Support CentreAdvanced ModulesGroups GroupsHow to Change the Dates on a Group

How to Change the Dates on a Group

The following article explains how to change the dates for a group, once it has been created. This article will look at two different scenarios:

  • Changing the Arrival Date on a group to a date that falls inside the Arrival & Departure Date (including Pre/Post Nights) of the Group Block
  • Changing the Arrival Date on a group to a date that falls outside the Arrival & Departure Date (including Pre/Post Nights) of the Group Block

Changing the Arrival Date on a group to a date that falls inside the Arrival & Departure Date (including Pre/Post Nights) of the Group Block

Go to Operations > Group, to open the Group Master. Locate the Group whose dates you wish to change and select Open Group Dates are found on the Primary Tab.

Changing the Arrival Date on a group to a date that falls inside the Arrival & Departure Date (including Pre/Post Nights) of the Group Block

In this example the Group Dates are the nights of December 12th 13th, 14th, and 15th as there is one "Pre" night (Dec 12th) and one "Post" night (Dec 15).

Changing Dates

To change our Arrival Date to December 14th for 1 night:

  1. Use the Arrival Date drop down menu to select the new date and adjust the number of Nights
  2. Select Post to save.
Changing Dates

Confirm Changes

A message will appear advising you that the Dates of the Block are changing and therefore all Block Holds will be removed. This means you must re-enter your block after the change is complete.

This message also warns that all reservations located in the rooming list have been reset based on the new arrival date & nights so it is very important to review each reservation in the Rooming List to ensure all guests are now arriving on the correct date for the correct number of nights before exiting the group.

Select Yes to continue.

Confirm Changes

Block is Overbooked

You may encounter a Block is overbooked error message - this is because your block is being released and you are moving to new dates that do not have block setup. In order to proceed, you must check the Enable Overbooking checkbox located at the bottom of the screen and then select Post to continue.

Block is Overbooked

Block tab

Proceed to the Block tab and enter the Block for the Group based on the new dates:

IMPORTANT NOTE: If you had overridden the group rates via the Rates tab when you first set up the group, then you must return to the Rates tab and override the rates again for the newly selected dates as well. The original rate overrides will not carry forward to the new dates.

Block tab

Rooming List

All existing reservations will now update based on the new Group Arrival Date.

NOTE: If you had reservations staying on a pre/post nights, they will update to the new pre/post night based on the new Group Arrival Date. As a best practice, always double check the Rooming List tab with the group's updated Rooming List to ensure all dates/nights are correct.

Rooming List

Changing the Arrival Date on a group to a date that falls outside the Arrival & Departure Date(including Pre/Post Nights) of the Group Block

Go to Operations > Group, to open the Group Master. Locate the Group whose dates you wish to change and select Open Group Dates are found on the Primary Tab.

Changing the Arrival Date on a group to a date that falls outside the Arrival & Departure Date(including Pre/Post Nights) of the Group Block

In this example you wish to change the Group Arrival Date from November 18th for 2 nights to December 15th for 3 nights.

Changing Dates

Select the new Arrival Date and click the Post button.

NOTE: If there are already reservations associated with this group you will need to check the Enable Overbooking check-box located at the bottom of the screen. Because you have not assigned Group Block to the new dates as of yet (and will not be able to until you change your dates), this will allow you to move existing Reservations to the new Arrival Date and then enter your Group Block afterward.

Changing Dates

Confirm Changes

A message will appear advising you that the Dates of the Block are changing and therefore all Block Holds will be removed. This means you must re-enter your block after the change is complete.

This message also warns that all reservations located in the rooming list have been reset based on the new arrival date & nights so it is very important to review each reservation in the Rooming List to ensure all guests are now arriving on the correct date for the correct number of nights before exiting the group.

Select Yes to continue.

Confirm Changes

Block Is Overbooked

Since the group's arrival dates are being moved, and the original block dates are being released, if reservations for the group already exist, the Block is Overbooked message will appear. This is because there are now group reservations for dates on which no rooms are being held. Check the Enable Overbooking check-box, then Post to save the changes. The next step will be to proceed to the Block tab to add rooms to the block.

Block Is Overbooked

Block tab

Proceed to the Block tab and enter the Block for the Group based on the new dates. Check the Edit Mode check-box to make changes to the block.

IMPORTANT NOTE: If the rates for this group were initially overridden using the Rate Override in the Rates tab, they will need to be redone for the new dates, as they will have reverted back to the original rates when the dates were changed.

Block tab

Rooming List

All existing reservations will now update based on the new Group Arrival Date. Be sure to double check the Arrival and number of Nights for each existing reservation. If the group block was extended, existing reservations may also need to be extended based on the new length of stay for the group.

NOTE: If you had reservations staying on a pre/post nights, they will update to the new pre/post night  based on the new Group Arrival Date. As a best practice, always double check the Rooming List tab with the group's updated Rooming List to ensure all dates/nights are correct.

Rooming List