When plans change and a group cancels, there are three separate steps you must take in ThinkReservations to ensure your billing is accurate and your rooms are properly released back to the public:
Cancel the Group Bill (Master Account)
Cancel the individual reservations within the group
Release or delete the Room Block (to free up your calendar)
Step 1: Cancel the Group Bill
This stops any future master-level billing for the group as a whole.
Navigate to Groups and open the group.
Click Actions in the top-right corner of the Group Reservation.
Select Cancel Bill.
⚠️ Important Note: Cancelling the master Group Bill does NOT automatically cancel the individual room reservations or release the room blocks. You must complete the next two steps.
Step 2: Cancel Individual Room Reservations
Each guest reservation tied to the group must be cancelled manually so that their individual folios are accurate.
Open each individual reservation that needs to be cancelled.
Cancel the reservation as you normally would.
Resolve the balance: Ensure any remaining balance is zeroed out by applying cancellation fees, processing refunds, or issuing gift certificates as needed.
Note: If a guest cancels but the overall group event is still happening, cancelling their room will automatically return that inventory back to the group's "blocked" pool for another group member to book.
Step 3: Release or Delete the Room Block
If the entire group event is cancelled, you must release the blocked rooms so they can be booked by the general public online.
Inside the group, click on the Blocks tab.
If you want to release all held rooms immediately:
For Room Allocations: Uncheck the blocked rooms on the grid to return them to general availability.
For Room Type Allocations: Adjust the number of "Blocked" rooms to 0 for each day.
Click Save in the bottom-right corner.