Creating a Block
Actions on a Block
Navigate to the Start of a Block
Editing a Block
Picking Reservations
Wash
Cancel and Delete
Group Reservations
Group Settings
Delete a Group
Group Booking Overview
Apaleo's group booking feature offers similar capabilities to multi-unit bookings, with the added advantage of blocking inventory ahead of time. This is especially useful for large events, allowing you to reserve rooms or spaces without finalizing all details immediately. Inventory reduction (Availability adjustment) only occurs upon confirmation of the block.
From the blocks screen, you can manage the blocks for a specific group booking. Blocks are displayed in a calendar where you can see how many units are blocked each day. Canceled blocks are filtered out by default, but they can be displayed by changing the filter. Blocks for overnight (e.g. single rooms) and day-use (e.g. meeting rooms) are shown together and they are respectively color-coded in blue and yellow.
Creating a Block
Use the availability calendar to check room availability before creating a block. After setting the date range and searching for offers, adjust the offered price if necessary. Blocks can be created for the same or different units over selected dates.The price offered is the average of the daily rate for the specified period; you can change that if you negotiated a different rate.
Rate plan restrictions can be bypassed during this process, allowing for the booking of otherwise unavailable offers.
Actions on a Block
- Go to Beginning: Jump to the block's start date on the calendar.
- Edit: Change dates, numbers of units, or rates. The dates and the number of blocked units cannot be reduced below what has already been picked.
- Confirm: sets the status of the block to Definite and ensures the inventory is taken out of the public availability.. It can happen that there is not enough availability left when you confirm a block. Then you have to reduce the number of blocked units, to make it fit.
- Release: Reverts the block to Tentative, making units publicly available again. You can only release a block, if nothing has been picked up yet.
- Pickup: allows you to create reservations related to this block up to the limit of blocked units.
- Wash: Release unpicked units without affecting the block's status. Useful when you shorten picked reservations and would like to set units free.
- Cancel : Will set the status of the block to Canceled and return the inventory back to the public availability. You can only cancel a block if no reservations have been picked up yet or all related reservations for this block are also canceled.
- Delete: Removes the whole block. This is only possible if there was never a reservation picked up for this block..
Group Reservations
In the reservation list, you can see all reservations related to this group booking with access to all the reservations actions, so you can easily process the group.
Group Settings
Specify the group's name and, for multiple properties, the inventory locations for this group. The group will be visible across selected properties.
Delete a Group
To delete a group you need to delete all the blocks from this group first. You can only do this if the block you created before was cancelled. After you cancel the block, you can delete the block, then you can delete the group completely.
Note: The group will disappear from your overview when your selected date is after the stay period of the blocks of that group.
FAQ
Q: Why am I not able to delete the cancelled reservation?
A: You can delete the cancelled reservation that has not been picked up yet. However, you will need to click into that reservation and make sure to delete the blocks first. Then you can delete the reservation later.
Q: Why do I still see older group reservations?
A: All reservations that happen will show up there. You can also filter the date on the group booking page to show the reservations on the present date. Again, if the reservation is cancelled and never been picked up, you can remove it. Please check the guide on this page.
Q: Can I have a block for different rates for different nights, e.g., Weekday €100, weekend €120?
A: The rate on the blocks is the average rate per night. If you have different prices for different stay dates, you need to take the average from all nights. So, this cannot be done in Apaleo at the moment.