Activity Groups

The reservation type defines which activity products are allowed as well as certain behavior of status and resource assignments. You can enter the names and addresses of group members (participants) at any time during the booking process, and either before or after payments, and before or after activities have been created.

The group functionality lets you reserve multiple number of bookings (activities) at any given date and time in a fast manner. It also lets you invoice (or pay) all the related activities in a compressed format, rather then every single activity detailed in the POS journal or the BC invoice lines. Also, you can create a Business Central quote for the purpose of quoting the customer prior to confirming and reserving the activities. All pricing and discounts to the activities are applied in the Activity Group lines in a single entry for all related activities.

All members of the group will still have their own Activity Reservation with multiple activities assigned if they are assigned more than 1 activity. This means that members also have their own Activity Reservation, which is created and maintained automatically from the Activity Group Card. So the Activity Group structure is basically a level above the normal Activity Reservations and acts as an umbrella for all functions and summary related to the group.

The Activity Group Reservation always creates one Activity Reservation (with matching number and description) to act as a paymaster and to collect any deposits and additional POS charges. You can also use the reservation to reserve any bookings that handle direct group activities rather than group member activities.

The Status setups and functionality, POS deposit, and charge handling are the same for the Paymaster reservation as for any other activity reservation.

When a group reservation is created, it also creates a normal reservation with same „No.“ reference, as to serve as paymaster for the group shared expenses or deposits, and is also basis for the attributes.

The paymaster reservation can also be used to reserve resources or add products which are for the group in whole and not associated to specific member of the group.

The ACTPAYGROUP POS command then collects everything on the paymaster reservation, i.e. deposits, charges, activities and then also adds the group lines, though only the group lines which have „charge type“ set as "Group".

If any group line is marked as „individual“ charge type, or you have added activities, deposits, charges to a specific member reservation, then those have to be dealt with using normal payment processes in activities and are not part of the group payment gathering.

It is possible to edit activities, activity participants, and charges after confirmation, but in some cases the system might require the user to change the group line status to Draft or even delete the related activities and re-confirm after the changes have been made. Confirmation will update the related reservations per group member as appropriate.

It is also possible to send emails, based on a selected template, to the group members or to the main group contact. In the action group CRM, there are options to send emails to all group members, or to send a request email, which includes an attached Excel sheet for the receiver to add participant details, and then use the Import Group Members to import the same Excel sheet when a response is received.

Note: Attribute settings for the Activity Group are the same as for the Activity paymaster reservation and are based on the reservation type.

Note: If an action on the Activity Group Card is not described here, see corresponding action descriptions on the Activity Reservation Card.

To create a new Activity Group Card from the Role Center

Click +Group in the Actionssection to the right on your display
or

click Groups in the role center's top menu bar to access the Groups list, and then click the +New action.

The Activity Group Card opens where you can create a new group reservation.

To create a new Activity Group Card from the POS

Click a POS button with the POS Command NEWGROUPRES, or, if you are in the Activity Host, use the POS command ACT-FRONTDESK with parameter NEWGROUPRES.

To create a new Activity Group Card from the Activity Front Desk

Click a POS button with the POS Command ACT-FRONTDESK with parameter ACTNEWGROUPPANEL.

Overview

The "New Group" panel in the Activity Front Desk module allows users to create and manage group reservations for various activities. This panel is designed to streamline the process of booking activities for groups, ensuring that all necessary information is captured and organized efficiently.

Fields and Controls

Group Name: Description: The name of the group making the reservation. Enter a unique and descriptive name for the group.

E-mail: The Email for the activity group.

Comment: Comment text for the group.

Guests: The total number of people in the group. Enter the number of participants in the group. If the number is not entered it will be calculated from the quantity of the activity products entered.

Date: The date of the reservation. Select the desired date from the calendar control or use the Up and Down arrows to change date. All the lines in the group will be updated with the new date.

Time: The start time of the activity. Enter the start time in the specified format (e.g., HHMM) or use the Up and Down arrows the change time. All the lines in the group will be updated with the new time,

Total: Total amount of all selected activity products for the group.

