Event Dashboard: Reservations
The Reservations tab provides an area for the management of room lists,
reservations and the sub-block website.
Sub-Block Requests
Sub-block requests are an easy way for Organizers to know how many rooms
each Sub-block Group requires for an event. There can be multiple sub-block
requests for an event and requests can be edited after initially completed.
If there are sub-block requests, they will show on the left side
of the page. Clicking the Map
link will show the sub-block group contact all hotels participating in
the event.
To Complete a Sub-block Request
Click on Sub-block Request
on the left side of the page.
Read the instructions at the top of the page.
Enter the number of rooms per night or per hotel depending on
what is shown as an option. If multiple hotels appear, inventory
may be requested for each hotel.
Click the Next button.
Read the instructions on the upper left side of the page.
Complete by selecting preferences and filling in possible fields.
Click the Submit button.
To Edit an Existing Sub-block Request
Click on Sub-block Request
on the left side of the page.
By default, the page will show the last request. To hide the
last request, select the Hide Last
Request link.
A message under the block request name will indicate:
The block request has been allocated by the event organizer
and has been accepted by the sub-block group contact.
The sub-block group contact has been notified of the allocation
but has not yet responded to the event organizer to accept
No message indicates that the notification email has not
yet been sent to the sub-block group contact.
Edit the inventory. The number that is entered should be the
total number of rooms needed. For example, if 50 were previously
entered and the new total number of rooms were 55, 55 should be entered,
not 5.
Click the Save and Continue
or Next button.
Change requests if necessary.
Click the Submit button.
Multiple Booking
The Multiple Room Booking tool provides an efficient way for event planners
and sub-block group contacts to quickly enter reservations in bulk into
Passkey. The simple form allows for populating similar default information
into all reservations or guest data may be pulled in from existing Delegate
Profiles.
Adding New Reservations
Defaults. If the same
reservation data will be used on all reservations being entered or
selected reservations, add the information once at the default line
level and click Apply. Data
may be updated on individual reservations if needed by selecting the
reservation(s) and clicking Apply.
Clear deletes the information
entered in the Defaults row.
Manually enter or update reservations on the screen by clicking
into the field to be changed.
If Delegate Profiles have been loaded for the event, select
Create from Delegate Profile.
Start typing the name of the delegate(s) to be added. Auto-complete
will fill in matching delegate information as it is entered in the
first and last name fields.
Add more records by entering in the number needed in the box
at the bottom of the page and clicking (
) .
Show Available Rooms.
Click this link and select desired Attendee Type, Hotel and Room Type
to show availability. Once opened, click Refresh
Available Rooms to generate updated information.
Click Submit to process
all of the reservations
on the page into Passkey.
Errors will appear as a red box around the field causing the
error. Placing your cursor over the field will display the error message.
Correct the error and select Submit
to process.
To delete extra records that are not needed, check the box to
the left of the Title field and then click the Delete
button at the top of the page. Selecting the check box in the Defaults
row will select all records on the page.
TIP:
Use the default row when making larger amounts of reservations.
Once you apply the default information, Passkey will automatically create
10 reservations with the default data. Extra reservations will need to
be manually erased one by one which may be time consuming.
IMPORTANT: Review all fields and drop-down
selections prior to applying the default information to reservations.
Once applied, incorrect or missing data will need to be updated on each
reservation individually.
Viewing & Managing Reservations
Select the Reservations
tab.
Enter an acknowledgement number in the Find
Reservations box to quickly locate that reservation. Click
the small arrow to open and close the Advanced
Search feature. This feature may be used to find all reservations
within the group, no matter the booking source.
Confirmed, wait listed and/or cancelled reservations will appear
at the top of the screen.
Not Confirmed reservations will appear in the bottom portion
of the screen.
The 
icon indicates
that the record has errors.
Hover over the Not Confirmed message to display a window
showing the errors of the record.
Select the edit icon to open the record and fix the errors.
