Use the Room List Manager to create and update room lists, upload and map room lists, correct errors (process room lists), and send emails to planners with the web address where they can drop-off room lists. Managing room lists in the Room List Manager saves time, eliminates errors and reduces the risks and costs associated with manually handling room lists. Additionally, it gives meeting planners the opportunity to manage modifications and cancellations online.
The Room List Manager can be accessed from these locations:
Home Screen. When you view the details of a specific event, there is a Room List link.
Event menu. Open an event, select the Reservations menu then select Room List. This displays any dropped off lists or an Upload button which you can click to add a new list after selecting an Attendee Type.
Event Dashboard or Planner Dashboard.
From the Alerts section of the Home Screen or Event Home Page, if there is a Room List alert.
The main page of the Room List Manager displays all room lists along with the status, the last time the room list was processed, and the number of records for which changes have been requested (reservations having modification or cancellation requests; a dash (-) is shown when no changes have been requested). The main page of the Room List Manager contains two buttons to create a new list (as described below) or specify drop-off locations.
Click the Drop-off Locations button to send an email to planners with the web address of the location where they can drop off their room lists. You can also select their Locale, or language preference, to ensure that communications and the drop-off page are shown in their language. If the planner should submit lists for a particular attendee type, optionally select the attendee type from those in the event. While dropping off the list, the planner can specify the check-in and check-out date formats to allow the hotel to process the room list more easily and with fewer errors.
If the planner submitted a list on the Event Dashboard or Planner Dashboard, it will appear here. Click the import icon next to the list to start mapping it.
On this page you can also edit an existing list, delete it, or export it to a file.
After clicking the Create New List button, you have the choice of creating a new room list manually or uploading one. If uploading a list, select your room list (in a CSV or Excel format), choose the date format used in the list to be uploaded, then click Submit to enter the list into Passkey.
Room List Manager allows you to apply updates from a room list to an existing reservation (e.g. name changes, room changes, dates, etc.) In order to be exactly matched with an existing reservation, the record in the list must contain the Passkey acknowledgment number for that reservation, as described in mapping the room list.
Follow the same steps to upload the list as mentioned earlier. If your list has updates and contains the same records as in the original room list, use the Replace Existing option and select your original room list from the drop down list. This will result in an updated room list with the same name as the original. Otherwise, if the room list is new, select New Room List, and this will create a new room list.
IMPORTANT: Only new and modified reservations can be handled in the uploaded list. Reservation cancellations can not be automated via the room list upload and must be manually processed.
Any room list entered into Passkey must have its content matched, or "mapped," to the equivalent reservation fields in Passkey. This is accomplished with a Mapping Template. The drop-down list shows all of the mapping templates available to your organization. If the room lists are created with column headers and information that exactly match those of the template, the reservation data will be imported into Passkey easily and quickly. If there are saved custom Mapping Templates which your organization has created, they are listed in this drop-down along with the standard Passkey templates.
Select No Template if your organization has not yet created a custom template.
The basic workflow for managing room lists is:
Upload the original room list, a modified room list, or create a new list as described above.
If uploading the list, map the list as described in the Mapping the Room List topic.
After mapping the list or if creating a new list, process the list as described in the Processing the Room List topic.
Submit the room list, as described in the Submitting the Room List topic.
Additionally, you can review various room list reports by clicking on the Reports tab, and as described in the Reports topic.