Group bookings

Modified on Wed, 4 Jun at 2:42 PM

Group bookings in Moder

Group bookings are reservation packages for larger groups that may include accommodation, venue rentals, and activities. They are created through a dedicated view in Moder, and the tool used to add bookings is called MultiBook. The use of this tool is covered in more detail in the section on creating bookings for accommodation and activities, where you’ll also find step-by-step instructions and tips.

TABLE OF CONTENTS

Group Bookings View
- Key Features
Creating a Group Booking
Editing products in the cart
Selecting extra services for the group booking
Finalizing the reservation
Editing a Group Booking
Invoice management
Entering a Name List (Guests Tab)
Check-in and check-out for group bookings
Orders

A booking bundle is created when multiple main products are booked at once using MultiBook, either through the online store or back office. This might include, for example, two rooms or a room and activities booked together. A booking bundle is NOT the same as a group booking—it is simply a set of bookings that are linked together.

In this section, we will focus on the creation and management of larger booking packages, i.e., Group Bookings.

Example of a group booking:

Arctic Bloom Collective Ltd - Team Day
PAX: 20 people
Guests will stay in double rooms (2 persons per room).
1-night event
Day 1: Meeting room and sauna rental
Day 2: An activity

Group Bookings View

Where can I see and manage Group Bookings?

Group bookings are managed in a dedicated section, separate from individual bookings. Expand the Booking Calendar and select the Group Bookings feature.

Key Features

Group Booking List: By default, upcoming bookings are shown. Each entry displays the group name, number of participants, company and booker details, and date.
Filter: Narrow the view by selecting specific dates — for example, to view the upcoming week.
Search: Search group bookings by name or contact information.
Create: Use the "Create New" button to add a new group booking.

Click the group name to open and edit the booking.

Creating a Group Booking

In the Group Bookings view, click the “+ Create” button. This will open the group booking creation screen.

Filling in Group Booking Details

Start by entering the basic details of the group booking:

Group Name: Enter a descriptive name, e.g. Veikkolan Vene ja Veistämö – Overnight Retreat Day
Number of Participants: The total number of people attending the event. This can include both overnight and day guests.
Date Range: Select the start and end dates for the event. Note: individual bookings can also fall outside this range if necessary.
Company: Select a company from Moder’s customer registry. If needed, create a company profile in the registry before creating the group booking.
Contact Person: Enter or search for the contact details of the main contact person. You can combine this with company information to specify a business contact. For private events (e.g., a wedding), you may only need to enter the Group Name and contact details for the organizer

Additional information

You can also add:

Internal Notes
Special Requests
Invoice Reference

These notes will appear on all bookings within the group under the heading “Group Booking Notes”.

Individual bookings can also have their own specific notes.

Adding bookings to a Group

Go to the “Bookings” tab in the group booking you are working on. At the top of the page, you’ll see the group name and the group booking number.

The bookings section will still be empty — but now it’s time to start adding bookings using the MultiBook tool!

Search Availability and Select Products

Start searching for availability by opening the MultiBook tool.

Enter the following details in the search bar:

Number of guests: e.g. 20 adults
Dates: You can adjust the dates as needed. By default, Moder uses the group booking's date range.

Option 1: Auto-Select (Magic Button)

At the top, you’ll see room types that can accommodate the entire group. These room types are marked with a green star. Click the green magic button, and the appropriate number of rooms will be automatically added to the MultiBook cart. Magic!

Perform the search.
Click the magic button.

Option 2: Add suitable rooms manually

If you prefer manual selection, follow these steps:

Perform the search.
Select the start and end dates.
Choose the number of guests per room.
Specify the number of rooms.
Set the price.
Add the rooms to the cart.

Variation: Add rooms from multiple room types

Perform the search.
For the first room type (e.g., Lakeside suites):
- Select start and end dates.
- Choose the number of guests per room.
- Specify the number of rooms.
- Set the price.
- Add to cart.
For another room type (e.g., Mountain suites):
- Repeat the same steps.

Result: Rooms from different types are added to the same cart. You can also book rooms for different time periods as needed.

Editing products in the cart

Once you’ve added products to the cart in MultiBook, you can flexibly edit them as needed before finalizing the booking. This step allows you to fine-tune the booking details and ensure that all products and prices are correct.

