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14.5. Guest Facing Site Group Mode Features
Now let's take a look at the Guest Facing Site features that your group coordinator and his guests will be able to access.
When you email the reservation details to the group coordinator and their guests, they will receive an email with a link to access their Guest Facing Site account and this specific reservation. When the customer follows the link provided in the email they will be taken to your Guest Facing Site and their specific reservation information as shown here.
This screen gives them a summary of their group reservation. It tells them allows them to complete their registration, get trip details, invite additional guests, view their invoice and make a payment. If they have other reservations these would also show up on this screen allowing them to manage all of their reservations in the same place.
To be able to see the reservation details for their group reservation, the group coordinator will click "Start Registration" which will take them to the "Complete Registration" page shown here:
Notice that this screen gives the group coordinator lots of detailed information regarding their group reservation. It shows them exactly who has reserved, whether or not they have paid their balance and whether they have completed the registration forms. All of this is very useful information that the group coordinator can use to remind their group members what needs to be done in regards to their individual reservations.
Also notice that it tells them how many additional spots are being held for their group and the hold expiration date. It even gives them the ability to invite other group members to join the reservation by sending them invitations through the Guest Facing Site email feature, through their Facebook or Twitter accounts or by emailing them a link straight from the group leader's own email client.
If the group coordinator sends an invitation to a group member they will be able to go online through the Guest Facing Site and add themselves directly to the reservation as long as there are still spaces available for them. If the number of spaces has been met for the group but there are still spaces available on the trip and the option to allow the "Reservation to Grow" was selected when you set up the reservation, they will still be able to make their reservation online through the Guest Facing Site.
All of the tools and options for the "Group Mode Reservation" work together to provide a large set of options to work with each group reservation, specific trip and customer needs. By using the Guest Facing Site, your group coordinator can have easy access to all of the information they need to organize their group and have a successful trip. You will also be able to access the information readily and simply in your office as well as make necessary changes to the group or individual reservations within the group.
This concludes the Group Mode Reservation Guide, if you have more questions or need further assistance please contact Tech Support by emailing us at support@arcticreservations.com or calling us at (601) ARCTIC 9 (that's 601-272-8429).