Optionally select Send
Ack if you want to notify the guest of the change.
Once some or all errors have been addressed, select Apply to reprocess the reservation(s).
Confirmed records may be edited by selecting the edit icon,
making desired changes and then selecting Apply.
Optionally select Send Ack if
you want to notify the guest of the change. IMPORTANT:
The Send
Ack setting applies to sending
an acknowledgment for this set of changes and the decision to send
must be re-selected each time changes are made.
Once some or all errors have been addressed, select Apply
to reprocess the reservation(s).
Editing Multiple Reservations
Reservations can also be changed in bulk.
To bulk edit either confirmed or not confirmed records, select
the records to be modified, enter the new data in the boxes at the
top of the screen in the Bulk Edits
row and click Apply.
Clear Data deletes the
information entered in the Bulk Edits
row.
Canceling Reservations
Resending Acknowledgement Emails
You can re-send acknowledgements to multiple guests easily. To
do so:
- Select one or more reservations using the checkboxes. You
can do this across multiple pages if this applies.
- Select the Resend Acknowledgement
Emails button and confirm whether you want to do this for the
current page or all pages.
- After selecting one of the options, acknowledgements are sent for
these reservations, without modifying the state of the reservation
(i.e. whether new, modified, or cancelled) and the appropriate acknowledgement
is sent.
Managing Profiles
Delegate Profiles acts as an address book to help reduce manual entry
while booking reservations. Delegate profile information may be added
to the library level for all Sub-block Groups.
IMPORTANT:
Sub-Block Groups created directly at the event level will not have the
option for delegate profile lists. The profile option is available for
Sub-Block Groups that exist in the library only.
Adding New Profiles - Manually
Click the Manage Profiles
link located at the top of the dashboard.
On the dialog, select the Sub-block Group to manage.
Click the Add New button.
Fill in the delegate’s information (required fields are noted
with an asterisk).
Click Add.
Verify that the information being submitted adheres to your
country’s privacy policy and select OK.
TIP:
Entering all of the delegate information at the profile level aids in
the creation of reservations on the Multiple Room Booking portal. The
more contact information that is included in the profile, the less information
will need to be manually entered on the portal.
Adding New Profiles - Importing
Click the Manage Profiles
link located under the desired Sub-Block Group.
Click Browse to select
the contact list to be imported.
Click Import File to
complete the import process.
Once the import is complete, view the results and click OK.
IMPORTANT:
There is a specific format that must be used when importing files. To
access the template, click the this template
link after selecting Import Profiles
to obtain the default template. Information may be copied and pasted from
another spreadsheet into the required format and then saved for import.
The first name and last name fields are required, all other fields are
optional.
TIP:
the system will not check for duplicate profiles. The system will always
create a new profile record for each profile imported.
Managing Profiles
Click the Manage Profiles
link located at the top of the dashboard.
On the dialog, select the Sub-block Group to manage.
Select the edit icon (
) to
make changes to a delegate’s profile, Save
changes.
Select the Details link
to review the profile information.
Select the Events link
to view the events in which this delegate has a reservation.
To delete a profile, check the box next to the profile(s) to be deleted and click the Delete
checked profiles link, click OK.
Room Lists
This section lists the room lists and their status. Click the Submit a new room list button if
you have a room list ready.
Name. Displays each
uploaded room list for the event.
Status. Displays the
status of the room list.
Processed. Indicates
if the list has been processed by the event organizer.
Records. Displays the
number of reservations in the room list.
Initially / Last Uploaded.
Indicates the initial upload date and time as well as the last date
and time that the list was uploaded.
Manage It. Launches
a dialog that presents options for managing the room list through
Excel files or online via the Multi-Room Booking tool. The available
choices depend on planner permissions.
Requesting Changes to Room Lists
Event Planners and Sub-block Group Contacts with “request changes” access
can make changes and submit lists through the dashboard by clicking the
Manage It link next to a room
list.
Retrieving a list to update
Select Download room list to
update it and click Next.
