Group bookings and group check-out

Q: The master folio cannot be paid at the desk today.

Choose Leave open (approval) with a cashier note: a manager approves, and the master folio stays open for later.

Several rooms under one group name, with a master folio that collects the charges the group pays. Group check-out settles the members and the master together.

Hospitality Reservations and rates
3 min read
Updated October 20, 2026

For Front desk Cashier Manager

A group booking

A booking with several rooms for one party (a tour, a team, a wedding) carries a Group name on the booking. Its rooms are checked in, moved and checked out one by one, like any rooms.

What the group pays (usually room and tax) goes to a master folio; what each guest pays (extras) stays on their own room folio. Set this with Billing routing on the booking: for each charge group (Everything, Room, Tax on room, Food and beverage, Minibar, Laundry, Telephone, Transport, Spa, Miscellaneous), which folio it goes to, for every room or one room, and for some dates if needed.

Group check-out

Open the master folio and choose More › Group checkout
Who
Front desk or cashier
Where
Folios > the group's master folio
What changes
The Group checkout summary lists the members, their balances, and the charges routed to the master still on their own folios.
Settle the members
What changes
Members' charges that belong to the master move to it; rooms still in house can be checked out with it, each through the normal check-out with its own folio at zero.
Choose how the master ends
What changes
Paid at the desk, Bill the company (company account and direct-bill authorization), or Leave open (approval) with a cashier note.
Confirm
What changes
The rooms and the master close. Each settled folio is invoiced after.

If one room cannot be checked out, the message names it and why: the rooms before it went through. Fix that room and run group check-out again.

Worked example: a tour group of three rooms

ABC Tours books three rooms for two nights at 5,000 a night under the group name "ABC Tours group". Billing routing sends Room and Tax on room of every room to the master folio. The service charge is 10% and VAT is 13% on the amount plus service charge (the values set up for this example): each room's two nights are 12,430.

On the last morning:

Folio	What it holds	How it ends	Invoice
Master folio	The room nights of the three rooms, 3 x 12,430	Bill the company: ABC Tours, with its direct-bill authorization	37,290, on the company's account
Room 1 guest folio	Laundry, 2,486	The guest pays 2,486 at the desk	2,486
Room 2 guest folio	Nothing	Settled at zero	None: no charges
Room 3 guest folio	Laundry, 1,243	The guest pays 1,243 at the desk	1,243

The front desk opens the master folio, chooses More › Group checkout, settles the members, chooses Bill the company for the master and confirms. Each settled folio is invoiced after the check-out. The company's credit limit is checked on the 37,290 as for any company bill (Company billing and the city ledger).

Common questions

Group check-out says "The group has no master folio: check its rooms out one by one."

No master folio was opened. It opens at the first check-in of a group whose room charges are routed to the master. Without one, check each room out on its own.

It says "(n) room(s) of the group are still in house."

Check those rooms out, or include them in the group check-out so they leave with it.

It says "No room was checked out. Settle these first."

The message lists the rooms whose folios still owe money. Settle those first, then run group check-out again.

The master folio cannot be paid at the desk today.

Choose Leave open (approval) with a cashier note: a manager approves, and the master folio stays open for later.