Once you have created a Group in Rezlynx, you can perform a variety of actions - including: creating a mid-stay change, setting up a Group Series, adding release rules, holding rooms on a block, picking up rooms, configuring charge routing, adding a master account, changing Group dates, cancelling a Group, and generating Group reports - all designed to help you manage your group bookings in the best way for your property and your team.
When contracting weddings, tours, groups etc you are able to set up a release rule to ensure that the block is released back to availability at a point set up by you. This avoids having to manually release rooms not picked up by the group organiser. However, the release rules will not work on rooms already picked up within the system.
Release rule configuration
Release rules can be added to Groups, however configuration must be set within the system to ensure that the release rules can be actioned by the system. The configuration only needs to be set up once in the system.
To check if release rules have been configured, navigate to System, Tools, then Scheduled Tasks.
You should see a task listed for Release Rules with the specific time and a daily frequency set, as shown below:
If this scheduled task is not listed for your property then a new Scheduled Task should be set up otherwise Rezlynx will not know when to run the task to check on the release rules.
To set up the Release Rules Scheduled Task, follow the steps below:
Navigate to System, Tools, then Scheduled Tasks select New.
Set Task to Perform as Release Rules.
Add a Description to help other users on site know what this tasks is for.
Select the Frequency ad Daily, Time to Perform Task as required, and select a Start Date.
Once completed, click Save. The scheduled task will now be listed within Scheduled Tasks.
Add a release rule
To add release rules to a Group block, follow the steps below:
Within your Group booking, select the 3-dot menu (...) then select View Release Rules and click Add.
Enter the release rules as required, including:
Room Type: Would you like to release all room types, or specific ones?
Lead in Days: How many days before arrival would you like to release the rooms?
Type: Are you releasing your rooms by a percentage, a fixed number, or all of them?
By: Are you wanting to release all at once, or one day at a time? For example, if your group is staying for the whole week, would you release the Monday first, then the Tuesday 24 hours later.
Value: If you have filled in your type column with percentage or fixed, then you will need to fill in your value box accordingly. For example, if you are releasing 50% of your rooms then you would set the type to percentage and the value to 50.
Return to Availability: Make sure this is ticked so that the un picked-up rooms will go back to the hotel availability, rather than the Room Block
Warning: Should the system generate a warning, either to you, your guest or both?
Days Prior: How many days prior to the release date would you like to receive a warning?
Internal: Warning is sent to an internal system user, a Rezlynx Pop Up will show when logged in.
External: Warning is sent to a contact set up within the address book button. The wording for this is in Cogs, System, Ini-settings, Groups and Room Blocks. There is a limited number of characters which can be used in this section.
Repeat the steps above as required to add multiple release rules to the block.
Click OK to add the release rule.
To review the release rules on a group, select the 3-dot menu (...) then select View Release Rules