How to proceed

Edit product quantities

Easily increase or decrease the number of products, whether it’s rooms, villas, activities, tickets, venues, or other travel products.
This allows you to quickly adjust the booking to match the needs of the group or customer.

Modify prices

If the price needs adjustment for discounts, special offers, or negotiated rates, you can edit it directly in the cart.
Flexible and straightforward price editing ensures accurate pricing for the booking.

Remove a product

If a product is no longer needed, you can remove it from the cart with a single click.
This gives you full control over the booking’s content, ensuring only the necessary products are included.

Selecting extra services for the group booking

Adding extra services to a reservation in MultiBook allows you to offer customers a complete experience alongside their accommodation or activities. Extra services can include options like breakfast, massages, equipment rentals, or other products that enhance the customer's booking. Here's how to add and edit extra services for a reservation:

Switch to the Extras tab

Navigate to the Extras tab at the top of MultiBook shopping cart. This view displays all the available extra services you can add to the reservation.

Choose extra services under each product

Select the desired extra services from the dropdown menu under each product.

You can choose extra services individually for each product, allowing you to tailor the services to match the specific needs of each reservation.

Moder tip! You can use the convenient copy button to copy the selected extra services to all similar products with a single click. This speeds up the process, especially when the same extra services need to be added to multiple products.

Adjust quantity and price

You can edit the quantity and price of extra services directly after selection. This flexibility ensures the booking aligns with the customer’s preferences and budget.

Apply a discount code when creating a reservation

Discount codes, or coupons, allow you to offer special rates or discounts directly in MultiBook. They're especially useful for applying promotions, discounts, or other price adjustments to a reservation quickly and easily. A discount code can be added before finalizing the reservation, and it directly affects the products in the cart.

How to use a discount code in MultiBook

Enter the discount code before confirming the reservation
- MultiBook applies the discount code to the products in the cart when the following conditions are met:
- Code validity: The discount code must be valid for the selected booking period.
- Product applicability: The discount code must apply to the products in the cart, such as rooms, activities, or extra services.
See the updated price in the cart
- Once the discount code is applied, the new price is displayed directly in the cart.
- This allows you to immediately see the discounted price and confirm that the code works correctly.

Or should the reservation be made as a booking request?

A booking request is an unconfirmed reservation highlighted in orange in Moder. It allows you to reserve products temporarily, wait for confirmation, or make adjustments before finalizing. You can send a booking request confirmation to the customer, indicating that their request has been received.

A booking request is a preliminary reservation that remains unconfirmed. It is marked with an orange highlight and can be confirmed later in the reservation edit view. A dedicated confirmation message can be sent to the customer as a sign that the request has been acknowledged.

Finalizing the reservation

Now we’ve reached the final step of making a reservation with MultiBook: the finalization. Finalizing a reservation essentially means clicking the Checkout button. This saves the reservation and makes it visible in the booking calendar and the reservation list.

After pressing the Checkout button, you will remain in the reservation creation view, allowing you to immediately add new reservations if needed. A message will appear at the top of your cart saying, "You are adding bookings to a group." By clicking this link, you can view the details of the previous reservation.

If you wish to create a completely new reservation in MultiBook, click the "Reset" button in the top corner. This will remove the previous reservation from the MultiBook tool. However, the reservation you just created will remain saved in your Moder system, and you can review it, for example, in the Booking Calendar.

If you wish to exit MultiBook after check-out, click on the little X on the right top corner.

Editing a Group Booking

Next, we’ll edit the group booking you just created.

Group bookings have their own dedicated editing view, found under the Bookings Tab within the Group Booking interface. This page shows all bookings added to the group and their payment statuses.

Key Features

Bookings: A list of reserved products and their quantities
Number of Guests: Each booking row shows how many adults and children have been added
Date & Time: Arrival and departure dates for each booking
Payment Status: Overview of the booking’s payment status and total price per product
Cancel Booking: You can cancel an individual booking or the entire bundle (e.g., 10× Mountain Suites) by clicking the trash icon at the end of the row
Detach Booking: If you want to remove one booking from the group, use the detach icon
Add More Bookings: Use MultiBook to add more reservations to the group, following the same process as before
Booking Confirmation: You can open the group booking confirmation from this page

Invoice management

Billing Tab for Group Bookings

Managing invoices for group bookings in Moder works just like it does for individual bookings, so everything taught in the Invoice Management course also applies here. You can manage group booking invoices most effectively from the Billing tab within the group booking.

