Manage Rooming List
GPS Link Configuration
If the hotel is GPS-Link enabled, the GPS Link logo will show above the list of reservations
If the hotel is GPS-Link enabled, the GPS Link logo will show above the list of reservations
- If the logo is in color (shades of blue) that means the room block is configured.
- If the GPS Link logo is grey, the room block is not yet configured.
Filter Reservations
Filter the Rooming List table by clicking on one of the following room reservations statuses:
Filter the Rooming List table by clicking on one of the following room reservations statuses:
- All - Show all reservations
- Pending Confirmation - Reservations pending confirmation numbers
- Complimentary - Show complimentary room reservations
- Confirmed - Show only reservations that have been verified by the property
- Pending Cancellation - Reservations that have been cancelled, but have not yet received a cancellation confirmation number from the property
- Cancelled - Reservations that have been cancelled and have a cancellation number from the property
- Pending Changes - Changes to a reservation, that have not been confirmed by the property
Manual Reservation
Complimentary Reservation
Click the Add Comp Room Reservation link to open the Add a Complimentary Reservation modal, fill out the required inputs to add a complimentary room reservation. The number of remaining available complimentary room nights that are available show in the link that opens the modal. The calculation for how many complimentary room nights that are available is: Guaranteed + Earned = Available. A complimentary room reservation is a non-revenue generating reservation.
Click the Add Comp Room Reservation link to open the Add a Complimentary Reservation modal, fill out the required inputs to add a complimentary room reservation. The number of remaining available complimentary room nights that are available show in the link that opens the modal. The calculation for how many complimentary room nights that are available is: Guaranteed + Earned = Available. A complimentary room reservation is a non-revenue generating reservation.
Move Reservations
The Move Reservations link will walk you through moving reservations from one hotel to another, or one event to another.
The Move Reservations link will walk you through moving reservations from one hotel to another, or one event to another.
Updating Multiple Reservations
The Update Multiple Reservations link will take you to the Update Multiple Reservations page. On this page, event admins can quickly add confirmation numbers, perform name changes, or edit custom fields for multiple reservations without having to save each record.
Download Rooming List
Using the Download link will allow you to download a complete rooming list to excel or CSV format.
The Update Multiple Reservations link will take you to the Update Multiple Reservations page. On this page, event admins can quickly add confirmation numbers, perform name changes, or edit custom fields for multiple reservations without having to save each record.
Download Rooming List
Using the Download link will allow you to download a complete rooming list to excel or CSV format.
Email Filtered Results
To send email to a group of guests, click the Send Email to All Filtered Results link, this will open a modal allowing you to send a custom message and subject to the filtered group. You can change which group to email by using the Filter Reservations functionality.
To send email to a group of guests, click the Send Email to All Filtered Results link, this will open a modal allowing you to send a custom message and subject to the filtered group. You can change which group to email by using the Filter Reservations functionality.
Quickly find any reservation record for a property by using the Keyword Search filter at the top of the Rooming List table. Enter a guest name, email address, phone number, custom field, confirmation, or reference number to filter the results.
Rooming List Table
Guest
Each guest in the Rooming list table with a status of Confirmed or Pending Confirmation will have the following links visible:
Each guest in the Rooming list table with a status of Confirmed or Pending Confirmation will have the following links visible:
Details
Clicking the Details link will open a modal that displays the following reservation details:
Clicking the Details link will open a modal that displays the following reservation details:
- Reservation Number - The Alliance Reservation Number, starts with ARN
- Reservation Status - See Reservation Status section for more details
- First/Last Name - First and last name of guest
- Email - Email address for guest
- Phone Number - Phone number of guest
- Check-in Date - Check-in date for reservation
- Number of Nights - Number of nights guest will be staying at the property
- Confirmation Number - Confirmation number supplied by the property
- Confirmed By - Person at the property who entered the confirmation number
- Additional Guest(s) in room - Names of the additional guest(s)
- Booking Source - Source of the reservation: Booking Engine, Booking Engine On-Hold, Manual (see manual reservation)
- Note to Hotel Staff - Note to staff at property, entered on the booking engine, from the guest
- Room Type Description - The description of the room type
- Notes - Enter or read notes from the property or event manager. Event managers may set a note to be private, making it only visible to the event manager
- Reservation Change History - Any changes made to a reservation will be listed here, along with a source of who made the change and a time stamp of when change the change was made
Confirm / Modify
To modify or confirm a reservation, click on the Confirm/Modify link, this will open the Modify Reservation modal. Once the modal is open, it is possible to the following fields:
To modify or confirm a reservation, click on the Confirm/Modify link, this will open the Modify Reservation modal. Once the modal is open, it is possible to the following fields:
- First/Last Name
- Phone
- Check-In Date
- # (Number) of Nights - Includes a sound of minimum number of nights property requires
- Confirmation Number
- Confirmed By
- Room Type
- Any Custom Fields
Add Guest
Adds a secondary guest to the reservation record, all secondary guests added will show in the Reservation Details modal. Use the Remove link to remove a secondary guest from the reservation record.
Adds a secondary guest to the reservation record, all secondary guests added will show in the Reservation Details modal. Use the Remove link to remove a secondary guest from the reservation record.
Cancel
The Cancel link provides the ability to cancel a reservation. We automatically cancel unconfirmed reservations, and emails the property and the guest. Cancelling a confirmed reservation changes the reservation record to "Pending Cancellation," and a notification is sent to the property to provide a cancellation confirmation number. After the property provides a cancellation number, the reservation status becomes "Cancelled."
