IMPORTANT: This page only applies to Public Block Requests and Private Block Requests. It does not apply to the requests that are set up using Rooms from available free-sell.
Click on the name of the block request to view responses that have been received. The page has multiple options for showing and filtering specific information along the left side of the page.
On the right side of the page are all of the sub-block groups or submitted responses (for Private Block Requests and Public Block Requests).
NOTE: For Rooms From Available Free-Sell requests, the inventory allocation process is automatic, and this page is not used.
See the Event: Planners page for sub-block groups and planners that were automatically created.
See Event: Home for details on the sub-block allocations that were automatically created.
First, select to view the responses grouped by Sub-block group name or by Hotel.
All filtering options default to being checked and showing on the page. By un-checking any of the options, it will cause that option not to display on the submitted responses.
Inventory details. Shows details for all Sub-block Groups that are expanded.
Preferences. Shows the preferences section for all Sub-block Groups that are expanded. This is a summary of the contact's stated preferences (e.g. hotels, rooms, meeting space, etc.).
New. Sub-block Groups that have never been expanded (viewed) by anyone.
NOTE: Expanding the request or sub-block group will clear the New status. Alerts regarding new responses will also clear.
Unfullfilled. Sub-block Groups where the requested number of rooms hasn’t been fulfilled.
Fullfilled. Sub-block Groups where the number of allocated rooms equals the number of requested rooms on all room nights and therefore each night is fulfilled.
Notified. Sub-block Groups that have been notified of their allocations by the organizer (these groups could have been new, unfulfilled, or fulfilled when notified).
NOTE: If any changes are made to the sub-block group's inventory,in Event Home or on the Allocation screen, the Notified status is cleared. You may choose to notify the contact again of changes.
Selecting one or multiple Sub-block Groups will show the requests for only those groups. You can also search for groups, select all, or deselect all.
Selecting one or multiple hotels will show the requests for only those hotels. You can also search for hotels, select all, or deselect all.
Dates can be selected to filter which requested dates show on the right.
Use the Sort By on the upper right corner to sort the responses by name or by the date they were submitted. You can also show all details or collapse the sub-block groups to simplify the display.
TIP: It may be helpful in some cases to sort by First Request Submitted to give preference to initial respondents.
A contact who responds to the request creates a pending sub-block group, which must be converted to an actual sub-block group. The basic steps involved are
Find any new responses, which are named for the Organization
(or Team, Company, etc.) that the contact provided in their response.
These groups are denoted with a mailbox (
) icon.
Create a sub-block group out of the pending group
Add the contact to the sub-block group
With Public Block Requests, the creation of the group and planner can be done in a single step.
To create a sub-block group, click the arrow to expand the group and then select Add Sub-Block Group:
Supply a name for the sub-block group, changing the default name that appears, if desired.
Select an attendee type to associate to the group
To add a new attendee type, provide the Attendee Type Name and adjust other attendee settings as needed. Note that you will also be to adjust these further in Event: Advanced Options: Attendee Types.
To use an existing attendee type, choose Select an attendee type and then select one or more attendee types from your event to associate with this group. Note that once an attendee type is associated to a group, it may not be associated with another group.
Add the contact to the sub-block group.
If the email address is found in Passkey, you will be notified that any changes you make will update the planner's account
If the email address is new, you can add the respondent as a new sub-block group contact
Once the sub-block group is added you can start to allocate rooms.
If you need to remove a response (e.g. a duplicate or unwanted response) then select the arrow to expand the group and select Remove. If you want to email the contact to explain why you are removing their response, select the link to email the contact, which will launch a new email in your default mail provider.
Otherwise, you can simply confirm the removal by selecting Remove.
NOTE: Removed responses can not be reinstated and are not tracked in reporting, however the contact can submit a new response if needed.
These request use existing sub-block groups in the event, to which the organizer can directly allocate inventory, as discussed in the following sections.
Use this page to allocate rooms to a sub-block group. The basic steps are:
Add hotels and sub-blocks to the sub-block group
Allocate inventory based on availability, on the request, and with the preferences the contact provided
Notify the contact of their allocated room assignments. Note that this can be done manually per sub-block group or via a Request Allocation campaign.
To add hotels:
Click the (>) icon next to the Sub-block Group to be allocated to expand it. The page will show when the request was submitted, how many rooms were requested, how many rooms have already been allocated, and any preferences that were stated in the response.
TIP: Mousing over the blue info icon on any hotel will show the preferences and requests for the sub-block request.
If no hotels have been assigned to this sub-block group then select Allocate and then Add Hotel, and search for and select a hotel(s) to add.
TIP: You can only choose from hotels that are already part of the event. Use the nightly overall free-sell availability along with the contact's preferences to guide your selections.
To add rooms, select the Manage sub-blocks link under the appropriate hotel and assign rooms and attendee types as needed.
TIP: You can adjust the Free-Sell option for each sub-block you add and it will be applied to each night. By default, Free-Sell is OFF. This can be adjusted per night in Event: Home.
Once you have sub-blocks defined, you can allocate rooms.
Once you have defined sub-blocks you can use live availability to assist you in assigning inventory.
Select Allocate to enter the edit mode in which you can allocate inventory to the sub-blocks you have previously defined, using available inventory.
There are three options for allocating rooms:
Type in the number of rooms to be allocated on each night.
Type the percentage of the requested block to be allocated and select the double arrow icon next to it to apply this to each night.
Enter the number of rooms in the first night of inventory and select the double arrow to add the same number of rooms to each night.
Click the Save button to save the information, but not notify the Sub-block Group Contact.
TIP: Use the Fulfilled and Unfulfilled nightly counts for each hotel, or the summary for the Sub-Block Group to keep track of your allocations versus what the contact requested.
The status of Fulfilled and Unfulfilled changes based on your allocations here and can be filtered on via the Display Options as you process sub-block groups.
Once you have finished allocating inventory, you can notify the contact(s) using a campaign or manually.
To manually notify contacts for each sub-block group:
Expand the sub-block group and select Notify.
Optionally, provide a message to the planner that will be added to the beginning of the email.
TIP: The wording for this campaign comes from either the Passkey defaults, or the campaign that you customized within the request wizard in Sub-block Request: Dates. You can create a campaign in that step and turn it OFF if you want manually notify contacts, but use a custom email.
Select Do not include total cost values to exclude total costs from the email.
Select Preview to view the email as it will look to the planner. This email will contain details of the assignments, policies, a button for the planner to accept their assignment, and links to their attendee website blocks.
NOTE: If Close to Web Until Planner Accepts was used in the setup Sub-block Request: Criteria, then the links will not be active for booking until the acceptance occurs.
Select Send Now to sent an email alert to the sub-block group contact.
TIP: When a contact is notified, the status of the group changes to Notified and can be filtered on in Display Options. Allocations can still be edited and the planner notified again as needed.
TIP: To provide custom messaging for the email and notify all of the respondents at the same time, you can alternatively use the built-in Request Allocation campaign as described in the setup step Sub-block Request: Dates.