Capability template for operations and process improvement
Group room block pickup review
As a group's room block nears its review or release date, the revenue manager and group-sales owner get one brief: rooms blocked, rooms confirmed, room nights still unfilled, counts that do not reconcile, and the questions for the account owner. A person decides any release or revised offer; the brief releases nothing.
Add it to a workflow in the Fully Powered Planner, beside the teams and roles that will run it. Book a fit call
The outcome
Before the review meeting, the revenue manager and the group-sales owner look at the same page. It shows, night by night and room type by room type, how many rooms the group blocked, how many are confirmed, and how many room nights are still unfilled. Tentative bookings are shown on their own line and never counted as pickup.
The brief also shows where the numbers disagree: a pickup figure in the block export that differs from the bookings behind it, a room type with more confirmed rooms than the block holds, a reservation that names the block but falls outside its nights or room types. These stay open until a person settles them. It ends with questions for the account owner and the two decisions that belong to the revenue manager and group-sales owner: whether to release rooms and whether to put a revised offer to the group. Neither is made for them.
Who starts the work, and when
The revenue manager or the group-sales owner runs it when a block is approaching its review date or its release date, with the block export, the booking rows and the approved summary of the group agreement in hand. They run it once per block, and again if the bookings change before the meeting.
What they supply
- The block export: for each night and room type, the rooms blocked and the pickup the system reports.
- The booking rows for the block: reservation, night, room type, rooms and status.
- The approved summary of the group agreement: the review date, the release date, the stated minimum pickup and whether the terms are agreed or disputed.
- The room inventory: rooms in inventory by night and room type.
- A few settings: the block to review, today's date and the people involved.
What comes out
One brief in a fixed order: the pickup at a glance, a line for each night and room type, the counts that do not reconcile, any reservation outside the block, questions for the account owner, the two decisions and check lines that tie the totals. If a file's column headers do not match, it stops and asks before counting anything. If the approved summary shows the terms as disputed, the brief gives the room counts but does not compare them with the agreement and frames no decision.
An invented example
Illustrative example with invented data. The property, the group, the reservations, the people and every figure below are invented. "Hotel A" is an invented 90-room hotel and "Group G" an invented conference group with a block of 101 room nights over three nights in March 2027. The revenue manager runs the review; the group-sales owner and the account owner for Group G respond. First come the inputs the revenue manager supplied, in full, then the brief the capability returned.
The inputs
1. Settings
Block to review: BLK-A1
Run date: 2027-02-01
Property: Hotel A
Revenue manager: revenue manager
Group-sales owner: group-sales owner
Account owner: account owner for Group G
2. Block export (block.csv)
block_ref,group,stay_date,room_type,blocked_rooms,reported_pickup
BLK-A1,Group G,2027-03-09,King,20,14
BLK-A1,Group G,2027-03-09,Twin,5,6
BLK-A1,Group G,2027-03-10,King,30,22
BLK-A1,Group G,2027-03-10,Twin,12,9
BLK-A1,Group G,2027-03-11,King,24,10
BLK-A1,Group G,2027-03-11,Twin,10,3
BLK-B2,Group H,2027-03-10,King,8,8
3. Booking pickup (pickup.csv)
