This article describes the Group Allotment Pick Up report, which shows how many rentals held in a Group Allotment have been allotted, picked up, released, and remain available.
Overview
The Group Allotment Pick Up report shows the pickup status of every Group Allotment configured in RMS: how many rentals were held for each Category, how many have been booked into reservations, how many have been released back to general inventory, and how many remain. Reservations teams run it to monitor a wedding block, conference block, or tour group allotment as bookings come in, and to decide whether to extend or release inventory ahead of the allotment's release cut-off.
Please Note! RMS is highly configurable. Some Terminology, User Access & Permissions, Images, Labels, and Functions used in these articles may differ from your setup. CLICK HERE to find out more.
Use Cases
- Tracking pickup before the release cut-off - check how many rentals in a Group Allotment are still unbooked as the Days Before Release date approaches, to decide whether to extend the hold or let it release back to general inventory.
- Reviewing allotment consumption across properties - on an Enterprise account, use the Property option and the Group By: Property setting to compare pickup across multiple properties holding allotments for the same event or company.
- Confirming remaining availability before contacting the organiser - check the Remaining column for a specific Group Allotment before telling an event organiser or Company how many rentals are still available to allocate.
How to Access
In the side menu of RMS, go to Reports > Management > Reservations > Group Allotment Pick Up.
Report Options
The report options below control which allotments are included and how the output is grouped. The Property option only appears on Enterprise (multi-property) accounts.
Tip! Report build screens default to a common use configuration, and selections can be made as required.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Allotment Exists Between | Date range | Today | Limits the report to Group Allotments whose date range overlaps the selected dates. |
| Property | Multi-select | All Selected | Limits the report to selected properties. Only shown on multi-property (Enterprise) accounts. |
| Group Allotment | Multi-select | None Selected | Limits the report to selected Group Allotments (the named Groups set up at Reservations > Groups). |
| Category | Multi-select | All Selected | Limits the report to selected Categories. |
| Group Status | Multi-select | None Selected |
Limits the report to allotments carrying the selected Group Status. Options:
|
| Group By | Dropdown | No Grouping |
Controls how the report rows are grouped. Options:
|
| Include Reservation Information | Checkbox | Off | Adds a breakdown beneath each allotment row listing the individual reservations picked up against it. |
Column Headers
The columns below appear on the report output with the default report options. Where a value is set on the Group Allotment record rather than calculated by the report, the Source / Calculation column points to Data Sources & Calculations below.
| Column | Description | Source / Calculation |
|---|---|---|
| Category | The Category the allotment row applies to. | See Allotment Setup. |
| Allotment Start Date | The From date of the Group Allotment. | See Allotment Setup. |
| Allotment End Date | The To date of the Group Allotment (the last night of the stay, not the departure date). | See Allotment Setup. |
| Group Status | The Group Status recorded against the allotment: Proposal, Provisional, or Definite. | See Allotment Setup. |
| Days Before Release | How many days before the allotment's start date any unbooked inventory releases back to general availability. | See Allotment Setup. |
| Allotted | The number of rentals held for the Category on this allotment. | See Allotment Setup. |
| PickedUp | The number of rentals from the allotment that have been booked into a reservation. | See Pickup and Release. |
| Released | The number of rentals released back to general inventory. | See Pickup and Release. |
| Remaining | The number of rentals still held in the allotment and not yet picked up or released. | See Pickup and Release. |
| Cancelled/No Show | The number of picked-up reservations later cancelled or marked No Show. | See Pickup and Release. |
| Reporting ADR | The reporting Average Daily Rate entered against the Category on the allotment. | See Reporting ADR and Reporting Revenue. |
| Reporting Revenue | The reporting revenue value calculated from Reporting ADR. | See Reporting ADR and Reporting Revenue. |
Please Note! If the report returns a row with no Category and all figures at zero, no Group Allotment configured in RMS has a date range overlapping the selected Allotment Exists Between dates. Widen the date range or select a specific Group Allotment to confirm.
Data Sources & Calculations
The figures on this report are driven by how each Group Allotment is configured and by the reservations subsequently drawn from it.
Allotment Setup
Category, Allotment Start Date, Allotment End Date, Group Status and Days Before Release all come directly from the allotment record at Reservations > Groups > [Group] > Allotments > Add (or Edit, for an existing allotment):
- Allotment Start Date / Allotment End Date map to the allotment's From and To fields.
- Group Status maps to the allotment's Group Status field (Proposal, Provisional, or Definite).
- Days Before Release maps to the allotment's Release Options setting when set to "Days Before Release".
- Allotted maps to the quantity entered against the Category in the allotment's quantity grid.
Whether an allotment deducts from house-wide availability while it is held is controlled separately by the allotment's Guaranteed (Deduct) setting.
Pickup and Release
PickedUp increases as individual reservations are drawn from the allotment - via Quick Quote, the Availability Chart, or the RMS Booking Engine using the allotment's promotional code - with the Group field set on the reservation. Checking Include Reservation Information on the report adds a breakdown beneath each allotment row listing every reservation picked up against it, with its Res No, Status, Category, Area, Arrive, Depart, Nights, Pax, Rate Type and Rate.
Released counts rentals that have gone back to general inventory - automatically once the allotment's Days Before Release cut-off passes with the rentals still unbooked, or manually if a user releases them earlier.
Reporting ADR and Reporting Revenue
Reporting ADR comes from the Reporting ADR field entered against each Category on the allotment's quantity grid - a nominal average daily rate used to estimate the allotment's value for reporting, separate from the rate actually charged on any reservation drawn from it.
Related Reports
- On Hold Report - reservations currently on hold, another way to see inventory not yet confirmed as a firm booking.
- Reservation Audit Trail - tracks changes made to reservations, including those drawn from a Group Allotment.
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