Track group pickup and coverage

The group booking page helps staff and the main contact follow room pickup. It also provides an informational coverage report.

Group coverage is not a payable master folio. Room charges, extras, payments, and balances stay on each reservation's folio. Coverage settings do not remove or reduce a guest's required deposit.

Check pickup progress

Open Bookings → Group Bookings and select the block.

Review:

• Picked-up rooms compared with total rooms
• Rooms still held
• Guest names and reservation status
• Stay dates, release date, and arrival date
• Estimated rates for rooms that are still held

Use the room list to follow up with the main contact before the release date.

Choose what the report includes

Under Group coverage reporting, use the switches to choose what appears in the report:

• Include room charges in group coverage includes room charges and related cancellation adjustments.
• Include incidentals in group coverage includes products, packages, and extras.
• When both switches are off, all activity stays off the group report.

Changes appear on both the staff page and the private contact management page.

Understand the totals

The coverage section shows selected activity from picked-up reservations. Held rooms (est.) shows an estimate for rooms that have not been claimed.

These totals are planning information. They are not a bill, a guaranteed contracted total, or proof of payment. Use each reservation's folio for collections, refunds, and accounting.

View or print a statement

1. Select View statement in the coverage section.
2. Review the roster and reported amounts.
3. Use your browser's print command to print or save the statement.

The main contact can also open the statement from their private management page.

Common problems

• The covered total is zero: Check the two coverage switches and confirm that rooms have been picked up.
• A payment is missing: Payments do not move to a group folio. Open the guest's reservation folio.
• Held-room totals changed: Held amounts are estimates and can change with inventory, rates, or room pickup.
• The contact cannot see the report: Check that the contact management link is current and not revoked.