This guide explains how to manage Master reservations in RMS, including creating them on the Booking Chart, Quick Quote, or using the Master Reservation tool, and managing them with Master cover page tools, charge routing, and guest and Area management options.

Overview

A Master reservation includes a group cover page that displays the guest details for the Master leader and a summary of all reservations within the Master.

A Master reservation groups multiple individual reservations for guests travelling together. You can create a Master reservation using:

• The Master Reservation option on the Booking Chart
• Adding areas to a new or existing reservation
• Combining existing reservations
• The Quick Quote
• The Master Reservation tool when categories are set up as Book by Category

Once created, you can manage the Master using Master management tools on the Master cover page, including a Master account, charge routing options, area list, and guest management tools.

Managing Master Reservations on the Master Cover Page

The Master cover page (shown as (Master) in the navigator pane of a Master Reservation) includes the guest details for the Master leader, a summary of reservation details for all reservations within the Master, and a Master account.

Key Elements

1. The navigator pane appears automatically on a Master Reservation to enable quick switching between the Master cover page and each individual reservation. Reservations appear in the navigator pane by the area allocated to the reservation, or by the reservation's category if no area is assigned.
2. Reservation details displayed on the Master cover page summarize all reservations. The arrival and departure dates shown use the earliest arrival and latest departure date from all reservations in the Master.
3. Totals for the number of days, nights, and guests are the sum of all reservation stay dates and guest counts for each reservation within the Master.
4. Totals shown on the Master account reflect the sum of the rate, packages, taxes, deposits, and other charges for all reservations within the Master. These include charge routing options to determine how accommodation charges, Point of Sale (POS) charges, requirements, and other charges are directed between the Master account and individual reservation accounts.

Master Group Account

The Master group account is accessible on the Master cover page (shown as (Master) in the navigator pane) and consolidates charges for all reservations within the Master to a single statement or tax invoice.

Charge Routing Options

The charge routing options selected on the Master cover page determine where charges for accommodation, Point of Sale (POS), requirements, and other incidentals are created.

Rate on Master

Rate on Master controls where accommodation charges are created.

• When set to Yes, all accommodation charges are created on the Master account.
• When set to No, all accommodation charges are created on the individual reservations.

POS on Master

Point of Sale (POS) charges include food, beverage, and incidental charges from the property's POS system. POS on Master controls where these charges are created.

• When set to Yes, all POS charges are created on the Master account.
• When set to No, all POS charges are created on the individual reservation accounts.

Applying changes to all reservations in the Master

Any changes to reservation details or Master account details on the reservation screen will prompt an option to apply the changes to all sibling reservations within the Master, including any changes to reservation status initiated on the Master cover page.

Area Master Management Tools

The Area menu on the Master cover page includes the full list of areas or categories for all reservations within the Master, along with area management tools.

To access area management tools:

1. Navigate to the Area menu on the Master cover page.
2. Select the Options icon to view available tools.
   

Auto Allocate

The Auto Allocate option is used by properties set up as Book by Category to bulk allocate areas to all reservations within the Master at once.

Area Move

The Area Move feature allows you to reassign a guest to a different category, area, bill type, or upgrade reason, and set the date of the move. Area moves must be done one reservation at a time, and the reservation must be in Arrived status to use this feature.

Edit Master

Edit Master takes you to the Master Reservation feature to edit the existing reservation. Modifying a Master Reservation using this option will cancel the existing sibling reservations that have been modified and create a new Unconfirmed Reservation without an area assigned.

Note: This feature only displays categories that are set to Book by Category.

Master Breakdown

The Master Breakdown feature displays a grid showing the number of areas for the Master and the projected Operational Revenue for the Master reservation per night.

Remove from Master

The Remove from Master option removes the selected reservation from the Master, converting it to a standalone individual reservation.

Note: A Master must contain a minimum of 1 reservation. You cannot remove all sibling reservations from the Master.

Add Existing Res

The Add Existing Res feature allows you to add an existing reservation to the Master Reservation, combining it with the Master group.

Master Pro Forma Invoice

The Master Proforma Tax Invoice provides an itemized bill of proposed goods or services not yet provided for the entire Master reservation.

Area List

The Area List generates a printable rooming list report for the Master that can be provided to the Master leader, tour leader, or other staff to communicate key reservation information.

Bulk Cancel

The Bulk Cancel option allows you to quickly cancel multiple individual reservations within the Master without cancelling the entire Master. This is different from changing the reservation status on the Master cover page, which changes the status for all reservations in the Master.

Category Totals

The Category Totals feature displays a grid containing the number of areas and occupants for the Master reservation, organized by category.

Guest Group Management Tools

The Guest menu on the Master cover page includes the full guest list for all reservations within the Master and various guest management tools under the Options menu.

To access guest management tools:

1. Navigate to the Guest menu on the Master cover page.
2. Select the Options icon to view available tools.
   

Edit Dates

The Edit Dates option is used when guests within a reservation arrive and/or depart on different days from the main reservation.

Note: This will NOT change the arrival and departure dates of the reservation itself, only the individual guest dates.

Quick Add

The Quick Add option opens a simplified guest list view for entering basic guest information for each reservation in the Master. This creates new Guest Profiles using the given name and surname entered, and sets them as the primary guest if none exists, or as a secondary guest if a primary guest is already assigned.

Replace

The Replace feature allows you to replace the guest profile associated with a reservation with a different guest profile.

Replace behaviour on Master and sibling reservations How RMS treats sibling reservations when you Replace the guest on a Master depends on a property-level setting called Need Guests in Each Area of Master. The setting controls whether the same primary client is applied to every sibling area when the Master is saved. 

Setting ON: The same primary client is applied to every sibling area when the Master is saved. Replacing the guest on the Master will also update any sibling reservation that currently holds the same client. Sibling reservations with a different client are not affected. 

Setting OFF: Replacing the guest on the Master only updates the Master. Any sibling reservation that happens to share the same client keeps its current client. RMS treats the matching client on a sibling as an intentional, independent assignment. 

Set Primary

If there are multiple guest profiles on a reservation, only one can be selected as the primary guest. The primary guest is the guest displayed on the reservation screen.

Account

The Account feature takes you directly to the guest account associated with the selected guest profile.

Note: This directs to the guest account, not the reservation account.

Print Guest List

The Print Guest List option generates a printable Guest List report for the Master that can be provided to the Master leader, tour leader, or staff. This report includes reservation number, name, area, account number, balance, address, daytime phone number (AH - After Hours), evening phone number (BH - Business Hours), and mobile number.