Dashboard
What is the Task Manager?
Task Manager is a checklist of action items that need to be performed, sorted by urgency. Click on a task to access the page this task lives on. Keeping up with tasks will assure action items do not get forgotten.
How do I see an event that occurred in the past?
Move the Event Start Date back to a historical date.
How do I copy an event?
When viewing an event, on the Dashboard, look for the two pages icon. Use this to copy.
Can I transfer an event to another user?
Yes. When viewing an event, on the Dashboard, look for the two arrows icon. Use this to move an event to another user's’ account.
What are the Icons on the left side of the page?
Task Manager is a checklist of action items that need to be performed, sorted by urgency. Click on a task to access the page this task lives on. Keeping up with tasks will assure action items do not get forgotten.
How do I see an event that occurred in the past?
Move the Event Start Date back to a historical date.
How do I copy an event?
When viewing an event, on the Dashboard, look for the two pages icon. Use this to copy.
Can I transfer an event to another user?
Yes. When viewing an event, on the Dashboard, look for the two arrows icon. Use this to move an event to another user's’ account.
What are the Icons on the left side of the page?
- Dashboard- This is your "HomePage" navigate here to get started or if you get lost in the application.
- Settings- (authorized users) Access your account settings, add/edit application users, add rewards numbers, add/edit Brand and Chain Contacts
- Help- Navigate to various forms to request site ids, add service fees etc. Access pages for instruction
- Create New RFP- Add a new RFP to your account.
- Search- Access pages to search for a particular property you've contracted with, On-hold blocks, a particular reservation, or a group request submission.
- Reports- Add/View event reporting users, credit card transactions, pending block releases, aor access affiliate admin.
- Reconciliation- Search for reconciliation reports.
Add/Edit Event
What does turning on Meeting Space and/or Food & Beverage do?
This adds a section to your rfp to indicate meeting space and/or catering needs. This is sent as part of the RFP to the Hotel
What does turning on Registration do?
This adds an event registration option to your event. We've partnered wit Regfox.com to provide the registration page, payment options, and reporting. We will build a custom event registration page for you, and waivers and/or rooming list builders are available. GPS will track the registrations and match them with booked reservations.
What is a site ID?
A site id is basically an account number for your event. Each event will have its' own unique site id. It carries its' own unique look and feel and administrative and any fees you wish to add.
How do I get more site ID’s?
Submit the form found under support on the left-hand navigation of GPS: http://implementation-guide.alliancereservations.com/site-id-setup-request-form.html
Can I have more than one event venue?
Yes. You can enter as many venues as you would like, but only one can be the primary venue.
Can I copy a previous event?
Yes, from the Dashboard, look for an icon that looks like 2 pages. Click this to copy a previous event. You may have to change the event start date back before the original event occurred to find it.
What is Rooming List Access?
GPS sends notifications when new reservations are booked, and when reservations are cancelled or modified. Hotels take action on these notifications by accessing a secure online portal to gain guest information and provide confirmations. When hotels begin receiving notifications is controlled here, either as soon as reservations are booked, or when block release date expires.*
*Note- This is not reversible, once RFP's are accepted this cannot be reversed.
If I upload a document to an event, where is it displayed?
The uploaded document will be attached to the RFP invitation email when sent to any property.
What are compensation models and how can I use them?
This adds a section to your rfp to indicate meeting space and/or catering needs. This is sent as part of the RFP to the Hotel
What does turning on Registration do?
This adds an event registration option to your event. We've partnered wit Regfox.com to provide the registration page, payment options, and reporting. We will build a custom event registration page for you, and waivers and/or rooming list builders are available. GPS will track the registrations and match them with booked reservations.
What is a site ID?
A site id is basically an account number for your event. Each event will have its' own unique site id. It carries its' own unique look and feel and administrative and any fees you wish to add.
How do I get more site ID’s?
Submit the form found under support on the left-hand navigation of GPS: http://implementation-guide.alliancereservations.com/site-id-setup-request-form.html
Can I have more than one event venue?
Yes. You can enter as many venues as you would like, but only one can be the primary venue.
Can I copy a previous event?
Yes, from the Dashboard, look for an icon that looks like 2 pages. Click this to copy a previous event. You may have to change the event start date back before the original event occurred to find it.
What is Rooming List Access?
GPS sends notifications when new reservations are booked, and when reservations are cancelled or modified. Hotels take action on these notifications by accessing a secure online portal to gain guest information and provide confirmations. When hotels begin receiving notifications is controlled here, either as soon as reservations are booked, or when block release date expires.*
*Note- This is not reversible, once RFP's are accepted this cannot be reversed.
If I upload a document to an event, where is it displayed?
The uploaded document will be attached to the RFP invitation email when sent to any property.
What are compensation models and how can I use them?
- There are 3 compensation models available, this determines how the hotel pays you for procuring contracted business. :
- Commission-able - A commission percentage is paid by hotel after the event has ended. This can be commission percentage and/or rebate as a flat rate compensation paid by the hotel per reservation, per room night, or as a percentage of room revenue.
