Group Profile main actions

Gabriela Garcia

Updated July 18, 2024 11:22

Overview

The Group Profile is a central hub for managing reservations tied to groups, such as companies, wedding parties, or travel agencies, in Cloudbeds' Group Management module. Each group profile may include multiple contacts with details such as their name, email, phone number, and additional information. These contacts are key for negotiations, handling availability, sending invoices, and discussing deposit and payment policies.

This guide will explain the Group Profile's main actions, from creating and editing them to creating contacts, deleting group profiles, and adding notes.

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Before delving into Group Profiles, we recommend reading this article to learn how to access and navigate the Group Management module.

Main actions

How to create a Group Profile

From the Groups page
Click +Create Group Profile

Name the profile
The Status is Open by default. This field will help you filter out active versus inactive groups. You can also set it as Closed from the group page.
Select the group Profile Type from the following list:
1. Group: is a one-time event, like a party or a wedding.
2. Company: This is for a corporate business that books the rooms for its employees.
3. Travel agent: This is for tour operators who book your property for their clients.
4. Wholesaler: It’s for OTAs, for whom you pay a commission for bringing the clients.

This field will help you filter your groups and doesn’t affect functionality.

Choose whether you want to Route to Group Folio or not:
1. If you choose YES, the transactions from individual reservations that belong to that Group will be automatically transferred to the master group folio and will affect the group balance due. The transactions will still appear on the reservations but will not affect the individual reservation's balance due.
2. If you choose NO, the transactions from individual reservations that belong to that Group will not be automatically transferred to the master group folio.
If you selected YES in the previous step, you must choose which Transaction Types from reservations in the group should be routed to this master group folio.
Select Reservation Folio Configuration for the group profile folio (if you have the split-folio functionality enabled).

If you select "Folio Configuration" and later change it on the "Manage Folio" page, the changes won't be applied to the folio in the group.

Select Source (for tracking purposes).
Enter the Address for the group (not required).
Add Notes if needed (can be done any time later).
Click Save.

The group profile will appear in the table on the Groups page.

How to edit the Group Profile details

Find the desired Group Profile from the Group Profile table and click the gear icon to edit its information.

You can also edit from inside the group by going to the Group Profile tab and clicking the pencil icon.

How to create contacts for a Group Profile

Find the desired Group Profile from the Group Profile table and click on the hyperlinked Name to open the group profile
Go to the Group Profile tab
Click +Add Contact

Fill in the mandatory Contact Details fields
Click Save

It's possible to have multiple contacts within a Group Profile and to use the same contact across multiple Group Profiles.

How to delete a Group Profile

Find the desired Group Profile from the Group Profile table and click the gear icon to Remove Profile.

This action cannot be reverted, and all data will be deleted. You can partially restore the profile using the Activity Log entries, but the process is manual.

How to add notes to a Group Profile

Follow these steps to add notes to a Group Profile, Allotment Block, Reservations, or Guests:

From the Menu , go to Groups and click on the hyperlinked Name of the desired group profile to open it.

Go to the Notes tab
Type the note
Click Submit Note. You must choose in which section the note should be submitted:
1. To All Guests
2. To All Reservations
3. To Group Profile
4. To All Allotment Blocks

Use the tabs below to review the notes
Click the print icon to print the note
Click on the gear icon to edit or archive the note

Go to Archived Notes
Click the gear icon, and click on Restore Note (if needed)

View and publish Group Account notes via the API

You can create, edit, and delete notes for Groups via the API. To do so, you must have a) Marketplace and Integrations enabled and b) Group Management enabled.

Related articles:

To learn how to add, view, and archive Booking Notes, click here: Manage Reservation Notes.
To learn how to access and use the note reports, click here: Note Reports

Learn more about how to manage Group Profiles here.