Contacts and Services tab - Groups

The Contacts/Services tab is the fifth tab of the Group Stay information (Group Folio) screen. The Contacts/Services tab in a Group Main Folio allows you to attach vehicles, add a trace, and attach contacts that should be associated with the booking. It is equivalent to the Add'l Names/Services tab in an Individual Main Folio, and contains mostly the same fields, where you can input details such as car make and license. However, the section where you can add any contacts for this stay differs.

 

Select Modify Folio from the Action Bar

Action Bar for Skyware Systems with words

OR

Click Modify Folio from the Registration section of the Full Menu.

Click the icon on the left for the Full menu.

Full Menu Icon

This will display the Full menu in a tabular form, with four sections, Registration, Status, Cashier and Other.

Full Menu Table

The section on the top left here is the Registration section.

Registration section of Full Menu

Click on Modify Folio.

Registration section of the Full Menu with Modify Folio option selected

 

When you select Modify Folio, the Select Folio screen will open.

Select Folio screen

Currently the screen has no (Stay Information) Folios displayed. There are various options for you to select from.

Note: The default setting for the screen is to have the In-House option box checked. To search for a Group Folio, you will need to de-select this option and select the Group option(s) desired, Groups (In-House) and/or Groups (Resv). This will change the screen to the Select Group screen (which may also be reached using the Modify a Group Block command).

Select Group Screen example

The Select Group search screen allows you to select a Group from those existing in your system to display.

Use the <<Press to Search>> command to search for matching records.

There are several search criteria you can use to narrow your search, including the Company name or the Booking Name used when the Group Block reservation was generated, or you can simply click on the <<Press to Search>> command which will list all the Groups in your system. You can then select the one you want from the list generated.

Note: When entering information into the search fields, you do NOT need to hit return or enter - if you do so, this is the equivalent of clicking the <<Press to Search>> link and will generate the search.

Select Group screen with available Groups displayed, with one selected

When the matching records are displayed, Click on an entry from the search results list to open the Stay Information, otherwise known as the Main Folio, for your chosen Group.

 

When selected, the Group Main Folio with the Stay Information tab displayed will open.

Group Main Folio screen

Click on the Contacts/Services tab to open it. The Contacts/Services tab shows any contact information associated with your Group reservation, and allows you to add or edit this information.

Group Main Folio screen with Contacts and Services tab displayed

Note: No fields in this section are required, but adding any information you have here may be extremely useful subsequently.

 

Automobile - License: If there is an automobile to be associated with this Group, you may enter the License details here.

Automobile - Make/Model: If there is an automobile to be associated with this Group, you may enter the make or model details here.

Drivers License: If there is a specific designated driver, their license number may be entered here.

Passport Number: If there has been a passport provided , enter the number here.

Trace Date: Trace Date for the Stay. You can select the applicable date from the drop-down menu options or calendar icon for this Group Stay Trace to appear.

Trace To: This is a drop-down menu of your staff available to attach the Trace for this Group Stay to.

Note: A Trace is a reminder to appear on a Skyware Systems User's Personal Trace Calendar.

Booked Date: The Date shown here is when the Group Block was created in Skyware Systems. It cannot be changed here.

 

In a Group Folio, Contacts are typically the people that you are "working with" on this particular booking.

In an individual Folio you have a section for Additional Names, as the name on the Folio reservation is considered to be the Guest for which you have details.

In a Group Folio, this section is called Booking Contact(s) and has an option for selecting CONTACTS FOR THE STAY, or you may be able to fast pick from a list of contacts already entered into the system. These contacts are whom you should address questions or queries for the Group stay.

These contacts are NOT NECESSARILY GUESTS, and your guests which have picked up rooms have individual Folios (with separate confirmation numbers) already.

Booking contacts are people that are associated with the booking, but not necessarily staying over night (although they could be listed in the contact area as well as be picked up against the group).  

Booking Contacts area highlighted (of Contacts and Services tab of Group Main Folio)

Add a Contact: Adding a contact in both Individual and Group Folios will take you to the Select/Create Guest to Add as a Contact screen.

Select or Create a Guest to Add as a Contact screen

Click the gray "Add a Contact" button to open the screen where you may enter the Contact's details, either by selecting a Previous Guest from those already in your database, or by entering the details in the New Guest section and clicking the orange button Finish to return to the Folio screen, where the Contact you have just added will now be displayed.

Booking Contact section now shows a Contact that has been added

You may remove a Contact directly from this tab by clicking on the delete button to the right of the entry.

Note: Clicking on a particular Contact entry in this section will open the Individual Contact Account screen, where you may add additional information.

You may note under the Contacts tab here, they are listed as a contact for the Group Folio you added them to, and the Group Stay they are attached to is listed.

Contacts Account screen for added contact on Group Folio with Contact for section and Stays attached to section highlighted

Primary contact (from list below):

Primary Contact options available for Group Main Folio

If you have no Contacts entered in the Contacts section, this field will be blank.

If you have one Contact entered, it will automatically be selected as the Primary Contact.

If you have multiple contacts listed in this section, you can select one as a PRIMARY contact (the person whom should be contacted FIRST).

This is a drop-down menu of available options; ONLY Contacts entered in the Contact section of this tab will be shown for selection here.

 

Note: FUNCTIONS are specially created events or activities for the Group Block. USUALLY, any activities to take place for the Group as a whole would be considered Functions, and shown on the Functions tab, NOT HERE. Thus, this section on a Group Main Folio is normally EMPTY.

Only if there are activities associated with this Group Folio AS A WHOLE, might they be shown here. Individual Guest activities (the Guests whom Picked up the rooms in the Group Block) will be shown on those Folios, not here.

The Activity Schedule provides a simple interface for scheduling attendants for available activities such as spa treatments, or transportation to and from the airport. However, remember a Group may require additional staff to complete the activity, and as such, it is RECOMMENDED you schedule the activity as a separate Function.

 

You CAN add Activities here by clicking on the gray "Activity Schedule" button. this will open the Activities Schedule screen, which is configured specifically for your Property with your available activities on the left, and times the activity is available across the screen, separated into time blocks covering the dates of the reservation.

See Activity Schedule for more details.

Activity Schedule screen

Use this screen to select your type of Activity and your time span for it. If you are CREATING an Activity (adding a new one to the Group), you will need to double click on the time span block to create it, which will take you to the specific screen for that Activity in Skyware Systems, where you will add the details.

Once you have competed the details you can click the orange button Attach to Stay, and the activity will now be displayed in the Folio for that Stay.

 

Date Updated January 29, 2024