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A great part about Altru is being able to track and manage your group reservations.
With group sales we can reserve times for groups to attend and set up itineraries for each group.
Group Sales are located in the Sales area of Altru.
Please be sure to review the Group Sales Setup section first, as this contains important setup information, before completing group sales.
The Group Sales Setup is located under the Tickets section. Assuming that we have already been set up for Group Sales,
let’s begin the process of completing a Group Sales Reservation.
We begin by clicking Add
This brings up the “add a reservation” screen.
Here we can select the patron if they already exist in the database, or create a new individual or organizational record if they are brand new.
Let’s click on the add an individual button.
You’ll notice this looks just like adding a constituent from the Constituent section of Altru.
I’m going to go ahead and pull up John Doe’s record.
You will notice that the system automatically populates the last name of the Constituent as the Reservation name,
we can simply edit this if we would like to name it something else.
We can also choose our group type and comments.
If no group types are listed, note that you may need to set up Group types in Group Sales Setup under the Tickets area of Altru.
Here we can adjust the visit date, you will notice that the depending on the date of the visit,
your options will change in the Quick Itinerary dropdown.
Altru will automatically detect which events are available that day for your convenience.
We can also adjust the arrival and departure times, choose the number of visitors, and if necessary exceed the available capacity.
I’ll say we have 10 adults in the group for now and I’ll select a Quick itinerary of Admission.
Let’s continue to the due dates tab.
In this area, we can choose deposit options for our reservations. We can set the due dates and also the amounts due for each.
Here we can also select options to require contracts, final counts, and order balances by certain dates.
We can have these options default in our group sales settings, under the configuration menu
I’m going to require a $100 security deposit for this reservation. We will discuss deposits and contracts in more detail in another lesson.
Let’s move on to the Pricing Structure tab.
Here we’re able to select whether we will charge this order per ticket or based on a flat rate.
A flat rate is useful if you would like to charge groups based on ranges of visitors.
For example, you could say that any group with less than 10 pays one price, and less than 20 pays another, and so on.
To configure Flat rate scales, please be sure to review their settings in Group Sales Setup under the Tickets section.
For now, I will leave it on a Per ticket pricing structure. Let’s save this reservation to create it.
Now we’ve come to the Reservation record.
We can review plenty of information about this reservation such as the number of visitors, the arrival dates, due dates, and the balance.
On the left, we can edit some of the reservation’s options,
for example, let’s say I will no longer require a security deposit for this group.
I can adjust this by clicking Edit Reservation, and then unchecking the security deposit required box.
As you can see, this is where we make any necessary adjustments to due dates and required items.
Next, we can update the reservation’s status by simply clicking Change Status.
For example, I can document the status change and comment that the patron confirmed this reservation over the phone.
We can see all related status information on the Order History tab.
Another helpful feature is the Copy reservation button.
Here we can copy this reservation’s information over to another date.
Altru will show us existing reservations and the available capacity before copying over the reservation to a new date.
Finally, we can change the visit date from the Change visit date button,
or we can Delete the reservation if we would like to start over.
Notice we can also apply and manage discounts associated with this reservation;
again, these must be configured in Group Sales Setup, which is under the Tickets area.
Please note that discounts cannot be applied when using flat rate pricing,
as Altru will assume that the flat rate stands as a built in discount and will only adjust based on the rate scale criteria.
Now that we’ve reviewed how to set up a reservation,
we are ready to customize itineraries, make payments, and check in our groups.
Please see our other lessons on group sales, thanks for watching!