GroupMAX ME User Guide Accessing and Navigating ... - Passkey

Accessing & Navigating GroupMAX ME1.1 Getting StartedBecause GroupMAX ME is a web-based tool, there is no software to be downloaded onto the computer. Simplylog into the system and the most current version of GroupMAX ME will be at your fingertips or ready for your useappear.Important Web AddressesTraining Environment: https://training-groupmaxme.passkey.comThe Passkey GroupMAX ME Training Environment will not be connected to any live systems. Use this environment tolearn how Passkey works and create demo events.Production Environment: https://GroupMAXME.passkey.comPlease be careful in this environment as your changes will impact real groups and reservations.To use GroupMAX ME, you will need a:••User name – This will be provided either by the Organization Administrator or Passkey.••Password – This will either be a temporary password, which will need to be changed, or a permanentpassword.••Computer with Internet Access – The minimum system requirements are shown below.3

Accessing & Navigating GroupMAX METhe first time logging in, GroupMAX ME will require the user to change their temporary password and answersecurity questions (see image 1.2.2). The security questions are used to authenticate user if the password needs tobe reset.Image 1.2.25

Accessing & Navigating GroupMAX ME1.4 Help & SupportA Help link is offered on every page to provide quick and easy access to more information about all thefeatures on that page (see image 1.4.1).Image 1.4.1Access the Learning Center (see image 1.4.2) for additional training and support including:••Training Tutorials••Live Webinars••Access to Help••FAQs & Solutions Center••Customer Support Contact Information1.5 Navigating the HOME PageThe HOME page provides a summary of events within three key areas:Image 1.4.21. The Number of Events area (see image 1.5.1) features the number of events arriving in each of thenext 6 months and is displayed in the top right corner.Image 1.5.1HELPFUL HINTClick on a month to see the list of all events arriving in that month.7

Accessing & Navigating GroupMAX ME2. The Alerts section (see image 1.5.2) features notifications about conditions pertaining to events such aswhen a reservation is on the Wait List or if a Room List has been dropped off. Click on an Alert to displaya screen to address the situation.Image 1.5.23. The Event List features a list of events along with key inventory and reservation statistics.1.6 How to View and Filter the Event ListUpon logging into GroupMAX ME, the HOME screen displays a list of recently viewed events. Click the All Eventsdrop down link or use the advanced search feature to display other options.The Inventory section contains three columns:••Starts: Earliest inventory date of any hotel in the event.••Peak: Number of rooms in the current block on the peak inventory night.••Pickup %: Displays the percentage (%) of rooms picked up out of the total rooms in the current block(unsold guaranteed rooms are included).The Reservation section contains two columns:••Open: The day the event opens for reservations.••Cutoff: The number of days to the cutoff date. By default, the cutoff is highlighted in red when it is 7days away. Click on the cutoff date to change the default.HELPFUL HINTS••Select an event as a Favorite by clicking the star located to the left of the event name. A yellow star indicates that theevent is a favorite. Use the All Events drop down link to filter for Favorites.• • If this is the first time logging in, there may be no events listed. Use the Event Filter to change from recently viewedevents to another selection in the list, or enter the name of the event in the All Events drop down link (see image2.4.1).8

Accessing & Navigating GroupMAX ME1.7 How to View Event DetailsTo view details of any event, click the down arrow next to the event name. This will open the detailed event view(see image 1.7.1) which includes the following:Inventory Table:The inventory table pertains to one hotel and all room types for that hotel. To display other hotels or roomtypes in any event, click on the down arrow to the right of the hotel name or room type. The inventory tabledisplays:••Current Block: Total amount of free-sell and assigned inventory in the event.••Pickup: Total rooms sold (from assigned, free-sell and primary inventory). It does include guaranteedrooms.••Available to Sell: Unsold inventory in the event.Website and Room ListsImage 1.7.1Website: The Website area provides links to view the event’s website, upload a new event logo, and accessmore advanced website setup.Room Lists: Click on Room Lists to upload a list. Click on Room Lists again to manage all room lists for theevent.9

Accessing & Navigating GroupMAX MEReportsDisplays a list of commonly used reports. Click on a report name to run the report for that event.Group Profitability FactorsThis area provides a quick snapshot of how the event is progressing with the following metrics:••Online: The percentage of rooms booked online.••Upsell: The incremental revenue generated from upselling rooms.••Planner: Displays the planner’s name (if available) with links to add a planner or send them an email todirect them to the Event Dashboard.1.8 Navigating the Event Home PageAccess an Event Home page by clicking on the name of the event from the Home page to manage all detailsabout the event (see image 1.8.1).Image 1.8.1HELPFUL HINTSClick on Group Profitability Factors for best practices on how to boost profitability.10

Accessing & Navigating GroupMAX METo expand your inventory view, collapse the left side bar by clicking theboxes on the left side of your screen. When collapsed, clicking the(see image 1.8.2) from any of thewill expand the side bar.Image 1.8.211