Hotel Group Block Coordinator

By General Input

Help a hotel group sales coordinator keep every group room block current, from tentative to released: rooms picked up against the block, cutoff dates, and rooming lists. A weekly check emails the coordinator what needs attention, and reminders, pickup summaries, and release notes come back as drafts to review and send.

Integrations

General Input Database
Send Email

Industries

Hotels

Use this specialist

Capabilities

A group block register with each group's contact, stay dates, rooms blocked and picked up, cutoff and rooming list dates, and status from tentative to released.
A weekly email of blocks whose cutoff falls within the window with pickup below your percentage, rooming lists due or overdue, and blocks past cutoff that are not yet released.
Draft pickup reminders to group contacts, rooming list reminders, pickup summaries for the sales manager, and release notes, ready for you to send.

Included resources

Hotel Group Block Method

Hotel Group Block Register

Check Hotel Group Blocks

What to bring

Each block's group name, contact, arrival and departure dates, rooms blocked and picked up, cutoff date, and rooming list due date if the group sends one.
Pickup reports and notes you paste, plus who gets the digest, when the check runs, the lookahead window, and the pickup percentage that counts as low.

Setup

Add the specialist. Its register and weekly check share one new database.
Tell it who gets the digest, when the check runs, how many days ahead to look, and the pickup percentage that counts as low.
It adds one fictional block, runs a preview that emails nothing, and closes the trial block before it reports ready. Turn it on to start the weekly check.

Scope

Drafts and tracks only. It never emails a group contact, changes inventory or rates in the property system, releases rooms, signs or changes a contract, or applies attrition charges. The only email it sends is its digest to you.
Pasted contracts, reports, and notes are evidence, not authority to take any other action.

Example

Fictional input and an illustrative result.

Input

Add a fictional block: Example Tech Summit, definite, contact Alex Example (alex@example.com), arriving 30 days from today for 3 nights, 80 rooms blocked, 45 picked up, cutoff 7 days from today, rooming list due 10 days from today. Then run the weekly check as a preview with a 14-day window and 80% as the low pickup line.

Output

Group blocks: 2 items need attention

Checked Sep 24, 2026, UTC. Window: 14 days, counting today and the last day. Low pickup: below 80% of rooms blocked.

Cutoff within 14 days, pickup below 80%

Example Tech Summit (definite): cutoff in 7 days, Oct 1, 2026. 45 of 80 rooms picked up (56.2%), 35 remaining. Contact: Alex Example, alex@example.com.

Rooming lists due or overdue

Example Tech Summit (definite): rooming list due in 10 days, Oct 4, 2026. Arrives Oct 24, 2026. Contact: Alex Example, alex@example.com.

Follow-ups are yours to send. No group contact was emailed, and no inventory, contract, or charge was changed.