How it works

Six steps, one record.

The same event information is captured once and reused at every step — by you, the suppliers, the guests and, at the end, finance.

Clientsends the brief
Youshortlist, request, award
Suppliersquote, confirm
Gueststravel on one itinerary
Financereconciles
1

Capture the brief

Dates, numbers, rooms, meeting space, budget, must-haves. Forward the client's email to your Smart Inbox and the brief is drafted for you to check.

BeforeRe-typing the client's email into a template, then chasing the two details it did not say.
With GroupBookThe brief is a record from minute one; the client sees a clean version and confirms it.
2

Shortlist from the directory

Search by town, capacity, layout and distance from the venue. The directory holds the group-desk contact for every listed hotel, with the date it was last checked.

BeforePhoning switchboards to find who handles groups this month.
With GroupBookA shortlist in minutes, each property with a reachable group desk.
3

Send one request

One branded request to the whole shortlist, with a deadline and a reply address that files each answer against the brief. The width of a request is capped so hotels know it is a real enquiry.

BeforeOne email per hotel, copied and edited; replies scattered across an inbox.
With GroupBookSend once. Every reply lands on the brief, timestamped.
4

Compare replies side by side

Quotes are read into a comparison — rates, totals, availability, conditions and attachments — so the client meeting is about the choice.

BeforeA spreadsheet built by hand from PDF quotes, redone when a revised quote arrives.
With GroupBookA live comparison; a revised quote updates its own column.
5

Award, and close the loop

Pick the winner. Decline the rest with one click; everyone who quoted hears back, which is why they quote next time.

BeforeHotels that never hear back, and stop answering.
With GroupBookOne click awards and declines; the decision and the quotes stay on the record.
6

Run the group

Guests are imported and assigned; rooming lists, flight lists and transfer manifests come from the confirmed guest list; supplier packs go out from the same record. Card statements import for reconciliation.

BeforeThree spreadsheets that disagree the night before arrival.
With GroupBookOne guest list; every output regenerated from it when the list changes.

Guest portal and RSVP are in UAT with a launch customer. Automatic reconciliation matching is coming in Q4 2026; card-statement import and the reconciliation workspace run today.

Walk through it on one of your briefs.

Request a walkthroughSee pricing