There are four terms used in GEM that are associated with the people who requesta booking:

  • Groups
  • Organizations
  • Individuals
  • Customers
Groups

A Group is a collection of people who are coming to the property at a specific time. A Group can be associated with an Organization (e.g., a corporate retreat), or an Individual (e.g., a wedding or family reunion). Bookings for rentals and events are associated with a Group name.

Organizations

Organizations are companies, institutions, or entities that are associated with contracting or operating rentals and events (e.g., Organizer companies, institutions, church groups, schools, vendors). 

Add or edit an Organization from the Organizations link in the Contacts section of the navigation.

These are actions that a user can perform with respect to Organizations

  • Search for an organization
  • Scan organizations (Name, Email, Phone)
  • Add or edit a new organization (Name, Organization Type, Email, Primary Phone, Secondary Phone, Street Address, City, State/Province, Postal Code, Notes)
  • Associate new or existing Individuals (and their Contact tag) with an Organization
  • Add charges or credits (payments, refunds, credits) to the organization balance 
  • Run a financial statement for the Organization and download a PDF of that statement
  • Add or edit a Group Rental or Group Event to to the Organization
  • Show Registrations for the Organization
Individuals

Individuals are people who may be associated with one or more Organization and who are usually contacts for a Group rental or for an Organization. 

An Individual can be associated with a Contact Tag (e.g., Primary Contact, Financial Contact) that helps the Operator decide what communication or email is appropriate for the Individual.

Add or edit an Individual from the Individuals link in the Contacts section of the navigation.

These are actions that a user can perform with respect to Individuals

  • Search for an individual
  • Scan individuals (Name, Email, Phone)
  • Filter the scanned view for Individuals by type of Individual (also known as a Contact tag)
  • Add or edit a new individual (First Name, Last Name, Company Name, Email, Primary Phone, Secondary Phone, Birth Date, Gender, Street Address, City, State/Province, Postal Code, Staff (Y/N))
  • Associate new or existing Organizations with the Individual
  • Add charges or credits (payments, refunds, credits) to the Individual’s balance 
  • Run a financial statement for the Individual and download a PDF of that statement
  • Show the association of the Individual as a contact for a Group, or as an attendee for a Group.
  • Show Registrations for the Individual
  • Add/Edit/Show Notes for the individual (special needs, internal notes, external notes)

When a booking (or reservation) is created, it is associated with either an Organization or an Individual, but there must be an individual designated as the primary contact.

Customers

Customers are either individuals or organizations who receive invoices and make payments for a booking.