Add a group reservation

1. From Sales, select Group sales.

2. Above the calendar, select Add.

   Tip: When you add a reservation, if you double-select a day on the calendar or right-select a day and selected Add, that date is automatically entered in the Date of visit field on the Add a reservation screen. If you select Add on the action bar to add the reservation, the current date is displayed.

3. Add or select constituent record to associate with the reservation. Be sure to complete all required fields.

   Note: If you select an organization constituent, the Contact field is displayed. This field includes all individuals that have a contact relationship with the organization. Select the individual to use as the contact for this reservation. If needed, you can add a new contact relationship for the organization to associate with this reservation. For more information, see Add a ContactRelationship. Once a contact is selected or added, the contact relationship address, phone number, and email are displayed.

4. For efficiency, the patron name is automatically displayed in the Reservation name field. If you selected an organization constituent as the patron, the last name of the group contact is also displayed. You can leave the default or edit the reservation name as needed. For example, you can enter a more specific reservation name like “Third Grade Field Trip” or “Hernandez Wedding Reception.”

5. If applicable, select a group type for the reservation. When you select a group type, any requirements for the group, such as resources, are automatically added to the reservation.

6. In the Comments field, you can enter additional information or notes about the group visit or facility rental.

7. In the Date of visit field, select the date the group will arrive.

   Tip: If the group visit or rental will span multiple days, enter only the first day here. When you create the group itinerary, you can plan each day of a multiple day visit or rental by adding scheduled events, admission programs, and custom items for the respective days.

8. The Quick itinerary field provides an alternative to scheduling the itinerary after the reservation is added and is helpful if you commonly process group reservations with a single scheduled event or admission program. This is especially useful for group visits that involve only a daily admission program. To create a “quick itinerary,” select a single event or program item in this field. This is an optional step.

9. The Arrival time and Departure time fields let you enter the specific times the group plans to arrive and depart from your organization. If you selected an item in the Quick itinerary field, you must enter times in these fields. Otherwise, you can leave the fields blank and enter the times later on the reservation record.

10. If you selected a daily admission item in the Quick itinerary field and configured default arrival and departure times for quick itineraries, the default times are displayed. Make changes as needed. If defaults are not configured, manually enter the correct times. For more information about default arrival and departure times when a daily admission item is selected in the Quick itinerary field, see Configure Quick ItineraryDefaults.

11. If you selected a scheduled event in the Quick itinerary field, the start and end times of the event are displayed in the Arrival time and Departure time fields. Make changes as needed.

    Note: If you enter times in both the Arrival time and Departure time fields but do not select an item in the Quick itinerary field, when you save the reservation, an itinerary is created with a custom item that spans the times you entered. You can think of this as a generic “visit” itinerary item. The name of the custom item will be same as the reservation name and no location will be assigned. You can edit the custom item on the itinerary as needed.

12. Under Number of visitors, select the price types and quantity of each to include in the group visit. These are the visitors who will attend. For example, you may have 10 adults and 40 students. If this is a facility rental reservation, select the price type you configured for rental purposes. The only price types available in the grid are those that are specifically allowed for the “Group Sales” sales method. If you do not select price types and quantities here, you will need to later when you add itineraries.

    Note: If you select an item in the Quick itinerary field, you must enter at least one visitor in the Number of visitors grid. If needed, you can adjust the number of visitors later on the reservation record.

13. The capacity needed for the group is displayed under the grid and is based on the quantity of price types you entered. The capacity available is how many visitors you can add based on the total number of visitors for all group reservations on that day. If you have configured a maximum capacity per day on the Group Sales Settings page but want to override that capacity and allow for additional visitors, select Exceed capacity available to override the constraints.

14. If you selected a group type for this reservation, and you also entered a visit date, arrival time, and departure time for the group, the Check for resource group type conflicts button becomes active. Select this button to see if resource conflicts exist for the day and times entered. If conflicts exist, they are displayed and you can use this information to change the reservation details. Or you can mark Ignore group type resource conflicts and proceed.

15. Select the Due Dates tab to review and configure the reservation deposit amount and due dates for receiving the reservation deposit, security deposit, contract, final count, and order balance.

    Tip: If your organization configured reservation defaults for group orders, the deposit amount and due dates are calculated based on those rules. The settings on this tab are applicable to both group visit reservations, as well as facility rental reservations. For more information about configuring default settings for reservations, see, Configure Reservation Defaults.

16. To not require a deposit for this reservation, clear the Reservation deposit required checkbox. If a reservation deposit is required, you can edit the due date and amount.

17. If the default deposit is configured as a flat amount, you can manually enter a new amount in the Reservation deposit amount field. However, if the default is configured as a percentage, you cannot change it here. Instead, you change the percentage on the reservation after it is saved. For more information, see Edit Group Reservations.

18. To not require a security deposit for this reservation, clear the Security deposit required checkbox. If a security deposit is required, you can edit the due date and amount.

19. If there is no default date configured, select the date by which the security deposit is due.

20. If the default security deposit is configured as a flat amount, you can manually enter a new amount in the Security deposit amount field. However, if the default is configured as a percentage, you cannot change it here. Instead, you change the percentage on the reservation after it is saved. For more information, see Edit Group Reservations.

21. To not require a contract for this reservation, clear the Contract required checkbox. If a contract is required for this reservation, you can change the due date as needed. For more information, see Configure ContractDefaults.

22. To not require a final count for this reservation, clear the Final count required checkbox. If a final count is required, you can change the due date as needed. For more information, see Configure Final CountDefaults.

23. Under Order balance, you can change the date that full payment must be received for the group order. Typically, full payment is due on the day of the group visit. For more information, see Configure Order Balance PaymentDefaults.

    Tip: In many cases, the final payment for a group visit or facility rental is due at the time of the visit or rental. If this is the case with your organization, the date that appears in the Order balance due field should be the same as the group’s visit date or rental date.

24. If there are tickets included in the order, select the Pricing Structure tab.

25. In the Pricing structure field, select whether to use per ticket or flat rate pricing to calculate the cost of the tickets included in the order. If this is a facility rental reservation that will not include tickets, the pricing structure selected on this tab does not apply and you can skip this step. Instead, pricing is charged according to the amount associated with the location booked.

• With per ticket pricing, the cost of a group visit is calculated based on the number of tickets included in the order. The specific cost of each ticket is determined by the price lists associated with the programs.

• With flat rate pricing, the amount charged for tickets in the order is determined by a rate scale. If you select “Flat rate” also select the rate scale to use. For more information, see Configure Flat Rate Pricing.

  Note: If you selected a quick itinerary on the Reservation tab that uses flat rate pricing, the appropriate rate scale will automatically appear in the Flat rate scale field.

26. Select Save.

From the reservation record, you can further define the group visit or facility rental by configuring arrival information, adding or editing the group itinerary, and processing payments.