Manage Aggregate Allotment Blocks

Overview

An allotment block is a way to hold a set number of rooms for a group on specific dates — for example, for a wedding, a conference, or a company retreat. Each guest can then book their own room from that block.

With Aggregate Allotment Blocks, you can combine multiple blocks in the same group into one shared pool of inventory. This means you can create one single reservation even if the stay overlaps different allotment blocks.

Example scenario:
Let’s say you are hosting a sports team.

• You create one allotment block for Week 1 (covering October 1–7).
• You create another allotment block for Week 2 (covering October 8–14).

Now, a guest from that team wants to book a stay from October 4–12.

• Without aggregation, this would require two separate reservations: one in the first block and another in the second.
• With aggregation, the PMS treats both blocks as a single pool, so you can make one continuous booking. The system automatically assigns the right nights to each block in the background.

This makes it easier for staff to handle group reservations and creates a smoother booking experience for your guests.

Key Benefits of Aggregate Allotment Blocks

• Single inventory pool across multiple allotment blocks.
• Ability to create one reservation that spans multiple blocks.
• Saves staff time by reducing manual work.
• Flexibility to manage complex group stays with staggered availability.

How to Enable Aggregate Allotment Blocks

1. From the Groups page , click Create Group Profile

2. Fill in all required fields as you would for any Group Profile
3. Switch Aggregate Allotment Blocks to Yes
4. Select one rate plan or base rates that will apply to all blocks in the group
5. Click Save

Once saved, you can proceed to create your allotment blocks. Any new allotment blocks you create will be automatically included in the aggregate.

How Aggregate Allotment Blocks Work

When enabled, the PMS automatically manages the connection between the aggregate block and the regular allotment blocks. There are several places where you will see and interact with the Aggregate Allotment Block:

• Group Profile setup – When creating a new Group Profile, you will see the option to turn on Aggregate Allotment Blocks. Once enabled, the system automatically creates an aggregate block linked to that group. See, How to Enable Aggregate Allotment Blocks.
• Group Profile tab – In this tab,  you’ll see a confirmation that Aggregate Allotment Blocks are enabled (displayed as “true”) along with the selected rate plan or package for reservations.
   

• Allotment Blocks tab – In this tab, you will see:

  • The Aggregate Allotment Block (created automatically). This block cannot be edited or removed.
  • Regular allotment blocks (created manually and still editable).

  

• Calendar – Occupancy and availability reflect the combined totals of all allotment blocks in the group, making it easier to monitor group inventory across multiple dates. See, View Allotment Blocks on the Calendar.
• Pickup tab – On this tab you can filter the results by either the Aggregate Allotment Block or by any of the regular allotment blocks you created manually. 
  
  When selecting the Aggregate Allotment Block, the Pickup numbers will display the combined blocked rooms and reservations across all the blocks in the group. This gives you a complete overview of availability and performance at a glance. 
  
  You can also switch the filter to view the Pickup for each regular allotment block individually, if you want to track performance or availability block by block. See, Review the Allotment Block Pickup.
  

• Reservation creation – When you start a new booking, the Aggregate Allotment Block will always appear in the Allotment Block dropdown if the Group Profile was created with this feature enabled.

  In this example, the Electricians Corp group has one Aggregate Allotment Block and two regular (manual) allotment blocks: “Electricians Corp Week 1” (Oct 1–7) and “Electricians Corp Week 2” (Oct 8–14).

  When creating a reservation, you select the desired check-in and check-out dates (e.g., October 4–12), choose the Aggregate allotment block from the dropdown, and click Search.
  

  The PMS will check availability across all underlying blocks in the group and allow you to create one continuous reservation. You can then continue with the regular steps for creating a reservation.

  Even if the stay dates you select fall entirely within one of the regular blocks (for example, Oct 1–5 within “Electricians Corp Week 1”), the Aggregate allotment block option will still appear in the dropdown.
   

  Choosing the aggregate ensures the system allocates nights correctly across blocks without manual decisions.

Aggregate Allotment Blocks and Reservations

After you create a reservation using an Aggregate Allotment Block, the booking appears as one continuous reservation. Staff do not need to split nights or move the guest between blocks—the PMS assigns each night to the correct underlying block automatically.

What you’ll see on the reservation:

• A Group information banner at the top showing the Group Profile name (e.g., Electricians Corp) and the selected rate plan/package used for the aggregate.
• A clickable Group Profile link that takes you directly to the group profile for quick review or edits.

Behind the scenes (example):
For a stay on October 4–12, the PMS checks all blocks in the aggregate:

• Nights that fall within Week 1 (Oct 4–7) are recorded against that block.
• Nights that fall within Week 2 (Oct 8–12) are recorded against that block.
• The guest sees only one reservation; staff see a single booking linked to the aggregate with correct nightly allocation in the background.

This approach keeps the guest experience seamless and reduces manual work for your team when managing complex group stays.

Important Limitations

• Cannot be enabled for existing Group Profiles.
  Aggregate Allotment Blocks must be activated at the time you create a new Group Profile. If the group already exists, you cannot go back and switch this option on.
• All blocks within the group must share the same rate plan or base rates.
  This ensures consistency for pricing and availability. If different rate plans are used, the system will not allow those blocks to be grouped into a single aggregate.
• Shoulder dates (pre-arrival or post-departure) are not supported.
  Reservations must fall strictly within the date ranges of the allotment blocks. Extra days before the first block starts or after the last block ends cannot be booked through the aggregate. 
  
  Learn more about shoulder dates in Group Allotment Blocks main actions, (see the “Shoulder dates” notes in that article).
• Works only at the room type level.
  Aggregation applies to categories of rooms (e.g., “Two-Bedroom” or “Studio”), not to individual unit numbers. You cannot guarantee the same exact unit for the entire stay if multiple blocks are involved.

Frequently Asked Questions

Can I enable Aggregate Allotment Blocks for an existing Group Profile?

No. They can only be enabled when creating a new Group Profile.

What happens if my allotment blocks use different rate plans?

They cannot be grouped into one aggregate. All blocks in the group must use the same rate plan or base rates.

How does this affect Pickup numbers?

The Pickup tab will show the combined totals across all blocks, giving you a clear overview of the aggregated inventory.

Can I still see and edit my regular allotment blocks?

Yes. You can expand or edit each regular allotment block. The aggregate block itself is read-only.