Before submitting a room list, confirm that the rooms requested on the list fit the allocated inventory for the event as follows:
Select an attendee, hotel, and room as needed or click Refresh Available Rooms to update the availability display (this is especially important if you have updated any records in the list):
Attendee Types. The attendees associated with the event are listed in alphabetical order.
Hotels Each property associated with the event is listed in alphabetical order.
Room Types. The rooms for the selected hotel are listed in alphabetical order.
View the inventory dates for this hotel. Outside-of-contract dates are shaded with a tan color.
Available. The number of rooms in the selected block that are available to book. There is also an icon that navigates Passkey to the event inventory for this event.
Needed. The number of rooms being requested in the room list, based on the selected hotel, room, and attendee type.
Net. The number of rooms left in the block. Negative numbers indicate a deficit for that inventory date (see example above) and are shown with red circles. Zero or positive numbers indicate sufficient inventory levels.
You can also:
Show/Hide Available Rooms. Select to either show or hide the inventory display. By default, the available rooms are shown when you enter this page.
Refresh Available Rooms. Click to refresh the current room display. This button also updates the availability after records have been edited.
If there is a deficit of rooms for one or more nights based on the requests from the room list, the Increase Inventory link appears in the Net line.
This feature can automatically increase inventory to meet the requested rooms and to help you process the room list quickly and efficiently, without toggling to Event Inventory. It provides a choice for how to accomplish this.
Then select one of the options from the confirmation dialog:
Increase rooms in this sub-block - the sub-block and room type current block values will be increased for each date with a deficit by the exact number of rooms needed to confirm the reservations for this sub-block.
In the example above, the process will add 2 rooms at the sub-block and room type current block for Queen/Attendee for 11/19 and 11/20. The other dates will not be adjusted since inventory is sufficient.
Increase rooms in this room type, then turn on free-sell - the room type current block values will be adjusted for each date with a deficit by the exact number of rooms needed to confirm the reservations for this sub-block. In addition, the Enable Free-Sell setting will be turned ON for each date that was adjusted.
In the example above, the process will add 2 rooms to the room type current block for the Queen room for 11/19 and 11/20. In addition, Enable Free-Sell will be turned ON for the Queen/Attendee sub-block for 11/19 and 11/20. The other dates will not be adjusted since inventory is sufficient.
TIP: Wait Listed nights are highlighted in the grid when there is no availability under Available and the Wait List feature is turned on for the nights displayed.
Once the record errors are fixed and the inventory has been verified, you can submit the room list as follows:
Select record(s) for submission using the checkbox next to each record.
Click the Submit button.
Select whether to submit Selected Records, All Filtered Records or All Records.
Click Continue to process.
A summary appears for the reservations that were submitted, and contains additional detail if updates occurred.
After the records have successfully processed into reservations, they appear in the Confirmed tab.
TIP: Reservation modifications from updates to a list will not automatically trigger acknowledgements to guests. However, you can manually send updates for reservations by ensuring that "Send Acknowledgement" is selected for particular reservations. To send updates for multiple reservations, select those reservations (or select all), select the Edit button, go to Misc. Fields and change Send Ack to "Y", and then click Save.
When updating a list, the system will act based on information provided in the ResAck# column. On submitting records:
Pending records containing an Acknowledgement Number will attempt to modify the corresponding existing reservations.
Pending records with no information in the ResAck# column will be processed as new reservations.
The number you provide can even be the root acknowledgement number (e.g. 327M2TLK instead of 327M2TLK0).
A summary indicates how many reservations were modified, and how many failed to be modified and remain in Pending (e.g. the updates from the list had errors that were not fixed, or perhaps inventory was not available at that moment, etc.)
After successful processing, new and modified reservations will appear in the Confirmed tab.