bookings. Select from the following options:
Group pays
Choose the Routing Code that includes all charges the group will cover.
From the Route To drop-down select the folio charges for the group will route to.
Select the Group Guarantee Method.
Individual pays
Select the Group Guarantee Method.
Once the Room Assignment section is complete, select between the Top Level Channels, Channel Connect Channels, and Tour Manager Channels to assign the group and associated rooms to channels.
Check the boxes to mark the room as assigned, or click Assigned from the drop-down.
Click Save. More settings are available after the group is saved.
Use the Company Profile section to search for and assign a company profile to a group. To search for a company profile:
Select the Search By criteria from the drop-down.
Enter the required information in the fields.
Click Search.
In the Search Company Profiles window, the results display. Click Assign to add the company profile to the group.
Use the Sales Manager section to record information about the sales manager assigned to the group.
Enter the sales manager information in the following fields:
Select a prefix from the Prefix drop-down.
Enter the sales manager's first name in the First Name field.
Enter the sales manager's last name in the Last Name field.
Enter the sales manager's phone number in the Main Phone field.
Enter the sales manager's email address in the Email field.
Use this section to attach rate level taxes to the group rate. Check any rate-level taxes to apply to the group.
Only rate taxes assigned to the group are eligible for tax exemption.
Search for a rate-level tax using the search bar.
Use the arrows to move the rate-level tax(es) on or off the list:
Select the Move All Right arrows to move all items from Unselected left list to the Selected right list.
Select the Move Right arrow to move a single selected item from the Unselected left list to the Selected right list.
Select the Move Left arrow to move a single selected item from the Selected right list to the Unselected left list.
Select the Move All Left arrows to move all items from the Selected right list to the Unselected left list.
The Hotel and Room Level tax section is for informational purposes only and displays any hotel or room level taxes that would apply to the group rate. Hotel and room-level taxes are configured for the property and are not editable in this section.
Note: To modify the taxes, edit the property's tax configuration in SynXis Central Reservation System → Setup → Property → Policies - Taxes.
Select a tax exempt reason from the Tax Exemption Reason drop-down to define why the tax has been exempted at the room, rate, or hotel level. By default, taxes are defined as Not Exempt.
Note: Tax exemption reasons are configured in SynXis CRS → Setup → Property → Tax Exempt Reason - Add Tax Exempt Reason. Exempted taxes in the SynXis Property Hub system do not post on no-show, cancellation, pre-posted, or manually posted charges, or when running Night Audit. Exemption is supported only for exclusive taxes.
Click Add to link a package to the group.
Use the arrows to move the package(s) on or off the list:
Select the Move All Right arrows to move all items from Unselected left list to the Selected right list.
Select the Move Right arrow to move a single selected item from the Unselected left list to the Selected right list.
Select the Move Left arrow to move a single selected item from the Selected right list to the Unselected left list.
Select the Move All Left arrows to move all items from the Selected right list to the Unselected left list.
Click Save to save settings and return to Edit Group page.
Enter the travel agent ID in the Travel Industry ID field and select the appropriate agent, or click Assign a Travel Agent to search for an agent by their name and city.
Note: Once a reservation has been saved, you are unable to unassign a travel agent. Any changes you make to your travel agent assignment must be made before saving or leaving this page.
More Settings provides links to additional configuration points for group settings.
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© 2026 Aven Hospitality. All rights reserved. |