Primary Property Contact (i.e. Sales Manager)
The Primary Property Contact is the contact person entered on the Property RFP page. Updating this contact information will update the Delivered RFP contact on the Send RFP page and the property contact information on the Rooms Manager page.
Reservation Contacts - Secure Rooming List Access User(s)
Reservation Contacts - Secure Rooming List Access User(s), will receive access to the Rooming List site based off of your event settings. We pull the information for the first user in the table from the Property RFP, and there is no way to delete this user. To add a new user, click on the Add Additional Contacts link, which will open a modal. Fill in the empty inputs in the modal, and click save. If the event specifies that access to the secure rooming list application is to be granted once the RFP is accepted, then the event admin will be able to resend the access email by using the Send button in the desired user's row.
If an event is set to "send rooming list access on the block release date" the Send button will not display until the block release date has passed. Instead, above the table, a Grant Rooming List Access Now button will show above the Rooming List table. Clicking the Grant Rooming List Access Now button will provide immediate access to the Rooming List, this action cannot be undone.
Finance (Accounts Payable) Contact
We use the Finance (Accounts Payable) Contact information for invoicing and during the reconciliation process.
Signatory Contact (if different than primary contact)
The name and title of the person who submitted the RFP.
Send information (Ad-hoc Recipient)
The Send information (Ad-hoc Recipient) section allows event admins to send the following emails:
- Contract PDF Acceptance Email - Email contains a PDF contract generated from the accepted RFP
- Rooms Manager Access - Email includes a link to the Rooms Manager page
- Current Rooming List - Email will provide a table listing the current guests registered in the rooming list, the guest information includes the following information:
- Guest Name
- Confirmation Number
- Check-In Date
- Number of Nights (guest will be staying)
- Status - See Reservation Status
History of Information Sent
The History of Information Sent section lists all the emailed content/access information sent from the app or related to the event for a property:
- Invite Email - RFP sent to property
- Accept Email - RFP accepted by event admin
- Validate Email with Contract PDF file - Bid accepted contract generated and attached to email
- Rooming List website link email - Email contains link to Rooming List application
- Rooming list - Email a list of rooming list guest, see One-time recipient email
- Rooms Manager link - Email includes a link to the Rooms Manager page, see One-time recipient email
- Contract PDF file - Email contains a PDF contract generated from the accepted RFP, see One-time recipient email, see One-time recipient email