block_ref,reservation_id,stay_date,room_type,rooms,status
BLK-A1,R101,2027-03-09,King,5,confirmed
BLK-A1,R102,2027-03-09,King,6,confirmed
BLK-A1,R103,2027-03-09,King,3,confirmed
BLK-A1,R104,2027-03-09,King,2,cancelled
BLK-A1,R201,2027-03-09,Twin,4,confirmed
BLK-A1,R202,2027-03-09,Twin,2,confirmed
BLK-A1,R101,2027-03-10,King,5,confirmed
BLK-A1,R102,2027-03-10,King,6,confirmed
BLK-A1,R103,2027-03-10,King,3,confirmed
BLK-A1,R105,2027-03-10,King,8,confirmed
BLK-A1,T303,2027-03-10,King,2,tentative
BLK-A1,R201,2027-03-10,Twin,4,confirmed
BLK-A1,R202,2027-03-10,Twin,2,confirmed
BLK-A1,R203,2027-03-10,Twin,3,confirmed
BLK-A1,R101,2027-03-11,King,5,confirmed
BLK-A1,R105,2027-03-11,King,4,confirmed
BLK-A1,T301,2027-03-11,King,4,tentative
BLK-A1,R202,2027-03-11,Twin,2,confirmed
BLK-A1,R203,2027-03-11,Twin,1,confirmed
BLK-A1,T302,2027-03-11,Twin,2,tentative
BLK-A1,R901,2027-03-12,King,2,confirmed
BLK-A1,R902,2027-03-10,Suite,1,confirmed
BLK-B2,R950,2027-03-10,King,8,confirmed
4. Approved agreement summary (agreement.csv)
block_ref,review_date,release_date,minimum_pickup_percent,terms_status,summary_note
BLK-A1,2027-02-03,2027-02-09,70,approved,Summary approved by the group-sales owner on 2027-01-18
5. Room inventory (inventory.csv)
stay_date,room_type,rooms_in_inventory
2027-03-09,King,60
2027-03-09,Twin,30
2027-03-10,King,60
2027-03-10,Twin,30
2027-03-11,King,60
2027-03-11,Twin,30
The brief
GROUP BLOCK PICKUP BRIEF: Group G, block BLK-A1
For: revenue manager and group-sales owner, Hotel A. Prepared 2027-02-01. Review date 2027-02-03 (2 days away). Release date 2027-02-09 (8 days away).
Inputs: block export block.csv; booking pickup pickup.csv; agreement summary agreement.csv; room inventory inventory.csv. Rows for other blocks ignored: 1 in the block export, 1 in the booking rows.
Terms status in the approved summary: approved.
Pickup at a glance
Blocked room nights: 101.
Confirmed in the block: 62 (61.4%).
Stated minimum in the approved summary: 70%. Pickup is 8.6 points below it.
Unfilled room nights: 39. Row 2027-03-11 King is unreconciled, so its 15 are not settled.
Tentative room nights, not counted: 8. If every tentative room were confirmed, unfilled would be 31.
Cancelled room nights ignored: 2.
By night and room type
2027-03-09: blocked 25, confirmed in block 19 (76.0%), unfilled 6, tentative 0. Unfilled is 6.7% of the 90 rooms in inventory.
King: blocked 20, confirmed 14, reported by the export 14, unfilled 6, tentative 0.
Twin: blocked 5, confirmed 6, reported by the export 6, unfilled 0, tentative 0. One room above the block.
2027-03-10: blocked 42, confirmed in block 31 (73.8%), unfilled 11, tentative 2. Unfilled is 12.2% of the 90 rooms in inventory.
King: blocked 30, confirmed 22, reported by the export 22, unfilled 8, tentative 2.
Twin: blocked 12, confirmed 9, reported by the export 9, unfilled 3, tentative 0.
2027-03-11: blocked 34, confirmed in block 12 (35.3%), unfilled 22, tentative 6. Unfilled is 24.4% of the 90 rooms in inventory.
King: blocked 24, confirmed 9, reported by the export 10, unfilled 15, tentative 4. Unreconciled.
Twin: blocked 10, confirmed 3, reported by the export 3, unfilled 7, tentative 2.
Counts that do not reconcile
2027-03-11 King: the export reports 10 rooms picked up and the booking rows show 9 confirmed. The brief uses 9. Unresolved.
2027-03-09 Twin: 6 rooms confirmed against 5 blocked, one above the block. Unresolved.
Outside the block
R901, 2027-03-12, King, 2 rooms, confirmed: the night is not in the block.
R902, 2027-03-10, Suite, 1 room, confirmed: the room type is not in the block.
Neither is counted anywhere above.
Questions for the account owner
1. 2027-03-11 King: the export reports 10 rooms picked up and the booking rows show 9 confirmed. Which figure is right?
