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14.2. Adding a Reservation to a Group Reservation
Once a group reservation has been established, you can add new reservations to the group whenever additional guests call. The next steps will show you how to utilize the group name that you created to find the reservation, how to add additional guests to the reservation, view the associated invoices and change individual reservation details within the group.
Starting back at the home page you will type the "Group Name" into the "Search" box in the top right of the screen. In this case the "Group Name" is the "Sesame Street Gang" then hit "Enter" as shown here:
Since we only have one reservation under the Sesame Street Gang, Arctic will take us straight to the "Reservation Summary" page. If you have multiple reservations under the same "Group Name", Arctic will take you the most recently booked group with that group name. This is why a unique "Group Name" is very important. It can be very confusing trying to figure out which reservation you want. If you have a particular group that comes back every year or every couple of months you might want to consider adding a year or month to the "Group Name" when you make the initial reservation with the group coordinator just to make it simple to find later.
On the "Reservation Summary" page you will be able to add a reservation to the group by clicking the green "+Add Reservation to Group" button as shown here:
This will take you to the "Add Reservation to Group" page shown here:
Notice there are fewer available fields on the "Add Reservation to Group" page than on the normal "Create New Reservation" page. Since you are adding this person to the "Group Reservation" you do not need to select the trip the guest is going on. Therefore, the only fields available are those pertaining to the specific guest.
The first field is the "Select Person" box. This is where you will enter the customer you want to add to the reservation. Again for this exercise, we will assume we are entering a new customer.
To select a customer click the "Select Person" button and click the "Create Person" button. This will again allow you to enter the customer's information. Once you have completed the form, click "Submit" at the bottom of the screen. Again, Arctic will create a customer record for the Person database and enter the new customer into the "Select Person Field" on the "Add Reservation to Group" page.
Now the reservation proceeds as normal. You will add the number of guests this customer wishes to personally pay for and enter any "Notes" related to their specific reservation.
At the bottom of the screen there is a check box that will send the group coordinator an email letting them know that someone has added to the group reservation. This is very helpful to the group coordinator because it will allow them to keep up with who has reserved and who still needs to pay etc. when they check the reservation status online through the "My Module" portal. (We will discuss the "My Module" group features in more detail later in this guide.) Arctic, automatically selects the check box that will send the notification email to the group leader. You can deselect it if you know that the group leader is not interested in getting updates for each addition to the group reservation.
Once all of the reservation information has been entered for the new customer click "Submit"
This will take you to the "Reservation Created" Page. Where you can choose to "View the Details", "Create Another Reservation" or "Browse All Reservations". For the purpose of this guide click "View the Details". This will take you to the "Reservation Details" page as shown here:
On the "Reservation Details" page you now see the "Group Reservation" has 3 confirmed guests in 2 reservations, there are 9 additional spots being held until 5/11/13 and the Group can grow an additional 3 spots over what is currently being held for them.
Continue to the next section to learn how to edit a Group Mode Reservation.