New Group lines

Qty: The quantity of the new group line. Click on the group line to change the quantity, the color will change to indicate you have selected the line and it will move to the top of the list.

Description: The description of the activity product.

Guest Type: Is empty unless the Guest Type Filter for the activity product is active.

Available: Availabile quantity for the specific date and time.

Date: The date of the group line. Can be changed by pressing the group line.

Time: The time of the group line. Can be changed by pressing the group line.

Amount: The total price of the activity product. If qty is zero then it is the unit price of the product.

Actions

Confirm: Save the group reservation. Click the "Confirm" button to save the reservation details.

Add activity: Add new activity product the the new group lines. The quantity is set to zero.

Reset: Reset all information as it was when the panel was entered. The total will be zero.

Cancel: Cancel the reservation process. Click the "Cancel" button to discard the reservation details and close the panel.

Usage Instructions

Open the "New Group" panel from the Activity Front Desk module.
Fill in the required fields with the appropriate information.
Review the entered details to ensure accuracy.
Click the "Confirm" button to create the group reservation.
If you need to discard the reservation, click the "Cancel" button.

Tips:

Ensure that all required fields are filled in before saving the reservation.

Double-check the reservation date and time to avoid scheduling conflicts.

To edit the Activity Group Card for reservations from the Role Center

Click Groups in the role center's top menu bar.
Double-click an entry in the list to display the Activity Group Card, or select an entry and click Edit.

The table below lists and describes the fields in the Group Reservation Card's General FastTab:

Field	Description
No.	Unique ID assigned for reference and retrieval purposes. Automatically issued based on no. series in the activity setup.
Reservation Type	This field controls the definition of the reservation and what activities can be entered into a single reservation. Status settings can also be defined per reservation type if different handling is needed.
Contact	The main customer contact to reach related to the group reservation.
Contact Name	Name of the contact.
Description	Description of the reservation. Automatically populated by the contact name, but can be edited by the user.
Reservation From and To	The dates on which the activities will be taking place. Only dates within this period can be assigned in the Group activity lines. If you change the starting date, all group activity lines will be changed accordingly. Note: If activities have already been created, those will be updated with the new dates. If the reservation has been paid already, the pricing will not be changed, even though the new dates might have different pricing settings. However, if the reservation is not yet paid (or has only a deposit), then the pricing is re-calculated. *The activity dates are only changed, if the Group Reservation (and related activities) are in internal status Draft.* Note: Even if the dates are changed, it is not certain that there is availability on the new dates until the group reservation has been re-confirmed.
Location	The activity location. Note: The value in this field filters all availability. This setting will be assigned by default to the Group activity lines, but each line can still have a different location.
Language Code	The client's language code. Note: Optionally, this setting decides the email template to be used for communication.
Price Group	Retrieved from the customer or contact account and sets the pricing for additional items and activities using retail pricing.
Currency Code	Retrieved from the customer account and sets the currency that will be used for quote and invoicing through Business Central standard invoicing. Note: If the Price Currency is set in the activity setup and this field is blank, the default price currency code will be used for all Business Central invoicing and quotes from the Group Reservation, unless otherwise set by the user.
Discount Group	Retrieved from the customer or contact account and used for the additional charges, if being invoiced.
Sales Person	The sales person involved.
Main Internal Contact	For internal reference.
Reference	Additional field that can be used in the Role Center's search function.
E-mail	The contact's email. Can be edited by the user.
Mobile Phone No.	The contact's phone number. Can be edited by the user.
Comment	Internal comment.
Reservation Charge Limit	The total amount that can be charged additionally to the paymaster reservation at the POS.
Arrival and Departure Times	For reference purposes only.
Customer Account No.	The customer account used for invoicing. This field is required, if a quote or an invoice is issued. Standard Business Central customer discounts will be applied to activity products (which are based on retail items) and additional charges.
No. of Persons	The total number of persons belonging to this group and who might be assigned to activities. When creating activities in the Group activity lines, the Quantity of activity issued per line can not exceed this value. You can click Assist Edit to drill down to the list of group members and assign further details to each member. You can also access this list of members by clicking the Edit action and then Group Members, or from the No. of Persons cue. This list will act as Group Member Master list and only people from this list can be assigned to activities in the Activity group lines.
Charge Type	The default charge type for the Activity lines in the reservation. Can be changed on individual lines. The available options are: Group - will be charged to the group. Individual - will be charged to each individual through normal activity payment processes. Note: All lines are included in the quote, but individual lines are excluded from Group invoice or Group payment at the POS and should be handled per person.
Main Group Member	The main member contact number associated with the reservation. For reference purposes. Note: The main group member is also assigned automatically as the client (member) on the related paymaster reservation. Also any member-based allowances, discounts and pricing calculation in the group reservation will be according to the main group member.
Member Name	The main member contact associated with the reservation. For reference purposes. The name is populated based on the main member contact field, but can also be edited or entered directly as name reference only.