- Net/Wholesale - A hotel offers a net rate at a predetermined percentage below their best available rate. You determine the markup and Guest is charged entire stay amount at time of booking.
- Hybrid Net/Wholesale - A hybrid net rate with mark-up in which the guest pays only the mark-up at the time of the booking and pays the balance of the net rate directly to the hotel at checkout. The markup is calculated based on the commission percentage and rebate you indicate but this is not passed on to the hotel. The hotel sees only a markup, and the sell rate. This will be editable on the Manage Block and Rate page.
Send RFP’s
How do I resend a declined bid?
From the Send RFP screen, you will see an option to resend a declined bid for review, edit and re-submit.
Why do I see more than one profile for a particular hotel?
Because we gather inventory from multiple sources, sometimes duplicates occur. We continuously scan to find and correct these, but sometimes our bots miss one. As a rule of thumb, always use the profile with the lowest property ID.
What do I do if I can’t find the hotel I need to send an RFP to?
Send a request in via the support link. We will find it or add it to the inventory database for you.
How do I change a rebate amount, commission, or other details for a particular hotel?
Each Hotel profile has a "Custom Settings" link that will allow your to change details for a particualar RFP.
From the Send RFP screen, you will see an option to resend a declined bid for review, edit and re-submit.
Why do I see more than one profile for a particular hotel?
Because we gather inventory from multiple sources, sometimes duplicates occur. We continuously scan to find and correct these, but sometimes our bots miss one. As a rule of thumb, always use the profile with the lowest property ID.
What do I do if I can’t find the hotel I need to send an RFP to?
Send a request in via the support link. We will find it or add it to the inventory database for you.
How do I change a rebate amount, commission, or other details for a particular hotel?
Each Hotel profile has a "Custom Settings" link that will allow your to change details for a particualar RFP.
Compare Bids
How can I view a hotel contract?
Either from the Compare Bids page, or the Property Contacts page (accessed from the Rooms Overview page). Just email a copy to yourself.
How do I setup my client to view reporting?
On the left-hand navigation under “Event Reporting” Create the user, add permissions, assign events they can access reporting on https://groups.alliancereservations.com/v1/ReportingUserList.aspx
Why can’t I decline specific bids?
Before declining a bid, all reservations booked in a contracted block need to be cancelled.
Either from the Compare Bids page, or the Property Contacts page (accessed from the Rooms Overview page). Just email a copy to yourself.
How do I setup my client to view reporting?
On the left-hand navigation under “Event Reporting” Create the user, add permissions, assign events they can access reporting on https://groups.alliancereservations.com/v1/ReportingUserList.aspx
Why can’t I decline specific bids?
Before declining a bid, all reservations booked in a contracted block need to be cancelled.
Rooms Overview/Manager
Am I charged for manually entered reservations?
Yes. Remember manually entered reservations are not charged a service fee so you will be responsible for the transaction fee on these.
Am I charged for Comp rooms?
Yes. We have spent a lot of resources so these can be properly managed. We feel that complimentary reservations should incur a transaction fee.
How do I change a minimum length of stay?
Go to Rooms Overview page, and access the Rooms Manager page for the property you would like to change the minimum length of stay. Click on the Manage Block and Rate tab, in the grid for each rooms type adjust the MLOS and Save.
Can I change the display order of my contracted properties?
Yes. Go to Booking Settings page, click on the Property Display tab, and use the arrows to move the display order, or the dropdown function to transfer a property to another position.
When do my contracted blocks release back to the property?
Early in the morning on the date of release.
When do On-hold Room blocks release?
On-Hold Room blocks release back to the parent block at 11:59 pm on release date.
How do I add blocks to dates that are not currently contracted?
We provide 2 pre and post dates to add blocks to. If this does not cover the dates you need, go to Edit Event/ and change the check in date and number of nights for your event. The block dates will appear on the manage block and rates page*.
*Note: There is a cache of about an hour before these will appear.
Yes. Remember manually entered reservations are not charged a service fee so you will be responsible for the transaction fee on these.
Am I charged for Comp rooms?
Yes. We have spent a lot of resources so these can be properly managed. We feel that complimentary reservations should incur a transaction fee.
How do I change a minimum length of stay?
Go to Rooms Overview page, and access the Rooms Manager page for the property you would like to change the minimum length of stay. Click on the Manage Block and Rate tab, in the grid for each rooms type adjust the MLOS and Save.
Can I change the display order of my contracted properties?
Yes. Go to Booking Settings page, click on the Property Display tab, and use the arrows to move the display order, or the dropdown function to transfer a property to another position.
When do my contracted blocks release back to the property?
Early in the morning on the date of release.
When do On-hold Room blocks release?
On-Hold Room blocks release back to the parent block at 11:59 pm on release date.
How do I add blocks to dates that are not currently contracted?
