The Planner Dashboard represents the event housing information needed by meeting planners to monitor their group’s progress and reduce their attrition risk. Dashboard settings and permissions may be managed by event organizers at both the library and event levels.
Users may access other events by clicking the My Events tab on the left of the page. Additional filters may be applied to the event dashboard by selecting a specific Sub-block group from the Sub-block Group dropdown (when applicable).
Planner Dashboards are available in a mobile-friendly version on the following devices: iPhone, Android and Blackberry. Access to data on the mobile dashboard works the same as the full web version.
Additionally, the dashboard is available to event planners and sub-block group contacts in their preferred language, as set on their user profile entry under Locale. To change the viewing language, planners can update their profile Locale or can select another locale.
IMPORTANT: It is important to understand that Sub-block Group Contacts see data related to the sub-block group(s) to which they have been associated. Event Planners and licensed users see event-wide data.
The top of the dashboard includes some basic data about the event including the event name, dates, and days until the event starts.
Hotel Booking Website. Shows a clickable preview of the event website. Click the Copy Link button to copy the website URL to your clipboard.
Total Block. The total block that is available to sell. Note that this is filtered by sub-block group (if available) to represent only those attendee types in the sub-block group. The value can be less than the current block depending on inventory settings such as nightly free-sell.
Available Rooms. The available rooms in this event.
Picked Up Rooms. The picked up rooms in this event.
Click the View Block & Rates button to see a grid overview of what room types, rates, and inventory exist for this event.
The page lists out inventory details by hotel, room, and attendee type for event planners and for sub-block group contacts including:
Block: The total block that is available to sell. This may show as current or original, based on the option available to the planner or selected by the planner. The value can be less than the current block depending on inventory settings such as nightly free-sell.
Pickup: pickup including guaranteed rooms
Available: calculated as Block - Pickup
Rate: sub-block level rate, shown in the event currency
IMPORTANT:
The feature respects the Show Original and Show Current checkboxes and Show # Of Available Free Sell Rooms settings from the planner settings page. You may need to have your permissions adjusted by the event organizer to work with this feature.
The feature respects night-by-night Enable Free Sell settings from the inventory page and the free-sell is shown in another section called Additional Availability
If you sum up numbers from the inventory grid, they match with numbers listed in the summary section and chart on the main page of the portal
The grid always shows information for the selected hotel and can be filtered by date
If there are guaranteed sub-blocks, then a Guaranteed row appears in the table for those sub-blocks
TIP: If you unexpectedly see the message “Your block is full”, please ensure that the event organizer has checked the option “Show Current” and “Show # of Available Free Sell Rooms” for the event under Planner & Sub-block Group Settings in Passkey. This is necessary because free-sell rooms that are available will not be shown unless “Show # of Available Free Sell Rooms” is checked. When this box is checked, the message "Your block is full" will appear only when free-sell availability is also exceeded. Note that the dashboard settings can be adjusted at the hotel or organization level, or by the event organizer per event.
Reservations can be managed in several ways.
Make a Reservation. Shows an interface for making new reservations in this event. If applicable, select a sub-block group for which you want to enter a reservation. Click Back to Event to return to the dashboard view.
Make/Edit Multiple Reservations. Shows an interface for editing existing reservations in this event. If applicable, select a sub-block group for which you want to enter a reservation. Click Back to Event to return to the dashboard view.
Find Reservations. View reservations by room type and attendee type. You can also search for reservations by confirmation number and last name. The results can be sorted by clicking on the column headers. To edit a reservation, click the pencil icon. To resend an acknowledgement to the guest, click the envelope icon. You can also get a list of the reservations by clicking on the Generate Room List Report link.
Upload Room List. Submit new roomlists and manage existing roomlists. Choose Select a File to submit a list.
List Name. The name that you want to give the list. This can be different from the file name.
Column headers are on row number. Enter the row on which your column headers appear.
Date format. Select the date format that you used in the list.
Room List Notes. Provide additional comments to submit to the event organizer.
Guest Notification Emails. Check the box to opt-in all of the guests to any targeted communications set up for them. Leave the box unchecked if they should not receive any emails.
Existing Room Lists. This table displays the roomlists you have uploaded and their status. Click the name of the list to edit it within the dashboard, if a link is available. Click the Manage It link to edit it within the Multiple Room Booking tool. Both links depend on your permissions to edit roomlists as well as the roomlist workflow lifecycle.
As an event planner, you can request the event owner use a particular registration provider (or providers) for the event. This feature is available only if the event owner has enabled it.
To request a registration provider:
Select the Registration Connectivity button
Select a registration provider from the list and select the Request button to make the request
The event owner will receive an email about the request and can approve it or decline it
To check on the request status:
The screen will show a list of providers on the event and whether they are Connected or Pending. Connected providers are properly set up and are available to use. Pending providers are awaiting approval from the event owner.
As a planner, you can view the status by visiting this page (after selecting the Registration Connectivity button). You will also receive an email informing you once the request is approved (or declined). When a request is declined, it will no longer appear in the list, but may be submitted again.
Several reports are available including a Roomlist Report, Delegate Report, Block & Pickup Report, and Travel Details Report. Each report's content depends on the currently selected sub-block group (if applicable). To launch a report, click on the link provided and it will open in a new window.
These reports can be sorted, filtered, and exported easily. See Working With Reports for more details.
Alerts can be sent to you on a recurring basis or based on conditions in the event that you specify. Click Event Alerts turn the alerts on and off by clicking the switch. To change the alert criteria, click on the blue numbers and adjust them. When you are finished, click Apply to save your changes.
The daily reservations chart shows booking progress for each of inventory dates of the event.
There are three different views you can select:
Actual number of rooms (default). Displays actual bookings per day as a bar chart.
Percentage view. Displays pickup as percentage of the block.
Table view. Displays block, booked, available, and progress per day.
TIP: Be sure to select the sub-block group to view, if applicable. Use the hotel, room, and attendee type dropdowns to filter the results. You can select single or multiple items for each filter. Click on Clear to reset the filter and show all hotels, rooms, and attendees.
The booking pace shows the number of Room Nights or Rooms (i.e. rooms in reservations) made over time for this event, from the reservation open date to the event start date. It also allows for a pace comparison with other events.
There are three different views you can select:
Graph (default). Displays picked up room nights or rooms over time as a line chart. Use the Enter Event Name box to view and select up to 2 other events to compare with the current event. If the event you want is not displayed, type its name to search for it across all of your events.
Table. Displays a table showing days before the event start and the number of room nights or rooms picked up.
Pie chart. Displays a breakdown of the booking method (e.g. phone, web, roomlist) for the room nights or rooms picked up.
TIP: Be sure to select the appropriate sub-block group, if applicable.
Displays a list of the last 10 reservations made, starting with the most recent reservations. The results can be sorted by clicking on the column headers. To edit a reservation, click the pencil icon. To resend an acknowledgement to the guest, click the envelope icon. Click Show All to switch to an advanced view that lets you filter the reservations by hotel, room, and attendee type.
The map displays the event location and the hotel, if there are multiple hotels in the event. It also displays more detail about the event and cancellation policies.
Reservations. Displays a breakdown of the reservations made by state/province and country. The location is gathered from the primary guest address on the reservation.
Event Info. Displays the event name and location.
Cancellation Policies. Displays the attendee level cancellation policies for the attendees in the event. If sub-block groups are used, this list is filtered by the attendee types in those groups.
Provides tips to improve your bookings progress as well as links to the attendee website.