The Group Manager tab gives area managers and group operators a single place to review operational information across their entire property portfolio. Instead of signing in to each property's Property Management System (PMS) individually, you can monitor aged debt, deposits that require action, VIP and loyalty guests, in-house guest debt, and rooms unavailable due to maintenance from one dashboard.
⚠️ Important: Before using Group Manager:
You must have access to the relevant properties.
You must have permissions for each reporting page shown in the Group Manager.
Access the Group Manager tab
Open Guestline PMS.
From the main menu, click the Group Manager tab as shown below:
Review the available dashboards and reports in the left-hand navigation panel.
Report dashboards within Group Manager
Each reporting page is permission-controlled, so users only see the data and dashboards relevant to their access rights.
⚠️Important: If you do not have access to a specific section, please contact your Administrator on site to update your User Setup permissions.
Aged Debtors
The Aged Debtors page provides a centralised sales ledger view for monitoring outstanding debt across multiple properties. The company-level view highlights hidden debt exposure where a company owes small balances across multiple properties that create a much larger group-wide debt position.
Available data
Total outstanding debt across all properties.
Debt ageing breakdowns:
30+ days.
60+ days.
90+ days.
120+ days.
Property-level concern ratings:
Low.
Medium.
High.
Critical.
Company-level debt aggregation across all properties.
Property drill-down
Selecting a property displays:
Debtor account details.
Contact information.
Invoice counts.
Individual ageing breakdowns.
📌 Note: The dashboard refreshes automatically to keep figures up to date. The date and time at the top of the report shows when it was last updated.
Deposit Actions Required
The Deposit Actions Required page helps you monitor cancelled and no-show reservations that still have deposits awaiting a retain or refund decision.
What is an unactioned deposit?
An unactioned deposit is a booking where:
The booking status is Cancelled or No-Show.
A deposit has been paid.
The deposit remains in the Deposit Held Ledger.
No refund or retain action has been recorded.
Available data
Total number of unactioned deposits.
Total value of unactioned deposits.
Number of affected properties.
Age of the oldest unactioned deposit.
Severity indicators
Status | Age |
OK | 0 to 7 days |
Warning | 8 to 14 days |
Concerning | 15 to 30 days |
Critical | 31+ days |
Property drill-down
Select the arrow icon to expand a property to view:
Booking reference.
Guest name.
Deposit amount.
Deposit type.
Number of days awaiting action.
Loyalty and VIP Guests
The Loyalty & VIP Guests page provides a group-wide overview of guest activity across all properties.
Available data
Total arrivals.
VIP guests.
Loyalty members.
Booking source analysis.
Property-level VIP and loyalty summaries.
Available filters
You can filter by:
Arrivals.
Residents.
Arrivals and residents.
You can also view:
Seven days.
Fourteen days.
Thirty days.
In-house guest debt
The In-House Guest Debt page highlights active bookings with debt levels that require attention.
Bookings are flagged when:
Debt exceeds the booking credit limit.
The departure date has passed, and debt remains outstanding.
Debt exceeds the configured debt threshold.
Threshold settings:
Default threshold: £300.
Adjustable without changing configuration.
Available data
The portfolio view shows:
Number of concerning bookings.
Total concerning debt.
Property-level severity ratings.
Property drill-down
Select the arrow icon to expand a property to view:
Booking reference.
Guest name.
Arrival date.
Departure date.
Outstanding debt.
Severity indicators
Critical.
Warning.
OK.
Rooms Unavailable Due to Maintenance
The Rooms Unavailable Due to Maintenance page helps you understand how maintenance is affecting room availability across your portfolio.
Available information
Twenty-four-month trend reporting.
Historical and future maintenance visibility.
Unavailable room nights.
Percentage unavailable.
Total room nights.
Filters
You can:
View all properties.
Filter individual properties.
Select a custom date range.
Review individual months.
Property drill-down
Select the arrow icon to expand a property to view:
Property capacity information.
Maintenance period summaries.
Daily room availability charts.
Room type breakdowns.
Individual room maintenance timelines.
Availability categories
The room availability chart displays:
Deduct From Stock (DFS).
Room Out of Service (ROOS).
Sold room nights.
Available room nights.
Refund & Deletion Activity
The Refund & Deletion Activity page helps you monitor refund and booking deletion activity across your property portfolio. You can quickly identify properties with unusually high levels of refunds or deletions and investigate potential operational issues.
Available information
The portfolio view displays:
The number of refunds processed by each property.
The total refund value for each property.
The number of booking deletions recorded by each property.
The total value of deleted bookings.
A combined financial value showing the total impact of refunds and deletions.
The data can be viewed by property or by staff member using the available view options.
Filters
You can:
Select a reporting period using the date filter.
Switch between the Properties and Staff Leaderboard views.
Configure activity thresholds using the Thresholds option.
Severity indicators
The dashboard uses visual indicators to highlight activity levels:
Status | Description |
Critical | Activity exceeds the configured threshold. |
Warning | Activity exceeds 50% of the configured threshold. |
OK | Activity remains within configured limits. |
Threshold monitoring
You can define thresholds for:
Refund transactions.
Refund values.
Deletion transactions.
Deletion values.
Properties exceeding these thresholds are highlighted so you can prioritise investigation and follow-up actions.
Why this matters
Monitoring refund and deletion activity helps you:
Identify unusual transaction patterns.
Detect properties that require further review.
Monitor staff and property activity across the group.
Improve financial oversight.
Support fraud prevention and operational compliance.
📌 Note: The dashboard summarises activity across all properties you have permission to view and only displays data for sites included within your access permissions.