This article describes the Master Name Listing Report, which shows how many people or Areas each group has in house on each night of a 14-night period.

Overview

The Master Name Listing Report lists each Group Name that has reservations in house during the 14 nights from the selected Start Date. For each night it shows either the number of people staying with that group (By Pax) or the number of the group's reservations staying (By Area). The report heading reads Group Listing By Pax or Group Listing By Area, and the Area wording follows your property's System Labels.

The report takes its name from the Group Name field on the guest profile, which RMS labels Master Name by default. Many properties rename this label, for example to Group Name or Groupname, but it is the same field. On a Master Reservation, the name used is the Group Name entered for the guest on the (Master) page. Front office, reservations and operations teams run the report to see a group's numbers night by night.

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

• Group forecast for the next fortnight - the reservations team runs the report By Pax from today to see how many group guests are in house each night, for catering and staffing.
• Area planning for groups - front office runs the report By Area to see how many reservations each group has in house each night before allocating or moving Areas.
• Checking a past group stay - a manager sets the Start Date to an earlier date to confirm how many people a group had in house each night.

How to Access

In the side menu of RMS, go to Reports > Daily > Master Name Listing.

Report Options

The report options on the Master Name Listing Report set the first night of the report, what each night's figure counts, and which properties are included. All options are visible on the Report Options panel; this report has no More Options panel.

By Pax and By Area sit under the Reporting heading on the panel, and you can select only one.

Column Headers

The Master Name Listing Report shows one row for each Group Name and one column for each of the 14 nights. Where a value depends on how the reservations are set up, the Source / Calculation column points to Data Sources & Calculations.

Rows are grouped by property, with the property name above its groups. A Total row after each property and a Grand Total row at the end add up each night's column. The report header shows the database name, the report title (Group Listing By Pax or Group Listing By Area) and the 14-night date range, for example Date : 20 Oct 2026 To 02 Nov 2026.

Data Sources & Calculations

The following concepts govern which reservations appear on the Master Name Listing Report and how each night's figure is counted.

Which reservations appear on the Master Name Listing Report?

The Master Name Listing Report lists reservations by the Group Name on a guest profile:

• Reservations in a Master Reservation are listed under the Group Name of the guest on the Master Reservation (the guest shown on the (Master) page).
• Reservations that are not part of a Master Reservation are listed under their own guest's Group Name. Any reservation whose guest has a Group Name therefore appears on the report, even if it is not a group booking.
• The Master Reservation itself is not counted. Only the reservations within it are counted, so a group's people and Areas are not counted twice.
• Reservations with no Group Name are left out. A Master Reservation whose guest has no Group Name is left out, even when the guests on the reservations within it have one.
• Cancelled, No Show, Quote and Out of Order reservations are left out. Reservations with any other status are included, including Departed reservations when the Start Date is in the past.

Rows are grouped first by property, using the property of the reservation's Category, and then by Group Name. Reservations with exactly the same Group Name are added together on one row, even when they belong to different Master Reservations. A group with reservations in more than one property appears once under each property.

How are the nightly figures counted?

Each date column on the Master Name Listing Report is one night. A reservation is counted on every night from its arrival date up to the night before its departure date; the departure date itself is not counted. For example, a reservation arriving on 1 June and departing on 3 June is counted on the nights of 1 and 2 June, and shows 0 on 3 June.

• By Pax adds the adults, children and infants on each of the group's reservations staying that night.
• By Area counts each of the group's reservations staying that night as one. A reservation that has no Area assigned yet is still counted.

Related Reports

• Reservation List report - lists reservations one by one and lets you group them by Group Name.
• In House report - lists the guests in house and lets you group them by Group Name.
• Arrivals list report - lists arriving reservations and lets you group them by Group Name.
• Area Reservation List - shows reservations and revenue by Area and lets you sort them by Group Name.

Related Articles

• Creating a Master Reservation - create a Master Reservation for guests travelling together.
• Managing Master Reservations - manage a Master Reservation's cover page, Areas and guests.
• System Labels and terminology - how you can rename System Labels such as Area to suit your property.