Group Bookings

A group block reserves a set of rooms at negotiated rates for a date range — a wedding block, a sports team, a corporate meeting, a tour series. HotelAmplify takes a group from first inquiry through room rates, contract, and production tracking.

Manage your groups at Sales → Groups.

Creating a Group Block

Click Add Group to open the two-step group wizard.

Step 1: Group Details

1. Enter the Group Name.
2. Set the Status: Tentative (holding space, not yet contracted), Definite (confirmed/contracted), Cancelled, or Archived.
3. Link the group to an Account and a Contact. If either doesn't exist yet, you can create a new account or contact right from this form without leaving the wizard.
4. Add the group's Email and Phone.
5. Pick the start and end dates of the block.
6. Optionally toggle Include shoulder dates and set how many days before and after the main block should also be available at group rates — useful for attendees arriving early or staying late.

Step 2: Room Rates Configuration

Next, build the room block using your hotel's configured room types:

• Turn on Use flat rate for all dates to charge one rate per room type across the whole block, or leave it off to set rates for each night individually.
• Enter rates and room counts in the rates grid for each room type and date.
• Watch the live summary update as you type: Total Room Nights, Average Rate, and Total Revenue.

Room types come from your hotel setup — see Setting up your Hotel if you haven't configured them yet.

Working with an Existing Group

Click a group in the table to open its details, organized into four tabs:

• Details — the core group information from step 1: name, status, account, contact, and dates.
• Room Rates — review and adjust the room block and rates.
• Production — see the block's room nights and revenue broken down by room type.
• Contract — generate and send the group contract (see below).

The groups table itself shows the key numbers at a glance — start and end dates, cutoff date, room nights, ADR, and production — plus contact, market segment, and group type. Use the Columns button to show or hide columns, search by group name, account, contact, or email, and export the list to PDF, Excel, or CSV.

Contracts

From the group's Contract tab you can:

1. Choose a contract template. HotelAmplify populates it with the group's details, dates, and room rates.
2. Fine-tune the wording in the editor, then switch to preview to see the finished document, including payment and signature sections.
3. Open a print preview to print or save the contract.
4. Click Send Contract to email it to your client — enter the recipient's email and an optional CC, review the message, and send.

BEOs and Event Functions

Catering and event details live on functions — meetings, banquets, and events booked in your function spaces. Go to Sales → Functions, open a function, and use the Catering & AV tab to create and manage its Banquet Event Orders (BEOs): menus, setup, audio-visual, and timing. Functions also have their own Contract tab that works just like group contracts.