Reservation charges

Depending on the view set up on the related reservation type, the Group Reservation card can have a section for entering charges for the group reservation. The charges will not be related to any specific activity, but can be assigned to a specific group members reservation, or to the paymaster. The charges are added to the specific reservation when the group reservation is confirmed.

Reservation transactions

Any additional entries, for example deposits and deposit returns, can be viewed in the Reservation Transactions list with reference to the receipt number handling the transaction. All entries in this list will be included in the reservation balance summary.
Additionally, calculated and posted cancellation charges will be shown in this list. Any receipts that have been charged to the reservation from a POS will be shown in this view as well.

Note: All reservation transactions go through the identical Paymaster activity reservation, which has the same No. and matching fields synchronized. For more functionality information see Activity Reservations.

Note: On the Actions menu, the user can transfer all POS charges assigned to individual group members to the paymaster reservation.

The Transfer Charges action allows the user to transfer any POS charges assigned to a group member's reservation to the paymaster reservation.

For paymaster reservation functionality refer to:

Group Status FactBox pages and cues

There are two status FactBoxes on the Group Reservation page. The one at the top relates to the group as a whole, the lower one to the individual group line, but both show the same information. If it has been paid, the group line shows details and a link to the related payment document, that is an invoice or POS receipt.

Field	Description
Individual Amount	The Activity Group Lines can have a Charge Type which specifies if the line is going to be charged to the group or to the individual. If assigned to the individual, the total amount will be displayed here.
Group Amount	The total amount of activities which has the charge type assigned to the group.
Total Group Amount	The summary of activities charged both to group and individuals.
Paymaster Balance	The total outstanding balance on the paymaster reservation which keeps track of deposits and additional POS charges .
Total Activity Charges	Total amount of all activities created related to the group.
Total Balance	The total outstanding balance for the group only, that is paymaster + activities charged to the group.
Created	The date and time this record was created and by whom.
POS Charges	The total amount of charges through POS added to the paymaster transactions. Drill-down available to entries.
Deposits (Balance)	The total balance of deposits on the related paymaster. Drill-down available to entries.
Total fees	The total fees (cancellation charges, late rental returns and so on) calculated and added to the paymaster.
Total Activities	The total number of related activities created. Drill-down available to entries.
Reserved Activities	The total number of related activities that have been confirmed and reserved. Drill-down available to entries. A mismatch between reserved and total activities may be caused by activities that could not be confirmed or reserved due to lack of availability or because of cancellations.
Unpaid Activities	The total number of related activities that have not been paid.
Status	The current status and internal status of the group reservation in whole. The status for each individual line is not available since each activity might have its own status.
Comment	Internal comment.