Key Features

Create Invoice: Use the Invoice button to generate an invoice for the group booking. The button displays the uninvoiced amount. In the example shown, everything has been invoiced, but €485 remains unpaid.
Open Invoice: Click the invoice number to open the invoice in a new tab. From there, you can edit the invoice or add payment entries.
Invoice Summary: The view provides an overview of the total booking amount, the invoiced amount, and the payment status. You’ll also see which dates payments have been applied to on the invoice.

Working with invoices

The same principle applies to invoice management as to payment entries - it's important to keep everything up to date. Make sure payment entries match the received funds and that the payment recorded on the invoice is accurate to ensure smooth operations. If needed, learn how to create credit notes.

Entering a Name List (Guests Tab)

How Can I Easily Enter Traveler Details for a Group Booking?

Moder’s group booking feature includes a Guests tab, where you can easily input traveler information using a spreadsheet-style view. This means you don’t need to open individual bookings to fill in contact details — instead, you can enter all guest details at once.

Key Features

Search: You can search for reservations by the traveler's name within the group booking.
Entering traveler info: Each booked product (rooms, activities, venue rentals) is shown on its own row. You can directly input the name, email address, and phone number into the table.
Filtering: Filter the view to show only bookings without traveler information entered.
Detailed contact info: Click the arrow at the end of a row to expand the booking and enter additional details, such as country and language of the traveler.

Editing Details for a Single Booking

You can also click an individual reservation — for example, from the Booking Calendar — to open the booking preview.

Click the Edit button to modify that traveler’s contact information.

Check-in and check-out for group bookings

Check-in and check-out for group bookings are handled in the same way as for individual bookings each booking is checked in and out manually.

Bookings Tab

As you saw in the previous section, it’s best to manage group bookings from the Group Booking's Bookings tab.

Here’s How to Do It:

Expand the Room’s Booking Bundle
Click on the room to view the related bookings.
- This will open the booking details for that specific unit.
Check In
- You can check in the booking directly here — and consider verifying that everything is in order, such as payment status.

Other options

As you saw in the previous section, group bookings are best managed via the Group tab. The small purple arrow at the corner of a booking indicates which booking you are currently working on. Follow these steps to check group bookings in and out:

1. Open the booking you want to check in or out, and toggle the Check-in and Check-out buttons to the desired position:

2. Go to the Group tab and switch to another booking:

3. Check each booking in or out individually. Simple enough, right? ;) The small purple arrow shows which booking you are editing, and the check-in and check-out status is visible directly on the booking via small arrows.

Orders

Well-crafted orders help the staff stay on top of an event, meet customer expectations, and minimize the risk of errors. Orders allow the entire team to see the event’s needs and specific requirements at a glance, improving collaboration and enhancing the customer experience.

Orders include all essential details to ensure the success of an event, such as the event schedule, dietary restrictions, and other important specifics.

Adding an order to an existing booking

Orders can be easily added to any existing booking. In MultiBook, you can even add an order during the booking process, as you've likely noticed while following this course.

To add an order later:

Click on the booking and press the Edit button.
Scroll to the bottom of the page until you find the Order description section, then click the arrow.

Orders in Moder are free-text fields with basic text formatting options, and you can add up to 10,000 characters. Remember to press Save on the booking after entering the order details!

Editing an order

You can edit an order through the same steps as adding one, as described above.

Key things to know about orders in Moder:

When you add an order to one booking in a group reservation, it becomes visible across all bookings in the group. Here’s an example to explain how it works:

You have a group with four booked items.
You add an order to one booking.
To view the group’s order, open any booking in the group and click Print order summary to see what was written in the order.
If you want to edit the order, locate the original booking where the order was saved, make changes, and save.
If you add another order to a different booking, it won’t appear in the printed summary. Only the originally saved order will be shown. This means that a group booking can only have one order.

Recommendation: Write the order details on the main booking of the group reservation and always edit the order from there when changes are needed. You can identify the main booking by its light green background within the group reservation:

Printing an order

Printing an order in Moder is easy, but as we just mentioned, it's best to always update the order from the main reservation.

Follow these steps to print an order:

1. Select the main booking of the group reservation, easily identified by its light green background.

2. Click the Print booking summary button in the top corner:

3. The order will open in a print-friendly format. The summary includes additional services, the pax count, and the bookings from the entire group reservation: