Hello Softinn PMS Users!

Scenario: Your hotel receives a group booking for multiple rooms across different room types (e.g., 5 Junior Suites and 6 Deluxe Rooms for 1 night) booked under a corporate account or travel agency (e.g., “Happy Tour & Travel”). You need to create a single group reservation under one main contact while assigning rates and room numbers to all units.

Steps to Create Group Reservations :

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Phase 1: Accessing & Main Contact Setup

• Step 1: Log in to Softinn PMS and select the correct property.
• Step 2: Click Reservation on the top navigation bar and select Create Reservation (or use the Create Reservation button in Quick Actions on the Home page).
• Step 3: Select the Reservation Type as Nightly.
• Step 4: Select the Check-In date and enter the number of nights (e.g., 1 night). The Check-Out date will auto-calculate.
• Step 5: Choose the Booking Source (e.g., Walk In or Direct Agent).
• Step 6 (Main Contact): Under the Main Contact section, select Company and search for the company profile (e.g., Happy Tour & Travel).

Phase 2: Room Selection & Assignments

• Step 7: Under Room Types, select all the required room types for the group (e.g., Junior Suite and Deluxe Room).
• Step 8: Under Assign Room, pick the specific physical rooms needed for each type (e.g., select 5 units of Junior Suite and 6 units of Deluxe Room).

Phase 3: Bulk Rate & Tax Configuration

• Step 9: Scroll down to the Rate Plan & Taxes section, where all assigned rooms will appear in a master table.
• Step 10 (Bulk Apply): To apply the same rate plan or tax setup across multiple rooms:
  1. Use the quick filter or manually check the boxes next to the target rooms (e.g., tick all 5 Junior Suites).
  2. Select the Tax Mode (e.g., Exclusive or Inclusive) and check all applicable taxes.
  3. Select the desired Rate Plan (e.g., Best Available Rate) and click Apply.
• Step 11 (Custom Room Rates): If offering negotiated or special rates for specific rooms (e.g., Deluxe Rooms):
  1. Filter or select those specific rooms in the table.
  2. Manually edit the Room Rate for each date—the system will immediately recalculate the Tax, Amount After Tax, and Line Total for each unit.
• Step 12: Review the grand Total on the right side panel to verify the group total.

Phase 4: Additional Details & Finalizing

• Step 13: Click Next (Additional Details) on the right side panel.
• Step 14 (Adding Room Guests): Under Rooms Selected, choose an individual room, click the Ellipsis (…) icon under Room Guest, and select Add Staying Guest to log specific occupant details for that room.
• Step 15 (Remarks): Go to the Remarks tab to add any group-wide notes or special requests.
• Step 16: Click Create Reservation to finalize.

What Happens Next?

The group reservation will be successfully created in the system, linking all individual room folios under the main company account for easy master billing and group check-ins.

Notes: Using the quick filter in the Rate Plan & Taxes table saves time when managing large groups, allowing you to bulk-assign rate plans to 10+ rooms in a single click!

Hope this guide helps you easily create and manage group reservations in Softinn PMS!