Group reservations and allotments

Anything more than one room at a time goes through one of two flows in HotelBee — Groups (for parties traveling together) or Allotments (for contractual room blocks). They look similar from the outside but solve different problems. This article explains both and when each fits.

Groups

A group is a master record that bundles individual reservations under one umbrella — they share a billing party, can share a folio, and check in / out together. Use for:

• Wedding parties — one bill to the bride and groom, individual rooms per guest.
• Conference attendees — corporate billing for the room block, attendees' incidentals separately.
• Sports teams or tours — group rate, single check-in, mass check-out.

Create at Frontdesk → Groups → +. Pick a host (the contact person), the billing party (a company or the host themselves), the date range. Then add reservations to the group — either by linking existing ones or creating new ones inside the group context. The group profile shows the master folio, all reservations, prepayment invoices, and merge/split controls.

Allotments

An allotment commits a number of rooms of specific types to a partner under a contract. Use for:

• Tour operators — "Operator B gets 5 Doubles every Friday-Sunday from June through September at €120/night".
• Corporate accounts — "Acme Corp has 3 Standard rooms available Monday-Thursday for the year".
• Wholesalers — multi-month bulk allocation under negotiated rates.

Create at Backoffice → Allotments → +. Each allotment carries:

• Code, name, description, contract — the contractual identity.
• Status — DRAFT (being set up), ACTIVE (live), RELEASED (release date passed, rooms back to inventory), PARTIALLY_RELEASED, COMPLETED, CANCELLED.
• Allocation type — STATIC (fixed rooms, released on the release date) or DYNAMIC (rolling allocation based on contract terms).
• Room blocks — the actual rooms (or room types) and date ranges allocated.
• Release data — the release schedule with status tracking (PENDING, WARNING_SENT, RELEASED, EXTENDED, FULLY_BOOKED).

Allotment pickup and the report

Reports → Allotment Pickup shows how much of each allotment is actually being booked vs. the allocated quantity. Low pickup is the warning sign that an allotment isn't earning its keep — time to review the contract or reduce the allocation. High pickup with frequent overbooking attempts is the opposite signal — the operator could absorb more inventory if you have it.