Groups - Allotment Blocks Overview

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A Group Allotment Block is an availability block for specified dates. Within a group, such as a wedding party, a property may choose to create an allotment block(s) to reserve availability at a special or base price.

When creating a Group Allotment Block, a property may decide to block availability for the number of rooms agreed upon or may decide to have a special group rate without blocking availability.

One group profile may have several allotment blocks.

To create an allotment block you need to create a group profile first:

Groups - Creating a Group Profile. Group Profile Overview

Creating an Allotment Block

Step 1. Open Allotment Blocks tab

1. On the "Groups" page open the desired group profile

2. Click on the "Allotment Blocks" tab

3. Under the tab click "+Create Allotment Block"

Step 2. Set Allotment Block Name and Status

1. Enter Allotment Block Name

2. Select Allotment Block Status

  • Tentative: allows to specify availability but does not take rooms out of your general inventory and does not allow to book reservations within the block.
  • Definite: allows to allocate rooms from general inventory (normally, this option is selected if the group guaranteed their bookings or there was a contract to keep certain rooms for the group) and allows to book reservations within the block.

Please note that when an Allotment Block has the ''Tentative” status, no rooms will be allocated from the general inventory. To book reservations from the block, the status needs to be updated to "Definite".

Step 3. Set Allotment Block Rates and Availability

1. Select Rate Type* 

(*you will see different settings for the allotment block interval based on which rate type you select)

  • Base: This means that this allotment block will pull the base rates that you have set up for your property for each corresponding Accommodation Type.
  • Rate Plan (in order to use this option you need to create a rate plan first): means that the rates for this Allotment Block will be taken from the Rate Plan created on the Rate Plans and Packages page. Here you will need to select the rate plan to pull rates from.
  • Custom: allows entering custom rates for the allotment block.

Please be advised that changing the allotment block rate type is not possible after it's created and saved.

If you associate an allotment block with a rate plan:

  • the allotment block will be created for the same room types and for the same date range as the rate plan. If a date outside of this range is selected, an error will pop up.
  • the allotment block will become unavailable when the rate plan expires.
  • It is not possible to deactivate a Rate Plan under the Rate Plans & Packages page if it's linked to an active Allotment Block

2. Select Allotment Type

  • Block: you will need to specify the number of rooms to be allocated when adding dates to the block (the rooms are blocked so they cannot be booked by anyone outside of the group). This setting also enables the option to select "Auto Release" (see "Set "Auto Release" step). 
  • Based on Availability: means that availability for this allotment block will be taken from your general availability (i.e. if there are 2 rooms available in your property - they will be available for the group; if you've sold out - the group can't book from this allotment block as well).

3. Set Auto Release*

(*if you selected "Block" as your allotment type you will be able to set "Auto Release")

  • Yes: inventory will be automatically released a certain number of days before arrival (i.e. you allocate 7 rooms for the group but the group picks up only 5; if you don't want to hold your inventory and end up with empty rooms, you can set auto-release to 7 days before arrival which means that the 2 remaining rooms will become available for other guests 7 days before the group's arrival date).
  • No: unsold rooms won't be automatically released back to the general inventory  (i.e. if you have allocated 3 out of 5 rooms to be booked by the group and only 2 are booked, 1 room will remain not bookable for all your guests outside of the group unless you manually release that room). Manual release can be done on the Pickup page of the group profile.

Please note that "Auto Release" functionality counts from the earliest day of all intervals

Step 4. Add Allotment Block Dates
  • You can add several intervals for one Allotment Block.
  • When adding an interval, Availability fields are only shown if “Block” was selected as the Allotment type; Rates fields are only shown if “Custom” was selected as the Rate type.

To create an allotment block interval, click "+Add Dates".

The settings here will depend on the rate and availability options you selected in the previous steps.

4.1. If the rate type is "Base Rate"

1. Select "Room Types"

2. Select start and end dates for the interval

3. Select days of the week

4. If you previously selected Allotment Type = "Block", you will need to manually enter the number of rooms to be allocated for this interval.

5. Click "Add Interval"

The number of rooms allocated for the block cannot exceed the number of rooms available for the corresponding Accommodation Type.

4.2. If the rate type is "Rate Plan"

1. Select "Room Types"

2. Select start and end dates for the interval

3. Select days of the week

You don't have to enter the rates because they will be pulled from the rate plan selected in step 3.

4. If you previously selected Allotment Type = "Block", you will need to manually enter the number of rooms to be allocated for this interval.

5. Click "Add Interval"

The number of rooms allocated for the block cannot exceed the number of rooms available for the corresponding Accommodation Type.

