SynXis Property Hub Help
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  1. Home >

  2. Setup >
  3. Groups >
  4. Group Configuration >
  5. Master Stay Record >
  6. Group Rooming List

Group Rooming List

The Group Rooming List is used to make, manage, or view all reservations that are attached to a particular group. Navigate to Setup → Groups → Group Configuration → Master Stay Record - Group Rooming List to perform the following tasks:

Contents:

  1. Search guest
  2. Group info section
  3. Today section
  4. Rate plan section
  5. Reservations
  6. Bulk reservations

Search guest

Click Search Guest to locate a Guest Stay Record for a group guest. You can search by Guest Name or Room Number.

Filter

Filter reservations under the Group Rooming List by:

  1. Reserved

  2. In House

  3. Checked out

  4. Departing

You can also filter by the Arrival Date Range. Select the calendar icons to filter the Guest Arriving Between and To fields by date.

Group info section

Displays the following basic group information:

Field Definition
Group Contact The group's main contact name.
Group Contact Phone The phone number for the main contact.
Group Contact Email The email address for the main contact.
Company The group's company.
Travel Agent Info

Displays the travel agent assigned to the reservation. You can also Assign a travel agent from the Group Info section, if needed.

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. 
Group Code The group's unique code used to locate a group rate.
Group Description A description of the group (i.e. business travel or event organizer).

Today section

Shows the number of arrivals, stay overs and departures for the group for the current business day.

Rate plan section

Displays rate plan and rate code associated with the group.

  1. Click Review Policies to display Deposit, Guarantee, Cancellation, and No Show policies associated with the group.

  2. Click OK to close the Review Policies window.

Reservations

Add Reservations

Complete the following steps to add a reservation under the group:

  1. Click Add Reservations from the Reservations table.

  2. Use the minus and plus buttons to select the number of reservations to be created.

  3. Click the calendar to select the check-in date, or enter the date in the Check-In field.

  4. Click the calendar to select the check-out date, or enter the date in the Check-Out field.

  5. Select the Room Type from the drop-down menu.

  6. Click Add to create reservations, or click Cancel to exit without creating any reservations.

Actions

You can perform certain individual or bulk actions from the Group Rooming List page.

  1. Select the checkbox(es) for the desired reservation(s) from the Reservations table.

  2. Click the Actions drop-down. You can select from the following:

Action Definition
Check In (Arriving Only) Click to check the reservation into the hotel.
Check Out (Departing Only) Click to check the reservation out of the hotel.
Assign Room

  1. Click the checkbox beside all reservations to assign room numbers.

Note: You can assign or unassign up to 250 rooms on the Group Rooming List page. The Status column must equal Arriving or Pre-arrival. Rooms are assigned to group reservations only. The SynXis Property Hub system does not allow the same room number to be given to unrelated reservations or check-ins without designated rooms during bulk room assignments. A message displays if there are no rooms available or if the selected room is dirty or out of order. 

  1. Click Assign from the Room column. The Room Assignment window displays.

  2. Search for a room by room number, or select a room number from the Room Number table. 

  3. Click Select to assign the room number, or click Search Other Type to view other available room types, if applicable.

  4. At the Is room clean? modal, click one of the following:

    1. Cancel - Closes the modal and does not change the room.

    2. No, Dirty - The previously assigned room changes to a dirty room status, and the new room is assigned.

    3. Yes, Clean - The previously assigned room remains in a clean room status, and the new room is assigned. 

  5. Click Save.
Unassign Room

  1. Click the checkbox beside all reservations to unassign room numbers.

  2. Click the room number from the Room column. The Room Assignment window displays.

  3. Click Unassign. The Reservations table updates to display an Assign option in the Room column.
Authorize

You can initiate manual credit card authorization from the Group Rooming List page if Allow Authorization Options is enabled (Setup > Property Hub Configuration > Property Settings - Financial) for your property. 

  1. Click to initiate manual credit card authorization. The Authorize window displays.

Note: You can select up to 250 guests fromthe Group Rooming List for authorization. Invalid reservation statuses include Cancelled, No Show, and Checked Out. Ad-hoc Manual Authorization processes reservations by their primary payment method. Debit card payment methods and reservations without a valid credit card payment method are excluded from the authorization process.

  1. Select the type of authorization:

    1. (Default) Authorize up to the total of the first night room and tax charges -
      This option is only available for Pre Arrival or Arriving reservation statuses. 

    2. Authorize estimated remaining balance of each reservation

    3. Enter an authorization amount - 
      If selecting this option, you must then enter a value in the       Amount field before continuing.

  2. Click Authorize.

Note: After the authorization completes, the Total Authorized Amount displays in the Primary Folio and Folio Summary. For suppressed rate and SUCC guaranteed reservations, the authorization reflects in the No Print folio. You can also view the Credit Card Log for the reservation. 
Post Charges

Click to post charges to a guest's folio.

After checking in guests in bulk, you can post a charge to multiple selected guests, including those with non-English characters in the First Name and Last Name fields.

  1. Click the checkboxes next to the checked-in guests to post a charge to their folio.

Note: You can select up to 250 guests.

  1. Click the Actions drop-down menu.

  2. Click Post Charges. The Post Charge to Reservations window displays.

  3. Enter the required information in the Folio, Charge Code, Amount, and Description fields.

  4. Click the Include Taxes checkbox to include the taxes on the charge if needed.

  5. Click Post Charge. 

Note: A message displays indicating that you can continue posting charges. Continue to fill out the required fields to post charges as needed to the selected guests' folios, or click Actions History to view the status of the posted charge. 
Cancel Reservation

Click to cancel a guest reservation.

Note: If you do not have user permission for the Allow Front Office Overrides access point and the Restrict in Property Hub access point is enabled, manager approval is required to cancel the reservation. 
Actions History

Click to view the Actions History table.

The Actions History table displays list of all completed assignments, and a log of operation tool updates are saved in the system. If rooms are not clean, not assigned, or if there are no vacancies, an error or warning log displays in the Actions History table.

  1. Filter by Action, User, or Status to view specific reservations. 

  2. Click Print to print a PDF of the action history for the reservation.

Note: The Actions History log is only available for viewing and printing for 24 hours.

  1. If applicable, click the Expand caret to view the warning or error reason and select View reservations to open the guests' reservations that have completed or failed the respective action.

Bulk reservations

To check in, check out, or cancel multiple reservations at a time:

  1. Click the checkbox beside all reservations to be checked in or out or canceled.

Note: You can assign or unassign up to 250 rooms on the Group Rooming List page. The room status must equal Arriving to check in or Departing to check out. 

  1. Click the Actions drop-down and select one of the following actions to perform in bulk:

    1. Check In (Arriving Only)

    2. Check Out (Departing Only)

    3. Cancel Reservation

Note: For bulk check-ins, guests that are paying in cash or with a check cannot be checked in. An error displays in the Actions History table for cash paying guests. For bulk check-outs, reservations are checked out regardless of payment method if the guests' folios are settled. For bulk cancellations, assign one cancellation reason for all reservations. If the reservation has routing room charges from another room or is non-cancellable, the cancellation cannot be completed.

 

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