How To Create a Group Folio

This guide demonstrates the workflow for managing group folio reservations and processing guest payments. You can create a folio for a single client with multiple bookings over a period of time (within a short period time such as a month). You can also create a folio for multiple guests to book and receive a discount or preferred rate such as a wedding or conference.

Cona Vacation Getaways
27 steps
4 minutes

Webrez

Creating a Group Folio For an Event

If the purpose of the folio is to capture all guests together in a single place for a particular date range, create the folio or event first. Example: Wedding or Conference.

Click "1. Event (current)"

Click here.

Click "Create folio"

Enter the name of the Group or Event. Example: Branden/Lauren Wedding

Guests don't all have to say for the same exact days. Some can arrive earlier or stay later but select the first and last possible dates for people attending the event.

Usually leave this as individual pay unless a single person is in charge of paying for all stays. In that case chose direct bill.

Schools and some Groups might be linked to a corporate account.

Click "Submit"

Create a Group Folio from an Existing Booking

When you are creating a folio for a series of bookings for the same group but with different dates, the easiest is to create the first booking as per usual and create the folio from there. Example: A school group coming for 4 Sundays in a row. Single payor. Single contact. Multiple dates fairly close together.

Click "Group folio" in the reservation options menu when viewing that first reservation.

Click "Apply"

Add Each New Reservation

Click here.

Click "3. New reservation" from the Group Folio as opposed to the usual way of making a new reservation.

Create the reservation as per usual from here.

Add Existing Reservations

Add existing reservations, if any. Click "2. Attach/detach reservations"

Choose a date range that encompasses all bookings. Or if they are all for the same person, you could also narrow the search by including the name.

Check all applicable reservations and click "Apply"

Click "Close"

You can add notes that are applicable to all bookings directly in the folio.

Payment Processing

You can apply payments in the Group Folio rather than the individual booking. Click "Apply payment"

Enter the customer's name in Customer name

Click the Payment amount field

The payment can be applied to a specific reservation. In the case of weddings or events where individuals will pay their own bills, it is better to attach the credit card to the booking itself rather than in the folio.

Or you can apply it to multiple reservations. This is especially useful when trying to make deposit payments on several bookings in a single payment transaction where one payor is paying for all the bookings.

Select the "Use credit card on file" option.

Always ensure that the amount applied to the outstanding invoices matches what was entered in the payment field by checking that the Excess payment field displays $0.00.

How To Create a Group Folio

Cona Vacation Getaways
27 steps
4 minutes

Webrez

Creating a Group Folio For an Event

If the purpose of the folio is to capture all guests together in a single place for a particular date range, create the folio or event first. Example: Wedding or Conference.

Click "1. Event (current)"

Click here.

Click "Create folio"

Enter the name of the Group or Event. Example: Branden/Lauren Wedding

Guests don't all have to say for the same exact days. Some can arrive earlier or stay later but select the first and last possible dates for people attending the event.

Usually leave this as individual pay unless a single person is in charge of paying for all stays. In that case chose direct bill.

Schools and some Groups might be linked to a corporate account.

Click "Submit"

Create a Group Folio from an Existing Booking

Click "Group folio" in the reservation options menu when viewing that first reservation.

Click "Apply"

Add Each New Reservation

Click here.

Click "3. New reservation" from the Group Folio as opposed to the usual way of making a new reservation.

Create the reservation as per usual from here.

Add Existing Reservations

Add existing reservations, if any. Click "2. Attach/detach reservations"

Choose a date range that encompasses all bookings. Or if they are all for the same person, you could also narrow the search by including the name.

Check all applicable reservations and click "Apply"

Click "Close"

You can add notes that are applicable to all bookings directly in the folio.

Payment Processing

You can apply payments in the Group Folio rather than the individual booking. Click "Apply payment"

Enter the customer's name in Customer name

Click the Payment amount field

Select the "Use credit card on file" option.

Always ensure that the amount applied to the outstanding invoices matches what was entered in the payment field by checking that the Excess payment field displays $0.00.