Manage Rooming List

Filter Reservations

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 complementary room reservations
  • Confirmed - Show only reservations that have been confirmed 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 received a cancellation number from the property
  • Pending Changes - Reservations that have been changed, but the changes have not been confirmed by the property

Manual Reservation

Clicking Add a Manual Reservation will open the Add New Reservation modal, fill in the required fields to create a reservation record outside of the booking engine, the reservation will show in the rooming list table on this page. The add manual reservation functionality is intended to be used when a reservation is taken inadvertently by the property directly.

Complementary Reservation

Click the Add Comp Room Reservation link to open the Add a Complementary Reservation modal, fill out the required inputs to add a complementary room reservation. The number of remaining available complementary room nights that are available show in the link that opens the modal. The calculation for how many complementary room nights that are available is: Guaranteed + Earned = Available. A complementary room reservation is a non-revenue generating reservation.

Updating Multiple Reservations

The Update Multiple Reservations link will take you to the Update Multiple Reservations page ***We don't have a page for this in the User Guide ***, on this page you will be able to quickly add confirmation numbers, perform name changes, or edit custom fields for multiple reservation records 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.

Quickly find any reservation record for a property by using the Keyword Search filter at the top of the Rooming List table. Enter guest name, email address, phone number, custom field, confirmation, or reference number to filter the results.

Rooming List Table

Columns:

Guest

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:

  • 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 of 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 manager's 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 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, changes may be made to the following fields:

  • First/Last Name
  • Email
  • 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

Modifying a previously confirmed reservation initiates a change notification to the property for verification and places the record in "Pending Changes" status until property verifies they have recognized the change.

Email

Use the email link to email individual guest, uses same modal as Email Filtered Results

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.

Cancel

The Cancel link provides the ability to cancel a reservation. Unconfirmed reservation's are automatically cancelled, emails are sent to 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 is changed to "Cancelled".

Room Type (Column)

Each room type is associated with a number. To view a complete description for the room type hover over the "i" icon next to the roomy type number.

Check-In Date (Column)

Check-In dated for reservation, can be adjusted by using the Confirm/Modify link in the Guest column.

# Nights (Column)

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:

  1. Pending Confirmation
  2. Confirmed
  3. Pending Cancellation
  4. Cancelled
  5. Pending Changes

Custom Fields (Columns)

The first three custom fields that have been added to the site ID related to your event display in the Rooming List table ***We should like to a how to add custom fields here***. 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.

Master Bill

***Need to write up content for this***

Room Type Description

The room type description is used to provide a description on 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.

Room Block

The room block table allows you to view or adjust room block inventory, room rate or minimum nights.

On-Hold Rooms

If the property has any active 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.

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. Editing 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.

Deposit Policy 

Edit or add a deposit payment policy for a given room type.

Cancellation Policy

Edit 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 total percentage of block used and total room revenue produced.

Daily Pick-up Report

Property report of 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 within the report. Click the Refresh Report button to generate daily room block reporting. This view is best used downloaded to Excel or CSV.

Reservation Report - By Room Type

A bar graph view of rooms usage by room type.