2. 2027-03-09 Twin: 6 rooms are confirmed against 5 blocked. Was the sixth room agreed as an addition to the block?
3. R901 (2 King rooms on 2027-03-12) and R902 (1 Suite room on 2027-03-10) name the block but fall outside its nights or room types. Do they belong to Group G?
4. 2027-03-10 King: 2 tentative rooms against 8 unfilled King room nights. Does the group expect the tentative rooms to confirm before the release date, 2027-02-09?
5. 2027-03-11: King has 4 tentative rooms against 15 unfilled room nights (not settled), and Twin has 2 tentative rooms against 7 unfilled. Does the group expect the tentative rooms to confirm before 2027-02-09?
6. 2027-03-11 has the lowest pickup, 35.3% (12 of 34). Has the group said whether it expects more rooms that night?
7. Pickup is 61.4%, 8.6 points below the stated minimum of 70% in the approved summary. Does the group expect to close the gap before 2027-02-09?
Decisions for the revenue manager and group-sales owner
1. Whether to release any unfilled rooms, and which. Facts: 39 room nights unfilled, 8 tentative, release date 2027-02-09 (8 days away). The count for 2027-03-11 King is unreconciled, so its 15 unfilled room nights are not settled. This brief releases nothing.
2. Whether to put a revised offer to the group. Facts: pickup 61.4% against a stated minimum of 70%; lowest night 2027-03-11 at 35.3%. This brief sends nothing.
Check lines
Blocked 101 - confirmed in block 62 = unfilled 39.
Confirmed in block rows 63 = confirmed in block 62 + above the block 1.
Nights: blocked 25 + 42 + 34 = 101; confirmed in block 19 + 31 + 12 = 62; unfilled 6 + 11 + 22 = 39.
Brief for the revenue manager and group-sales owner. Nothing has been released, sent or changed. They decide any release or revised offer.
Where it fits
- Operations & process improvement, where the review of a block is a routine step before its dates.
- Sales, for the group-sales owner and account owner who hold the relationship with the group.
- Hospitality, where hotels sell rooms to groups ahead of time and need to see the pickup before the release date.
- Established businesses, where several blocks run at once and each needs the same kind of review.
- It is separate from demand and supply review, which compares planned demand with confirmed supply across items and months, and from renewal risk review, which looks at contracts coming up for renewal and the warning signs on each account. This one looks at a single block of rooms against its own bookings.
What has to change for your company
Name your revenue manager, group-sales owner and account owner. Set the column headers of your block export and booking report once, so the headers match each time. Decide which booking statuses in your system mean confirmed, tentative and cancelled, and make sure only those three reach the brief. Agree how the approved agreement summary is written and who approves it, so the dates and the stated minimum come from one place. The brief reads that summary and nothing else from the agreement.
What has been checked
Fully Powered AI wrote this capability template. It was editorially reviewed on 10 November 2026. It was tried on its invented example in Claude on 10 November 2026, edited after an independent review, and run again on the edited text. Both runs had seen the example's output first, so neither is independent of the example, and only one input set has been tried: no stop, disputed-terms, missing-summary or passed-date case has been run. The record is published with it. It has not yet been tested in a client environment. It has not yet been tested as a packaged version in ChatGPT, Claude, Copilot or Gemini.
Testing in your environment means running it on a past block your team already knows, with cases written in advance: a pickup figure that differs from the bookings, tentative rooms, a reservation outside the block, a disputed summary. The revenue manager checks every count against the booking report before anyone relies on it. Pilot acceptance-test preparation sets those cases up, and what we test before we call an AI workflow ready describes the record we keep.
The full capability template
Everything above is the outline. The complete capability template is the working version: the roles, the inputs, the procedure, the exceptions and stop conditions, the output format, the reviewer checklist, the acceptance tests, the instructions for an AI assistant and what to customize for your company. It comes with a download and the link to its folder in Fully Powered’s public repository.
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