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Understand the Process to Decide if a Wash Override is Best

Override Wash for Individual Groups

Use the Individual Groups tab to review and override washClosed The drop in occupancy due to cancellations, no-shows, group cut-offs, etc. For future dates, the percentage is the expected drop for the Peak Demand. For past dates, it is the expected wash as of the last optimization. for on-books block business. For most clients, the individual group wash override is the most frequent override because they hear directly from a group. For example, a group contacts your property because they expect less pick up than what they contracted.

What Help Do You Need With Overriding Group Wash?

Override Steps

  1. Access the Individual Groups tab via one of the following pages:

    • Group Wash by Group

      1.  Click and then Group Wash by Group.

      2. Click the details icon to only view groups that include that date.

    • Demand and Wash

      1. Click and then Demand and Wash.

      2. Navigate to and click the desired date from which to enter an override.

    • Overbooking Management

      1. Click and then Overbooking.

      2. Navigate to and click the desired date from which to enter an override.

  2. Click the Individual Groups tab. Groups scheduled for future dates display, see details of the group information.

  3. Filter and search groups:

    1. Use the Group Name Search field to locate a specific group. Enter a string of characters to locate groups that contain those consecutive characters in the group's name.

    2. Click All Market Segment and All Forecast Groups to filter groups based on these criteria.

    3. Click to display optional group details, for example, to view total block size.

    4. Click to view groups only for a specific date range.

    5. Click to export the group wash information to an Individual Group Wash report.

  1. Click to open the group information, see block details.

  2. Enter your wash expectation in the User Wash fields, either as a number of rooms or as a percentage.

  3. Press the Tab key, and the system calculates the field that you did not change.
    Note: if you used a Group Occupancy Forecast Override , you can't add a Wash Override for an Individual Group that belongs to the same Forecast Group.

  4. If needed, change the Expiration Date of the override. The date impacts Days to Arrival, see details.

  1. Click Save. The wash override icon displays on the calendar date.

Data Details

Detail Description
Group Name The group title.
An override icon indicates that a Wash Override has been applied to the Individual Group.

Point to the icon to display the pickup type if it is provided by the reservation system, for example, rooming list or call-in.

A lock icon indicates that wash overrides are restricted because the group is part of a non-block Forecast Group. Wash for this type of business is controlled by G3 RMS.
Date Range The start and end dates for the group.
Cutoff Date

The date when the remaining available group block is released, imported from the reservation system. If no cut-off date exists, "N/A" displays.

The cut-off date or days impact wash. Therefore, use consistent cut-off practices, see Group Block Business Practices for details.
Market Segment The Market Segment to which the group is assigned.
Forecast Group The Forecast Group to which the group is mapped.
Sales Manager The Sales Manager for the group, as provided by the hotel reservation system.
Total Block Size The total number of rooms blocked.
Available Block The total number rooms available in the block.
Peak Night Block The number of blocked rooms on the peak night.
Lowest Rate on Peak Night Excludes complimentary rooms. If multiple nights have the same peak block size, the lowest non-zero rate displays.
Detail Description
Occupancy Date

The group's scheduled occupancy dates.

This icon means that a Group Occupancy Forecast Override exists for the same Forecast Group and date. You can't add a wash override unless you delete the existing override.
Block Total number of rooms that are contracted for the group.
Pick Up The number of rooms for which there are reservations against the group block.
Available Block The number of rooms that are still available in the group block. The value equals the Block minus the Pick Up.
System Wash

The drop in pick up and available rooms that G3 RMS expects, displayed in number of rooms. The value includes wash from cancelled or no-showed reservations and from available block that is cut off or not picked up. For details, see Calculation and Use of Wash in G3 RMS.
System Wash % The System Wash, expressed as a percentage of the Block.
User Wash and User Wash % Your wash expectations in number of rooms or percentage.
Days to Arrival and Expiration Date

G3 RMS selects the Days to Arrival and Expiration Date based on the cutoff date or based on the occupancy date if cutoff doesn't apply. The Expiration Date equals the occupancy date minus the number of days to arrival.

These values define when the wash override expires, and the wash reverts back to the system selection. When you change the Expiration Date, the Days to Arrival field updates.

For best practices, review Set Wash Overrides to Expire.
Action

Click the notes to enter an explanation for the override. During your review these notes help you decide if an override is still valid. After you save a note, a new icon displays.

Click to delete an override.

Best Practices for Overriding Wash

Understand the Process to Decide If a Wash Override is the Best Solution

Following this overview of the process, click on any of the steps to learn more. Download a PDF of the process in the s.

If the Reservation SystemClosed The primary reservation system, like a PMS or CRS, that provides data to G3 RMS. The data from that one system is used by the RMS to forecast, optimize and produce controls. The controls are sent to all selling systems, which for some integrations may exclude the reservation system. doesn't provide a cut-off date to G3 RMS, we recommend setting the wash override to expire on the group's cutoff date.

For example, you know that the group expects to pick up very few of their contracted rooms, so a higher wash applies until the cutoff date. After the cutoff, cancels and no-shows are comparable to other groups, so the override should expire and the system’s wash forecast should apply again.

Maintain consistent group business practices to ensure the best possible wash forecasts. For example, you should have an established procedure to load groups either at the contracted amount or at the amount you expect them to pick up.

See Group Block Business Practices for details.

G3 RMS forecasts wash for each group that is on books, both for picked up reservations and for available block. It uses the Forecast Group wash patterns, group-specific data like picked up versus total group block and, if available, cut-off date. Most clients use this type.

If you manage many groups, consider using the Group Occupancy Forecast Override to enter the expected final pickup by Forecast Group. Then, G3 RMS controls and adjusts the remaining demand and wash for all groups in that Forecast Group.

This type of wash override isn't as precise as at the individual group level, but for some clients, the gain in efficiency due to fewer overrides outweigh that downside. To learn more about the steps, setup and best practices, review Group Occupancy Forecast Override.

The wash percentages are calculated only on the Remaining Demand that the system will accept, not the Remaining Demand that the system plans to restrict because it is too low-priced.

For example, you have zero rooms on books for one Forecast Group, 100 rooms Remaining Demand, the Occupancy ForecastClosed The number of rooms (or percentage of the total number of rooms) that G3 RMS expects the property to achieve for the period. For the calculation, see the Demand and Wash - Overview topic (under Data Details). is 40 rooms, but only 20% wash. This means that the system is restricting 50 out of the 100 rooms of Remaining Demand because it is unwanted low-priced business. The remaining 50 rooms represent the optimized demand that gets washed by 20%, resulting in the Occupancy Forecast of 40 rooms.

If you question a high wash value for a date far in the future, keep in mind that G3 RMS adjusts the wash forecast depending on the booking window. The wash might be high because G3 RMS expects high wash for a group on the cut off date, close to arrival. As the arrival date draws closer, G3 RMS will adjust the wash percentage.

G3 RMSoverbooks to compensate for the loss caused by wash, thus the higher the wash, the higher the overbooking. As part of your regular tasks, review all your overrides at least weekly to ensure that they remain accurate. Use notes so that you understand in your next review why you added or removed the override and what the conditions were.