Weddings · Corporate Retreats · Sports Teams · Family Reunions
Group Booking Software for Hotels, Resorts & Vacation Rentals
A wedding inquiry is worth 4–8x a transient stay. A corporate retreat books 30+ rooms, F&B, and meeting space. A travel-team tournament fills weekend gaps no transient guest ever will. Group bookings are the highest-AOV, highest-lifetime-value traffic a property gets — and the inquiry that disappears into someone's inbox is the inquiry your competitor wins. SendSquared puts every group inquiry into one pipeline, every coordinator and family member into one threaded profile, and every contract, deposit, and room block into the PMS automatically.
100%
Group Inquiry Capture
4–8x
AOV vs Transient Bookings
End-to-End
Pipeline Tracking
Every Group Inquiry in One Pipeline
Group inquiries arrive on a dozen channels — the website group form, an inbound phone call to reservations, a planner emailing the sales manager directly, a referral from the CVB, an RFP from Cvent. Today most of them land in someone's inbox or a shared spreadsheet and the response time decides whether you win. SendSquared captures every inquiry — web, phone, email, OTA referral — into a single kanban-style pipeline. Every group has a stage (Inquiry → Proposal → Contract → Confirmed), an estimated value, an owner, and a next-action SLA timer.
Stage-Aware Pipeline
Inquiry, proposal, contract, confirmed — every group sits in one stage with timestamps and owner.
Lead Source Attribution
Every group tagged with origin — website form, phone, planner referral, CVB, Cvent — so revenue rolls up by source.
SLA Timers
Response-time targets per stage. Stalled inquiries surface before they go cold.
Pipeline Value
Estimated revenue per group and total forecasted pipeline visible to GMs and DOSMs in real time.
Multi-Contact Threads, One Group Profile
A wedding has a bride, a groom, a planner, a venue coordinator, a mother-of-the-bride paying the deposit, and a roster of 50 guests claiming rooms. A corporate retreat has an HR lead, an EA cc'd on every email, a finance contact for the deposit, and an executive sponsor who only weighs in once. Group communication today lives across five different threads in five different inboxes. SendSquared threads every contact's email, SMS, and call back into one group profile — the sales manager sees the entire conversation, every role labeled, every message tied to the same group record.
Multi-Contact Roles
Primary, planner, billing, venue, attendee — every contact labeled with their role on the group.
Threaded Conversation
Emails, SMS, and call notes from every contact threaded into one shared group conversation.
Per-Role Permissions
Send the rooming list to the planner, the deposit reminder to billing — without exposing private notes.
Handoff-Safe
When the sales manager goes on vacation, the next manager picks up every conversation in context.
From Block Hold to Confirmed Booking
The hardest part of group sales isn't winning the contract — it's everything after. A signed contract becomes a room block in the PMS, a deposit schedule with cut-off dates, a rate code attendees use at booking, a pickup curve the sales team watches daily, and at the end a clean reservation list that feeds operations. SendSquared turns the contract into a tracked workflow: deposits, attrition risk, pickup pace, and PMS sync all live on the group record from signed-line to checkout day.
Contract Lifecycle
Signed contract, F&B addendum, deposit schedule, cut-off, attrition clause — all on the group record.
PMS Block Sync
Block rooms, rate codes, and cut-off dates sync two-way with Cloudbeds, RoomKeyPMS, StayNTouch, and more.
Pickup Tracking
Daily pickup pace versus contracted block. Last-call SMS to unconfirmed attendees as cut-off approaches.
Revenue Attribution
Every confirmed reservation rolls up to the originating group inquiry — room, F&B, ancillary, and meeting space.
Frequently Asked Questions
What counts as a group booking?
A group booking is any reservation that holds multiple rooms or units around a shared event or party — typically 10+ rooms, but the threshold is operator-defined. Weddings, corporate retreats, sports teams, family reunions, conferences, religious gatherings, and incentive trips all qualify. SendSquared treats any inquiry with a block-hold component, a coordinator contact, or a named event as a group record — not a string of transient reservations.
How is group booking different from transient hospitality?
Transient bookings have one decision-maker, one credit card, one folio. Group bookings have a coordinator (planner, HR contact, parent), a billing party, a venue contact, and a roster of guests claiming rooms against a block — often across multiple weeks of back-and-forth before the contract is signed. The data model has to handle a pipeline (inquiry → proposal → contract → confirmed), a contract with deposits and cut-off dates, a room block with pick-up tracking, and revenue attribution back to the original inquiry source. Generic CRMs do none of that.
Does group booking software integrate with PMS room blocks?
Yes. SendSquared has native real-time integrations with hotel PMS platforms including Cloudbeds, RoomKeyPMS, StayNTouch, Visual One, Versa, and RDP. The group block, rate code, cut-off date, and per-room pick-up status all sync two-way so confirmed reservations against the block flow into the PMS automatically while pickup data flows back into the group record.
How does contract and deposit tracking work?
Every group record holds the signed contract, the rooming list, the deposit schedule, the cut-off date, the attrition clause, and the F&B addendum. SendSquared sends automated reminders for deposit due dates, cut-off approaching, balance due, and pick-up below target. CC charges and payment status are logged on the record and reconciled against PMS folios. The contract lifecycle has the same audit trail every other communication in the platform gets.
How are deposits and split billing handled across group contacts?
Group billing rarely matches transient. The deposit may come from the corporate account; the balance may be split across attendees; F&B may bill back to the planner; the mother of the bride may put the room block on her card while individual guests pay their own incidentals. SendSquared lets the group profile hold multiple billing contacts with role-tagged cards and split-bill flags, and tracks every charge against the group totals — so the sales manager always knows what is paid, due, and outstanding.
Can a single group booking span multiple properties or brands?
Yes. A regional sports tournament might block rooms at three properties in the same market; a multi-day corporate retreat might split between a downtown hotel and a resort. SendSquared can hold one group record that maps to room blocks across multiple PMS instances, with per-property pick-up tracking and per-property revenue attribution rolled up into a single group P&L. Routing rules decide which property’s sales team owns each inquiry based on date, room count, or amenity fit.
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Related Platform & Solutions
Lead Management
The CRM pipeline layer that powers every group inquiry from first touch to confirmed.
Unified Inbox
Threads every coordinator, planner, and attendee message into one group profile.
Hotel CRM
The hospitality CRM foundation — guest data, lifetime value, and PMS-linked profiles.
Vacation Rental CRM
Group blocks across multi-unit vacation rental portfolios and resort homes.
Inbound Lead Conversion
Capture every inbound inquiry — including group leads — and respond in minutes.
Hotel Messaging
SMS, WhatsApp, email, and voice messaging unified across every guest and group contact.
See Group Bookings In One Pipeline
Book a demo to see how SendSquared turns wedding, corporate, and team inquiries into confirmed direct revenue — with multi-contact threading, contract tracking, and PMS-linked block coordination.
Schedule a DemoGroup booking software sits on top of the same hospitality CRM that powers transient guest marketing — same guest profiles, same PMS integration, same audit trail. The lead management pipeline handles every group inquiry stage from first contact through confirmed block, and the unified hotel messaging stack threads every coordinator, planner, and attendee message back into one group conversation. The result: more inquiries captured, faster response times, and group revenue you can attribute back to the source.