We provide 2 pre and post dates to add blocks to. If this does not cover the dates you need, go to Edit Event/ and change the check in date and number of nights for your event. The block dates will appear on the manage block and rates page*.
*Note: There is a cache of about an hour before these will appear.
On-Hold Search/Detail
How do I add additional rooms to a hold block?
From the On-Hold Search page under Search on the left-hand navigation filter and find the Oh-hold Block, Go to On-Hold Details. As long as rooms are available in the Parent Block, they can be added to the On-Hold Block. https://groups.alliancereservations.com/v1/OnHoldRoomsListV2.aspx
When do on-hold blocks release?
At 11:59 pm the date of release.
From the On-Hold Search page under Search on the left-hand navigation filter and find the Oh-hold Block, Go to On-Hold Details. As long as rooms are available in the Parent Block, they can be added to the On-Hold Block. https://groups.alliancereservations.com/v1/OnHoldRoomsListV2.aspx
When do on-hold blocks release?
At 11:59 pm the date of release.
Miscellaneous
How do guests modify their own reservation?
As of January 2019, guests have accesss to a link on their guest receipt, or a portal we will provide allowing them to modify group contracted reservations. Guests can modify the following on their reservation records:
- Guest Name
- Phone Number
- Email Address
- Additional Guests in Room
- Check in Date (with error handling so as not to violate a minimum lenght of stay requirement)
- Number of Nights (with error handling so as not to violate a minimum lenght of stay requirement)
- Requests to Hotel Staff
How can I find an individual’s reservation?
On the left-hand navigation under Reservation Search, enter any criteria to find a guest's reservation.
How do I add users to my account?
On the left-hand navigation go to the Settings page, under the Application Users tab. A User can be added, granted permissions, or deactivated here.
What do I do if I have a question or problem with the GPS System?
Send in a request through the "Support" link at the top of each page in the application
Will Alliance perform changes to the “Look and Feel” of my booking sites?
Yes, for a charge. Refer to your agreement for the hourly rate. Submit a design request from the left-hand navigation under Support. A work order will be sent with an estimate of cost.
Can I edit the look and feel of my booking sites?
Yes, visit our Skinning Guide for complete instruction on how to do this.
How do I add custom reporting fields to my booking page?
Submit a request from the left-hand navigation under Support/Site ID Request.
What is a Master Bill Sub-Block Site ID?
A master Bill Sub-Block Site ID is created to be a private site that can book and manage blocks of rooms from your contracted block, but not visible to the public. Most commonly used for big events where rooms need to be set aside for companies who will provide a rooming list at a later date. Create a Master Bill Sub-Block site id from the Booking Site Settings page.
How do I edit the labels on my site ID’s?
Log in to Affiliate Admin Go to Affiliates/Add/View/Edit site id’s, change then save.
How do I find reporting on my non-contracted reservations?
Log in to Affiliate Admin Change the date range and filter accordingly. Then hit refresh. The report can then be downloaded and manipulated to your liking.
How do hotels obtain guest information?
Hotels access a secure online portal either after the time the first reservation is booked or on block release date. (You determine this in the event set up) The portal is: https://roominglist.alliancereservations.com/Account/LogOn?ReturnUrl=%2faccount%2fagreement
Can I access guests information?
Yes, as a GPS user you can access all contracted hotels through the same portal. The portal is: https://roominglist.alliancereservations.com/Account/LogOn?ReturnUrl=%2faccount%2fagreement
What is a service fee?
A service fee is a charge to the end user (guest) when booking a reservation. A service fee can be initiated if you become the merchant of record for your account, and by submitting the form found under support on the left-hand navigation: https://allresnet.wufoo.com/forms/q1h2ikze0d6ak9k/
How do I become the merchant of record for my account?
You can become merchant of record and charge a service fee, or cancellation fee to your end users, or charge cards for Net/Wholesale, or our Hybrid Net/Wholesale booking models.
- You must have a merchant account to charge guests credit cards.
- A gateway account must be set up to allow you to use this service, you will need an account with Stripe
- Log in to your Stripe.com account, go to Business Settings, then Integration. Set "Process Payments Unsafely" to "True"
directly to Stripe. Stripe calls it "unsafe", but it is really just how every processor works. We need the credit card to come
through our system first, and that is why we are PCI compliant .)
- Send an email to [email protected] and include the sk_live API key, the Charge Name you want to use ( "A charge will appear on your credit card statement under the name Charge Name.")
- Log in to the Customer Service Application https://cs.alliancereservations.com/Login.aspx
- Search for the Reservation
- Access the"Details" link
- Go to the "Payment" Tab
- Under Credit Card Transactions, in the PNRef Column, click on the PnRef link.
- Under the Charge Details enter the amount to credit.
- Submit.
The Following forms:
https://partners.alliancereservations.com/Account/Index?ReturnUrl=%2f
https://allresnet.wufoo.com/forms/qd53sa51300s1b/