Follow the instructions to download the Excel file and save
to your computer.
Open the file on your computer (don’t forget to enable macros
– see the instructions tab of the workbook for details).
Make changes to reservations and click Save
Changes to save to your computer.
Requesting updates to the list
Click the Manage It
link next to the list you wish to update.
Select Drop off room list after
updating it, click Next,
and follow the instructions to upload your changes.
You will receive an email once the changes are approved.
IMPORTANT:
After uploading your Excel file, always return to the dashboard to retrieve
the latest file before making further updates. This will ensure that you
are working with the most current reservations.
Directly Changing Room Lists
Planners with “direct” access can make changes online in the Multiple
Room Booking tool or through Excel files that communicate directly with
Passkey.
Managing a list online
Making updates to the list in Excel
Select Download room list and
make updates in Excel and click Next.
Follow the instructions to download the Excel file and save
to your computer.
Open the file on your computer (don’t forget to enable macros
– see the instructions tab of the workbook for details).
Use your login and password to connect with Passkey.
Make changes to reservations and click Submit
Changes to send them to the system.
Save changes and close your file when finished.
IMPORTANT:
After changing reservations directly from the Excel file, always return
to the dashboard to retrieve the latest file before making further updates.
This will ensure that you are working with the most current reservations.
Website
The website page provides a page where organizers, Event Planners and
Sub-block Group Contacts (if provided access) can manage specific branding
and messaging for their attendee website. Access to view and/or make changes
to this page is managed by the event organizer.
Clicking the arrow icon in the website header will display a preview
of the attendee website as changes are being made.
Attendee type. Shows
all attendee types the user has access to view. One attendee type
must be selected.
Logo. Select Change
Logo to upload a custom logo for the attendee website for the
attendee type selected. If no logo exists for the event, select Add Logo to start from scratch.
Website Photos. Select
Change Photo to change one
or more photos on the attendee website. If photos exist for the event,
they will be overwritten for the attendee type website. If the event
organizer has not added event images, select Add
Photo to upload a new photo.
Welcome Message. Initially
displays the event welcome message. Select the edit icon ()
to customize the message. If multiple locales (languages) are being
used for the event, select the globe icon (
) to
open the translation area to enter the message in alternate languages.
Website URL and Preview.
Displays the URLs to the attendee website specific to the Attendee
Type selected at the top of the page. Selecting the clipboard icon
(
) copies the URL to your
clipboard making it easily available to paste into an email or other
application. Selecting the embed icon (
) provides
instructions on embedding the hotel availability page on a Facebook
event/fan website.
Find Reservations
The Find Reservations screen provides an area to perform a simple or
advanced reservation search and view and manage the results of the search.
The search will work for all reservations across the event or sub-block
group depending on the user’s access level.
Searching for a Reservation:
Enter the Passkey acknowledgement number or the hotel confirmation
number in the search bar. Click Enter.
If the acknowledgement number or hotel confirmation number is
not known, open the advanced search box by selecting 
.
Viewing Reservations
After performing a reservation search, all reservations matching the
search criteria used will be displayed. Clicking any of the headers will
re-sort the list in ascending or descending order.
Ack#. The Passkey acknowledgement
number assigned to the reservation.
Res. The status of the
reservation. Options are Act (active), Mod (modified), Canc (Canceled)
and Pending (one or more nights are on the wait list).
Name & Company.
The name and company as entered on the reservation.
Occ. The occupancy status
of the individual listed. Options are Act (active), Mod (modified),
Canc (Canceled)
Address. The address
as entered on the reservation.
Hotel. The hotel and
reservation stay dates for the reservation.
Action.
show reservation summary
opens a window displaying the reservation summary information.
resend acknowledgement
emails an acknowledgement to the email address(es) listed on the
reservation.
print acknowledgement
opens a PDF version of the acknowledgement which can then be mailed
or faxed manually to the guest.
) to
cancel a booking or select multiple records and then click