For any type of group in the RoomTrust system, the first step is always to create a new group.
To create a new group, click on the Create new group button on the My Groups page.
This will open a new group on the Group details tab.
Some guidance on completing the fields:
Group name - This is mandatory and will be the name shown throughout the system for your group
Reference - An optional field - but if you have an internal referencing scheme for your groups you can add it here. This will shown with the group name on the summary page and is also visible to the hotel(s)
Country and City - By default, these are your location, but you can change them for the location of your group
Description - This is for internal use only - you can add whatever notes you wish about your group here. Useful if a colleague also has access to your groups. This information is NOT seen by the hotels.
Arrival - The date of the first person arriving
Departure - The date of the last person leaving
Default arrival and departure - If the majority of people arrive on dates inside of the Arrival and Departure dates set above, then it is best to add these dates here. This will ensure that the most-used dates are shown in the booking by default (although users can change them to include any date in the your group, of course). Additionally, your visual display of used rooms will be more accurate
Organiser - This is you by default, the group organiser. Manager users can create the group in the name of any of the other bookers, or re-allocate the group late via the ‘Change' link
Status - Is either Active or Cancelled, you cannot change this field
Message to participant - Anything you add to this field will be shown during the booking process and in the guest confirmation. It can be used if there is any information you want all participants to know.
Reply email - The reply to email address that will appear on participant confirmations.
Email guest confirmations by default - This is selected by default but can be deselected. When selected, once a booking is completed in the system an email is sent to the participant/guest automatically.
Hide rates in confirmation - This gives the organiser an opportunity to hide the rates in a guest confirmation. It is an option for the organiser only when making a booking. Useful for VIPs and invitees who you do not wish to see the room rate, but you need them to see all the other information. You need the correct user rights to see this field.
Release date reminder - This is selected by default and is recommended. It means that the group organiser will receive email notification of impending room release dates.
The general guarantee and billing details of the group are set up here. These settings here are added to any new hotel requests and manual allocations for the group by default.
This section will show your details by default but is only relevant if your organization is paying any part of the guest charges.
Individual invoice details - This option is for groups where the guests pay their own charges at the hotel but wish to specify the details they would like on their invoice at checkout. Selecting this feature will open some additional optional fields on the participant booking form for guests to complete if they wish.
Prepayment option - This option is for groups where the guests (or their organization) may wish to pay their room or room and breakfast charges before arrival. Selecting this feature will provide an option in the participant booking form for the guest to request an invoice before arrival. It does not provide an option to pay during the booking process.