Groups - Reviewing Pickup of the Allotment Blocks – myfrontdesk

On the "Pickup" tab you can see what inventory has been allocated and how many rooms have been picked up so far. You can also check the rates set for the dates in the allotment block and release the inventory which wasn't booked.

Accessing Pickup tab

1. Open Groups and select the group profile

2. Click "Pickup" tab

Navigating through Pickup

1. Select the dates you want to look at

By default, it will be set to the first date of the selected allotment block

2. Select the room types

3. Select the allotment block

4. You can see the status/type of allotment block

Note: If Allotment Block has status "Tentative", no rooms will be allocated from the general inventory. To book reservations from the block - the status needs to be updated to "Definite"

5. The first number in the table shows how many accommodations from the allotment block have been picked up

6. The second number is the total number of allocated rooms in the selected allotment block

In the example below, you can see that on May 14 a guest booked 1 out of 2 rooms that were allocated in the allotment block; there is still 1 room left to be booked by the group within this allotment block on that day.

Note that even if the allotment block type is tentative - the numbers of inventory allocated will be the same as for definite. The difference is if the status is tentative - the allocated inventory is not taken out of the total property inventory

Only if the block is definite - the numbers in the table show the inventory taken out of the total property inventory

7. Under the availability, you can see the rates set for the specific date and accommodation type in the selected allotment block

If the rooms allocated for the specific group were not booked - you can either Release Inventory on this page manually or setup Auto Release on Allotment Block settings page (click here to check how).

8. Click 'Release Inventory' to release the unsold rooms back to the general inventory

9. If Auto Release was enabled on Allotment Block settings - this page will display the date when the inventory will be auto-released.

Accessing the Calendar

You are also able to see the Definite Allotment Block pickup numbers on the Calendar for corresponding days. Numbers are combined from all definite Allotment Blocks that belong to Open Group Profiles on the corresponding days.

Scenario:

Total capacity is 10 rooms
Allotment Blocked = 8 rooms
1 reservation booked and does not belong to Allotment Block or Group Profile
3 reservations booked within the Allotment Block

Result: The allotment block window (small circle) on the calendar will show 3/8, meaning 3 rooms out of 8 allotment blocks were booked, it doesn't count the reservation that doesn't belong to the Group Profile.