The Cancel link provides the ability to cancel a reservation. We automatically cancel unconfirmed reservations, and emails the property and the guest. Cancelling a confirmed reservation changes the reservation record to "Pending Cancellation," and a notification is sent to the property to provide a cancellation confirmation number. After the property provides a cancellation number, the reservation status becomes "Cancelled."
Clear GPS Link Error
If a link that says “Clear GPS Link Error” appears, that means there is an error with a reservation. Click the link to clear the error on screen. If you cannot clear the error or otherwise have a question, submit a ticket.
If a link that says “Clear GPS Link Error” appears, that means there is an error with a reservation. Click the link to clear the error on screen. If you cannot clear the error or otherwise have a question, submit a ticket.
Room Type (Column)
We associate each room type with a number. To view a complete description of the room type hover over the "i" icon next to the room type number.
We associate each room type with a number. To view a complete description of the room type hover over the "i" icon next to the room type number.
Check-In Date (Column)
Check-In date for reservation can be adjusted by using the Confirm/Modify link in the Guest column
Check-In date for reservation can be adjusted by using the Confirm/Modify link in the Guest column
# Nights (Column)
The number of nights guest is booked to stay at the property. Can be adjusted by using the Confirm/Modify link in the Guest column.
The number of nights guest is booked to stay at the property. Can be adjusted by using the Confirm/Modify link in the Guest column.
Reservation Status (Column)
A reservation can be in one of five statuses:
A reservation can be in one of five statuses:
- Pending Confirmation
- Confirmed
- Pending Cancellation
- Cancelled
- Pending Changes
Custom Fields (Columns)
The first three custom fields that have been added to the site ID used for your event display in the Rooming List table. Any additional custom fields will be displayed in the Confirm/Modify modal, along with the first three custom fields, all fields are editable when viewed in the modal.
The first three custom fields that have been added to the site ID used for your event display in the Rooming List table. Any additional custom fields will be displayed in the Confirm/Modify modal, along with the first three custom fields, all fields are editable when viewed in the modal.
Manage Block and Rate
Manage Room Block Release date
To edit the release date, click on the calendar input, select a new date, and then click on the Update button. On the release date, unsold rooms are released back to the property. The room block is released at 12:05 am AZ time the day after their specified release date.
To edit the release date, click on the calendar input, select a new date, and then click on the Update button. On the release date, unsold rooms are released back to the property. The room block is released at 12:05 am AZ time the day after their specified release date.
Master Bill
Room Type Description
The room type description is used to describe the room type on the booking engine page for guests. Click Edit Description to edit the Room Type description.
The room type description is used to describe the room type on the booking engine page for guests. Click Edit Description to edit the Room Type description.
Room Type Availability
Turn On/Off a room block's availability by toggling the Open/Close Room block availability button.
Turn On/Off a room block's availability by toggling the Open/Close Room block availability button.
Room Block
The room block table allows you to view or adjust room block inventory, room rate or minimum nights.
The room block table allows you to view or adjust room block inventory, room rate or minimum nights.
If the hotel is GPS Link-enabled and you want to add rooms to your block, call the hotel first and confirm that they have added rooms to your block. Then change the number of rooms in GPS.
On-Hold Rooms
If the property has any current on-hold rooms, a link will show below the Room Block table.
If the property has any current on-hold rooms, a link will show below the Room Block table.
Add Room Type
To add a new room type click Add a Room Type for this property link to create an additional room type for a contracted block.
To add a new room type click Add a Room Type for this property link to create an additional room type for a contracted block.
If the hotel is GPS Link-enabled, creating a room type will trigger an email to the hotel. That email will alert them that they need to configure that room type in GPS Link. Any reservations made with this new room type will stay in pending state until the hotel has configured it. Once complete, all reservations will be sent automatically.
Manage Tax and Policies
From the Manage Tax and Policies tab, you can edit the tax rate or cancellation and deposit policy for a property. Updating a cancellation policy only affects future reservations, it is not retroactive.
Tax Rate Percent
In the event of a discrepancy or change in the tax rate percent for the contracted block, this can be edited per property.
In the event of a discrepancy or change in the tax rate percent for the contracted block, this can be edited per property.
Deposit Policy
Edit or add a deposit payment policy for a given room type
Edit or add a deposit payment policy for a given room type
Cancellation Policy
Update or change the cancellation policy per room type.
Update or change the cancellation policy per room type.
Room Pick-Up Report
Review detailed reporting by event date, including available rooms, rooms booked and Rooms On-Hold.
Rooms Blocked and Booked Overview
A summary view of total room nights blocked, booked, on-hold, and available for sale. Also, provides the combined percentage of block used and total room revenue produced.
Rooms Blocked and Booked Overview
A summary view of total room nights blocked, booked, on-hold, and available for sale. Also, provides the combined percentage of block used and total room revenue produced.
Daily Pick-up Report
The property report of the block, booked rooms, rooms on-hold not booked, available for sale, percent booked, rates, and revenue by event dates and totals for the event by room type. Uncheck/check to omit or add columns to the report. Click the Refresh Report button to generate daily room block reporting. Download to Excel or CSV for better viewing.
The property report of the block, booked rooms, rooms on-hold not booked, available for sale, percent booked, rates, and revenue by event dates and totals for the event by room type. Uncheck/check to omit or add columns to the report. Click the Refresh Report button to generate daily room block reporting. Download to Excel or CSV for better viewing.
Reservation Report - By Room Type
A bar graph view of rooms usage by room type.