Activity Group Card and List - actions

Action	Action	Description
Edit	Reservation Attributes	Edit attributes that are assigned to the group and shared with the paymaster. The attributes are defined by the reservation type assigned to the group.
	Group Members	To add or modify individual persons that are assigned as group members and will be assigned to the activities. Note: You can enter names and contact details at any stage, that is before or after confirmation, or before or after payment has been received.
	Paymaster	Open and edit the paymaster reservation that handles deposits and other related transactions. Note: Header details are automatically synchronized with the paymaster, as well as the attributes.
	Deposit Schedule	View and manage the deposit schedule for the reservation. You can issue the deposit schedule according to the deposit policy assigned to the reservation or enter it manually. Note: The deposit schedule is linked to the Paymaster reservation. See the Reservation Card Actions for more information on the deposit schedule.
Status	Confirm	Assign confirm status to all activity group lines. Note: If the status reserves resources, this action will create the activities and assign resources in the available time slots.
	Cancel	Assign cancel status to all activity group lines. Note: If the status releases resources, this action will delete the activity reservations.
	Change Status	Assign status selected from the list to all activity group lines. Note: If the status releases resources, this action will delete the activity reservations, or, if the status reserves resources, this action will create activities and assign a status.
View	Availability Matrix	View the availability matrix. The default matrix template derives from the reservation type.
	External	View any external views according to the reservation type settings.
	Cost	View summary of cost (see description on the reservation card help). Note: This view will only show values after the reservations have been created.
Invoicing	Quote	Create a standard Business Central quote based on the group lines, both charged to the group and to the individuals in one single quote. Note: The quote does not have to be invoiced, and it can be only used to issue a quote.
	Invoice	Create a standard Business Central invoice based on the group lines that have the Charge Type field set to Group. When the invoice is posted, the related payment statuses are set to Fully Paid and Transaction is assigned to the invoice number. All related activities will be assigned the same payment status and transaction document. An invoice can only be created if the Group reservation has been confirmed. Note: Any outstanding deposits or fees and unpaid POS charges to the paymaster reservation will be included in the invoicing process. However, if the paymaster reservation has charges or deposits, the standard reservation invoicing and payment can be processed only for the paymaster, which at that point would include any deposits and POS charges still outstanding.
Reports	Group Lines	Use this option to print all group related lines.
	Reservations	Use this option to print all group related reservations.
	Activities	Use this option to print all group related activities.
Related	Activities	Use this option to view all group related activities.
	Reservations	Use this option to view all group related reservations. Note: There will always be one paymaster reservation and one reservation per group member.

Activities section

The Activities section keeps track of the actual activities reserved for the group. The lines are like a worksheet where the user can enter the details of the activities: the number of them (quantity), price, and discounts, prior to any activities being actually created. These lines will be the basis of the activities created when a status has been assigned which, depending on settings, will create or remove the related activities. The price and discounts for group activities are always controlled from these lines and cannot be modified directly at each activity. These lines will be the basis of the quote, invoice, and payment on the POS.

Each Group Activity line has its own set of associated group members, based on the main group members assigned on the group card (see the No. of Persons setting at the top of this page).

Each Group Activity Line can have associated additional charges, which are automatically populated based on the Additional charges settings on the activity product. By selecting Manage - Charges, the user can open the Charges section and modify or add new items to the group line. Also, the Group Line Charges can be viewed on the main page and edited directly. Note: Quantities issued in the Group Line Charges section are per activity, but not total values.

See the Activity Product and Additional charges for more detail information on the fields in this section.

When a group line is confirmed (or the group reservation as a whole), and the related individual reservations are created, then normally each group line's Quantity setting will define how many activity reservations (and related reservations) are created. This is not the case, however, if the related activity product is priced per person. In that case, the No. of Persons field multiplied by the Quantity value will be the resulting number of activities, since each person will get their own individual activity (set with quantity of 1).

