Home → Arctic Reservations → Group Mode Reservations → Making Changes to a Group Mode Reservation
14.3. Making Changes to a Group Mode Reservation
Now let's discuss how to make changes to the main reservation and how to make changes to the individual reservations.
Notice at the right on the screen there are four buttons. They are as follows:
+Add Reservation to Group, Cancel Group, Remove Group & Return.
We have already discussed the "+Add Reservation to Group" button. The other buttons are fairly obvious in their function. The thing to remember about these buttons is that they control the entire reservation for the group. So if your group wishes to cancel entirely you will use the "Cancel Group" button to cancel the group's reservation and each party in the group. If you wish to delete the "Group" reservation and each party in it then you will use the "Remove Group" button. The "Return" button will take you to the "Browse Reservations" page.
To make changes to the individual reservations within a group reservation you will click the "Actions" drop down menu next to each reservation as shown here:
Choosing any of the options shown in this drop down menu will take you to straight to the information associated with the individual reservation you want to edit or view.
You can also cancel an individual reservation from the group reservation from this menu by clicking the "Cancel" option shown in the "Actions" drop down menu next to the individual reservation that you wish to cancel. Note: Arctic will not allow you to remove the "Primary Reservation" from the Group Reservation. You will use the individual removal tool, if you have an individual who decides that they cannot go on the trip and wishes to cancel. When you remove the individual reservation from the group reservation, Arctic will take you to the "Cancel Reservation" page shown here:
Arctic will ask you if you are sure you want to remove the reservation from the group.
Notice, Arctic also gives you the ability to choose any cancellation fees that should be assessed to the guest that is canceling. You can choose "No Cancellation Fee", "The Total Amount Billed" or a "Custom" amount. Arctic also explains that all of the existing charges will be removed from the invoice, leaving just a cancellation fee representing any non-refundable income from this activity.
Once you have selected the appropriate cancellation fee, click "Submit" to proceed with the cancellation. If you do not wish to cancel the reservation you can click "Cancel" and Arctic will return you to the "Browse Reservations" page and leave the reservation in tact.
If the group coordinator calls and needs to cancel the entire reservation for the group you can cancel the reservation by clicking the "Cancel" button at the right of the "Reservation Details" page. This will take you to the "Cancel Reservation" page where Arctic will confirm that you really want to cancel the reservation and give you options on how to handle the invoices associated with the group reservation. This will cancel the entire reservation not just the "Primary" or other "Individual" reservations make sure this is what you want to do. Choosing the wrong option can loose a lot of data if you move through this process to quickly.
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Note: When cancelling an entire "Group Mode" reservation, be aware that the cancellation screen where you assess fees currently only assesses Cancellation Fees to the Primary Guest's Reservation. However, all trip charges are removed from each Individual Reservation's Invoice within the group. To assess Cancellation Fees to the other Individual Reservation Invoices, you will have to edit each of those invoices manually.
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To change a "Group" reservation from one trip to another, you will click the "Actions" drop down menu next the "Primary Guest's" name and choose "Edit" as shown here:
This will take you to the "Update Reservation" page shown here:
On this page you will be able to change the trip selected for the group by clicking the "Select Trip" button. This will bring up the "Trip Selector" page, where you can choose the correct trip for the "Group" Reservation. You can also edit the "Group" information my scrolling down to the "Group Mode" section of this page you can change the total number of guests for the reservation, the group name, the hold dates etc. This is also where you will make any necessary changes to the "Primary Guest's" reservation.
Once you have made the appropriate changes to the "Group" Reservation, scroll to the bottom of the screen and click "Submit" to save your changes.
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Note: When moving a "Group" Reservation from one Trip selection to another, as long as both Trips have pricing levels with the same name, it will update the prices on the invoice as well. If it can't find a matching pricing level on the new Trip, then it will just leave the invoice untouched.
If there is no equivalent pricing level (a pricing level with the same name as the previous Trip selection), Arctic will give all the guests a custom pricing level with the old pricing level name and cost on the new Trip selection. If this is not the desired result, you can choose "Edit" from the "Actions" drop down menu for each reservation in the group, and reallocate the guests from the custom pricing level to the desired pricing level. This scenario is illustrated here:
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In the final section of this guide we will discuss the Guest Facing Site features for Group Mode Reservations.