4.3. If the rate type is "Custom"

1. Select "Room Types"

2. Select start and end dates for the interval

3. Select days of the week

4. Set the interval parameters if needed (MinLos, MaxLos, Cut-off, Last Minute Booking, Closed to Arrival/Departure)

5. Enter the rates for the selected Accommodation Types

6. If you previously selected Allotment Type = "Block", you will need to manually enter the number of rooms to be allocated for this interval.

The number of rooms allocated for the block cannot exceed the number of rooms available for the corresponding Accommodation Type.

7. You can also enter the additional guest pricing if needed or select it to be the same as base rate

8. Click "Add Interval"

Step 5. Add Notes

You can add the informative notes for your allotment block (description of event, special requirements, etc.) but it's not mandatory.

Scroll down to the section "Notes", type the note and click "Submit Note". 

Notes can also be added to an Allotment Block at a later time (from the Notes tab of the group profile).

Step 6. Save Allotment Block

Make sure that the allotment block details are correct, and click SAVE.

Step 7. Review Allotment Block Details

The allotment block details will appear on the group profile page, under "Allotment Block" tab, where you can edit them any time (see section "Editing Allotment Block Details".

Under the "Allotment Blocks" tab you can quickly review the block's details:

  1. Allotment code: unique allotment block code which always starts with "b". It's required to generate an allotment block URL for the booking engine. Learn how to generate the booking URL in this article: Groups - Creating Group Allotment Block URL for mybookings
  2. Allotment Name: click on it to edit the allotment block
  3. Type
  4. Date created
  5. Earliest Arrival: the earliest possible check-in date taken from allotment block interval(s)
  6. Latest Departure: the latest possible check-out date taken from allotment block interval(s)
  7. Auto-release 
  8. Status
  9. Actions: remove allotment block or generate a Booking Engine URL

Note: In this view, you can also conveniently review each Allotment Block's intervals' details, by clicking on the '+' sign on the left from the allotment block code, which will open up another section with more details.

Editing Allotment Block

Editing Allotment Block Details or Intervals

Please be advised that changing the allotment block rate type is not possible after it's created and saved.

To edit the allotment block details or allotment block intervals (dates) follow these steps:

1. Open Groups > click on the desired Group Profile

2. Click Allotment Blocks tab > click on the desired allotment block name

You can also conveniently review each Allotment Block's intervals' details, by clicking on the '+' sign on the left from the allotment block code, which will open up another section with more details.

3. Click "Edit Details" on allotment block page

4. Edit allotment block details and click SAVE

Here you can also edit dates/intervals:

  • add more dates
  • edit existing dates
  • delete existing dates
Deleting/Removing Allotment Block

To remove allotment block follow these steps:

1. Open Groups > click on the desired Group Profile

2. Click on Allotment Blocks tab > click on the gear icon next to the desired allotment block name > click "Remove Allotment Block"

You can also generate a dedicated URL and give guest access to Allotment Blocks availability in mybookings. Refer to the following article to learn more:

Groups - Guest access to Allotment Blocks availability in mybookings

Allotment Blocks Occupancy / Availability on the Calendar

Occupancy

The occupancy on the calendar reflects all "Definite" Allotment Blocks (that belong to “Open” Group Profiles) for that day by adding that number to the current occupancy.

Example:

  • Total capacity is 10 rooms
  • Allotment Block allotment = 5 rooms
  • 1 reservation booked and does not belong to Allotment Block or Group Profile
  • 2 reservations booked within Allotment Block

Occupancy on the calendar should show:

5 blocked rooms + 1 reservation outside of Allotment Block = 6/10 = 60% occupancy

Availability

Availability per accommodation type on the Calendar also reflects any existing "Definite" Allotment Blocks that belong to "Open" Group Profiles.

Allotment Blocks also affect the remaining number of rooms that can be reserved in the future for the corresponding Accommodation Type.

Example: if all rooms/beds of this Accommodation Type are held by the Allotment Block this Accommodation Type will not appear when making a new reservation (unless overbooking option is allowed).

When a definite Allotment Block is created and rooms are allocated as a block, keep in mind that:

  • Availability of the corresponding Accommodation Type will be modified based on the number of rooms/beds of this type in the Allotment Block.
  • Nothing will display in the Calendar indicating a block (i.e. no other elements on the Calendar) if rooms are blocked but not yet reserved.
  • Whenever availability in an Allotment Block (if “definite” status and if Group Profile is “open”) is updated by the user, availability on the Calendar for the corresponding Accommodation Type will be recalculated instantly.
  • Booking reservations out of an Allotment Block (that has "Block" type) will not affect the availability on the Calendar because those rooms are already subtracted when rooms are allocated in the interval. But it will add to the "Reservations" number (blue circle) on the Calendar.
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