The Guest Pickup Portal allows guests to book their own rooms from a group allotment. This removes the need to collect rooming lists manually and gives organisers real-time visibility of room pickup.
⚠️Important: The group must have been created from August 2026 onwards.
Benefits
The Guest Pickup Portal helps you:
Reduce administration by allowing guests to book their own rooms.
Track pickup activity in real time.
Offer flexible payment options.
Control which dates and room types guests can book.
Provide a booking experience in ten supported languages.
Send instant booking confirmations automatically.
Required conditions
⚠️ Important:
The group must have a room block allocation configured.
The group must be set to Available for pickup.
The group must have been created from August 2026 onwards.
GuestPay or EvoPay must be enabled if you want to use Full payment or Card guarantee.
Configure the Guest Pickup Portal
Create the group in Rezlynx PMS.
Make sure to:
Configure room allocations and occupancy combinations for each room type on the Block tab. Guests can only book rooms and occupancy combinations that are included in the group allocation.
For example:
Standard Room, two adults, five rooms allocated.
Guests searching for two adults can book from those five rooms.
If you also want to offer the room to one adult, create a separate occupancy allocation.
📌 Note: You can offer the same room type for multiple occupancies, but each occupancy combination requires its own allocation.
Set the group status to ensure rooms are Available for pickup on the Main tab, as shown here:
Add a clear customer-facing Group Description in the bottom left, then click Save.
🤓Tip: Note the Group Reference so you can return to it easily.
Check room descriptions, images and facilities information are set to show online to assist your guests when selecting their rooms.
Toggle on the Guest Pickup Portal.
Select a payment mode, these are outlined below:
Payment mode | Guest action | Prices visible |
Full payment | Guest pays before the reservation is created. | Yes |
Card guarantee | Guest enters card details before the reservation is created. | Yes |
Pay later | Reservation is created without payment information. | Yes |
No payment, paid by organiser | The organiser pays for the booking. | No |
⚠️ Important:
Full payment and Card guarantee require GuestPay or EvoPay.
If neither payment platform is enabled, only Pay later and No payment, paid by organiser are available.
📌 Note: You can change the payment mode after enabling the portal. Guests with an open booking session must refresh the page if the payment mode changes.
7. Configure optional booking restrictions, including:
Set Pickup from and Pickup until dates if required.
Select which room types guests can book.
Leave all options selected to allow bookings across the full stay.
8. Copy the Guest pickup link and share it with attendees.
🤓Tip: Before sharing the link, please check the warnings on the page to ensure all criteria are met.
9. Copy the Organiser dashboard link if organisers need visibility of bookings.
📌 Note: Both links include a secure token that only allows access to the selected group.
Using the organiser dashboard
Monitor bookings using the organiser dashboard:
View room pickup totals.
Search by guest name.
Search by booking reference.
Review:
Guest names.
Booking references.
Room types.
Occupancy.
Stay dates.
Payment totals.
📌 Note: Cancelled reservations are automatically excluded.
Understand how guests book rooms
Guests complete four stages when booking through the portal.
Availability
Guests:
Choose arrival and departure dates.
Select the number of adults and children.
View available rooms.
Review room descriptions, facilities, images and pricing.
Guest details
Guests:
Enter personal details.
Add special requests.
Review:
Stay dates.
Price.
Rate plan.
Cancellation policy.
Terms and conditions.
Payment
Depending on how the group is configured:
Guests enter payment details for Full payment and Card guarantee bookings.
The payment step is skipped for Pay later and No payment, paid by organiser bookings.
⚠️ Important: Payment sessions expire after 20 minutes.
Confirmation
Guests receive:
A booking reference.
Booking details.
Hotel information.
Payment confirmation where applicable.
A confirmation email.
A guest-stay login link.
📌 Note: Prices remain hidden throughout the booking process when using No payment, paid by organiser.
Understand how availability works
A room is available only when:
The group allocation contains rooms for every night requested.
The guest's occupancy matches a configured allocation.
Live rate management confirms availability.
Groups that affect availability
Allocated rooms are guaranteed.
Guests can book allocated rooms even when the hotel has no remaining public inventory.
Groups that do not affect availability
Availability is based on the hotel's live inventory.
Room availability is checked in real time.
Things to be aware of
Important points to be aware of:
Online pickup is only supported for groups created from August 2026 onwards.
Default Rezlynx PMS upsells are not applied to portal reservations.
Mid-stay rates are not supported.
A single rate applies to the entire stay.
Guests can only book dates within the group's arrival and departure period.
Guests can only book room types that have an active block allocation.
Occupancy-based price overrides only apply to the exact occupancy configured.
📌 Note: If the portal reports that the group is unavailable, confirm that the group was created from August 2026 onwards.
Supported languages
The Guest Pickup Portal supports:
English.
German.
French.
Spanish.
Italian.
Dutch.
Danish.
Portuguese.
Thai.
Simplified Chinese.
📌 Note: The portal automatically uses the language detected from the guest's browser, and the same language is used in the confirmation email.