Field	Description
No.	The activity product number assigned on the line. The set of products available is limited by the reservation type setting.
Description	Automatically populated product description. You can edit this field and use it as a comment field, if the No. field is blank.
Quantity	The total number of activities that should be created and charged. Cannot exceed the total number of persons in the group.
Unit Price	The unit price of the activity product.
Amount	The total amount of the activity, that is Quantity * Price * (No. of Persons if the product allows more than one person per activity booking) - the discount given.
Discount %	Issued line discount as percentage of the total amount.
No. of Persons	Default is 1. Note: An activity product may allow more than 1 person per activity.
Reservation Date	The date when the activity should take place. Only dates within the group's From and To dates are applicable. Use the Assist Edit button to see an availability view and select a time from the list.
Reservation Time	The time when the activity should begin to take place. Only dates within the group's From and To dates are applicable. Use the Assist Edit button to see an availability view and select a time from the list. Note: The time is used only as a requested time, when the related activities should start to be assigned. However, depending on availability and the interval setting on the activity product, the actual activity time may vary and be different on some activities created. Note: If only Reservation Time is set and not the End Time, the reservation is specifically requesting for that fixed Reservation time. If End Time is set, the system will try to make the reservation at the time starting from Reservation time and starting before End time, depending on availability.
End Time	Specifies the latest hour when the activities may be booked. Can also be used to see the total availability during a fixed time period. Note: Not to be considered as the activity "end time".
Availability	The total number of activities which can be booked at the given date. If the Reservation Time has been set then its reflected in the availability. If the End Time is set, then availability shown is only for the time from Reservation time until End Time.
Location	The activity location, defaulted from the Group header setting but can be changed for individual lines.
Reserved	The total number of activities created and Reserved. Note: If this number does not match the Quantity value, the Quantity field will be displayed in RED as a warning indicator.
Shared Activity	If this setting is assigned, all the activities created based on the group line will be assigned to the paymaster Activity Reservation, rather than on each group member.
Charge Type	The available options are: Group - will be charged to the group. Individual - will be charged to each individual through normal activity payment processes. Note: All lines are included in the quote, but individual lines are excluded from Group invoice or Group payment at POS and should be handled per person.
Comment	Internal comment which is passed on to every related activity as comment.
Payment Status	Shows if the Group activity line as been paid (either invoiced or paid through POS), or is still unpaid (no invoice issued).
Transaction Type	Shows if an invoice has been created or paid at POS.
Transaction	The document number of the POS transaction or the invoice. Drill-down to entry is available.

Activities - actions

Action	Action	Description
Manage	Delete Activities	Delete all activities related to the current group activity line.
	Charges	Open the additional charges management page.
	Edit Component Time	Here the user can edit the starting times of each component in a package.
Status	Confirm	Assign status Confirm to the activity group line. Note: If the status reserves resources, this action will create the activities and assign resources at the available time slots.
	Cancel	Assign status Cancel to the activity group line. Note: If the status releases resources, this action will delete the activity reservations.
	Change Status	Assign status selected from the list to the activity group line. Note: If the status releases resources, this action will delete the activity reservations. If the status reserves resources, this action will create activities and assign the status.
View	Search Availability	Open the availability view for the given date and product.
	Product Search	Use the general product search functionality to assign new activities to the group reservation.
	Activities	Use this option to view all group line related activities.
Assign	By First	Populate the group members section by group members, starting with the first line (no. 1) in the group and up to the number of persons to be assigned.
Assign	By Next	Populate the group members section by group members, starting from the next group member line, based on the last group member assigned on previous activity group line, that is continue assignment from the last member assigned in prior activity group line.
Assign	By Selection	Populate the group members section by selecting group members specifically from the group member list, If the activities already have been created, then those will be deleted and re-created based on new group member assignments.

Group Members section

This section defines which members of the base member list will be associated with the group line and used to assign individual persons to each activity. This list can be populated at any point in the process. All group line members must be registered already as group members through the Group Reservation Card (click Edit - Group Members), before they can be assigned as participants for each activity group line. There can only be as many members as indicated by the value in the Quantity field in the Activities section.

Group Members - fields

Field	Description
Sequence	Reference to the base group member assignment. The look-up lists all members in the group and assigns to the group line member list. All group members get a unique sequence number that can be used to assign them to the activity group line as participants.
Sub Group	Subgroups are dynamically created "groups" within the member group, that is if the user wants to group together adults, children, and so on, and use that subgroup later to assign multiple group members at once.
Contact	If the member is already registered as a member contact, you can look him or her up here and search for a member contact and assign to the group.
Name	Name of the person.
Phone	Person's phone number.
Email	Person's email.
Comment	Internal comment.
Status	The current status of the related activity reservation assigned to the individual.
Activity No.	The Activity number reference for the related activity reservation assigned to the individual. The user can drill down to the Activity card from this field.

Group Members - actions

Action	Action	Description
View	Activities	View all activities assigned to the group member.