Use this page to search for sub-block groups, apply deposits to sub-block groups, and to report on sub-block group deposits in relation to actual reservations in the event and their expected deposits.
The page shows all of the sub-block groups defined in the event, along with key details including the planners, statistics about the blocks, and deposits on the sub-block groups.
It also provides reporting about sub-block groups deposits and balances.
You can use the search bar to quickly find specific sub-block groups or planners by name, company, or email.
Details shown include:
Planners - A list of the planners associated to this sub-block group. Select the View Details link to see a full listing of the planners.
Room nights allocated - The sum of the room nights in the sub-blocks for the attendee type(s) associated with this group
Room nights booked - The sum of the confirmed room nights picked up in the sub-blocks for the attendee type(s) associated with this group
Peak - The maximum of room nights allocated across all dates for all sub-blocks associated with this group
Net deposit - The current charges on the sub-block group from all transactions (deposits and refunds)
Deposit balance - A calculated value that is the (Group total deposit - Reservation deposits committed - Group total refund)
You can further refine the search results with several filters:
Room nights allocated - Filter by a range of room nights allocated. To apply, select the filter, adjust the criteria, and then click anywhere outside of the filter popup.
Room nights booked - Filter by a range of room nights booked. To apply, select the filter, adjust the criteria, and then click anywhere outside of the filter popup.
Credit cards - Filter for sub-block groups with or without credit cards. To apply, select the filter option and the filter will be applied immediately.
To clear a filter, select the X next to the filter.
All management of deposits is done through the link Make payment, available for each sub-block group.
When you select this link, a dialog opens to allow you to:
Add cards to the sub-block group for future use
Make payments (via Credit Card or a non-CC method) directly on the sub-block group
IMPORTANT: Unlike the Commerce charges that are tied to reservations, these charges are tied directly to the sub-block group, and don't impact the reservations in the attendee types in the sub-block group.
In order to enable charging credit cards, you must first have a Merchant Account set up for your organization and have an account selected for the event.
You can add a Merchant Account to the event in Advanced Options → Guarantee Types.
In addition, the card types (e.g. Visa, MasterCard, etc,) you may charge include only those selected in the event.
In order to charge a deposit via Credit Card, you must first add one or more cards to the sub-block group.
If there are no credit cards on the sub-block group:
Select the Add credit card link
Enter the credit card number, the expiration date, and the cardholder name
Select Add credit card
If there are credit cards on the sub-block group:
Select the Credit card icon
Select Add credit card
Enter the credit card number, the expiration date, and the cardholder name
Select Add credit card
If you need to remove credit card(s) on the sub-block group:
Select the Credit card icon
Select Delete
Select the x to close the confirmation that appears.
The dialog closes and you will see that the card was removed.
To actually charge deposits:
Select the Make payment link
Select the Credit Card option
Select a specific credit card from the list
Enter the Charge amount in USD
Optionally, provide a note (this note will only be seen by you, and will not be visible to planners or attendees)
Select Complete payment to complete the charge
You may also post one or more non-credit card based transactions, in any amount (positive or negative) on an individual Sub-Block Group.
This capability allows checks, wire transfers and other forms of offline payments to be posted to a Sub-Block Group's deposit balance.
To make an offline deposit:
Select the Make payment link
Select the Other option from the Make Payment dialog
Enter a Reference ID that is for your internal use (e.g. a check number)
Enter the Charge amount
Select Complete payment to make the deposit
You can remove any card that has been added to a sub-block group.
If you need to remove credit card(s) on the sub-block group:
Select the Credit card icon
Select Delete
Select the x to close the confirmation that appears.
Alternatively, you can:
Select the Make payment link
Select the trash can icon next to the Credit Card on the Make Payment dialog
Select the x to close the confirmation that appears.
The dialog closes and you will see that the card was removed.
TIP: If you need to do undo the delete, select the Undo link in the confirmation and the Credit Card will be restored.
NOTE: Although the Credit Card can't be used for any new payments after it has been removed, the transaction history for the card will be retained. Additionally, refunds can still be issued on the card.
Each charge is recorded on a ledger that is tied to the sub-block group. You can access this by selecting View transaction history for any sub-block group.
You will notice a history of transactions from newest to oldest.
Type - Shows either Deposit or Refund
Details - Includes the date/time of the transaction, the credit card details (if it was a Credit Card payment), and the logged in user who performed the transaction
Status - Shows either Success (green), Failed (red), or Pending (yellow) status
Amount - Shows the amount of the transaction in USD
At the bottom of the dialog is the running Net deposit that is based on all of the successful deposits and refunds applied to date.
Whether the charge was made via Credit Card or Other, you can refund a full or partial amount by selecting Make refund next to any transaction.
The refund amount can be specified from 0 up to the amount of the initial transaction, but may not be negative OR higher than the initial amount.
The Refund appears at the top of the list as a negative number and the Net deposit adjusts accordingly.
NOTE: If the full amount is not applied (e.g. 45 USD out of 50 USD) then the Make refund link remains visible. Otherwise, the link is hidden, as all the monies from that transaction have been refunded.
IMPORTANT: The Make refund link only appears 24 hours after the associated transaction (the deposit) was made.
A report on sub-block group deposits can be run for each event by selecting the Run report link at the top of the page.
This will launch the Sub-Block Group Deposits Report in a new browser tab, which allows you to track sub-block deposits against committed reservation deposits in those groups.
The report includes a row for each sub-block group in the event and provides:
Sub-block group name - The name of the group
Reservation deposits committed - The calculated deposits for the reservations in this sub-block group.
The value is determined by the deposit rules on the Guarantee Type for the specific attendees in this group, as set up in Event → Advanced Options → Guarantee Type
Group total refund - The sum of the refunds applied to the sub-block group
Group deposit balance - A calculated value that is (Group total deposit - Reservation deposits committed - Group total refund)
Group total deposit - The sum of the deposits applied to the sub-block group
The report also provides summary data, obtained by summing the values across all sub-block groups for:
Group total deposit
Reservation deposits committed
Group total refund
Group deposit balance
TIP: You can sort or filter on Group deposit balance to find sub-block groups with a low balance. These may be targets for applying additional funds depending on your business practices.
See Working With Reports for details on how to sort, filter, and export reports.