This page allows you to check the room list pickup versus block to determine if additional inventory is needed to process all reservations. After the room list has been mapped, the records will be ready for final editing and matching to existing inventory. The main screen is where individual reservation records are edited, assigned to the appropriate Room Type and processed into a reservation.
When done, see the Submitting the Room List topic to complete the room list process.
At the top of the window, there are filters where you can show records in one of the following categories. For example:
The selected filter is in the larger text. The number of total records in each filter is shown next to the category in parenthesis.
Pending – Room list records that have not been processed as reservations. The first time this page is viewed (after completing the mapping process) all records will be in the “Pending” filter.
Reservation Problems - Records with at least one error, missing or incorrect reservation information or inventory issues (e.g., number of guests exceeding assigned Room Type) are filtered as a reservation problem.
Confirmed – Room list records that have been turned into a reservation. Any changes on the Confirmed page will result in modifications to the existing reservation.
The column ResAck# displays the unique Passkey acknowledgement number, or N/A if the record shown is not yet a reservation. When updating a roomlist, any records that are new will contain N/A.
In each row, the status icons confirm whether or not the current room list record has an available room if it was submitted.
Red Exclamation Point – At least one error exists within this record. It will not process until the error is corrected.
Green Checkbox – All errors have been corrected for the record. A valid room has been assigned with the proper inventory dates and number of guests staying in the room. The record can be processed into a reservation.
Records will not be processed into reservations until the errors have been fixed. Errors are generally caused by missing mandatory fields such as billing or address. Errors will be highlighted in pink and the number of errors in each section will be shown in parenthesis next to “Pending”. Errors can be fixed on individual records or all records at one time.
Individual Records – Double click on any field in the record to correct an error. Click Save when finished.
Multiple Records - To edit multiple or all reservations at once, select the checkboxes for the records that need correcting. Click on the Edit button, make corrections and select either Selected Records, All in Filter, or All Records to apply the changes. Click Save when finished.
For either individual or multiple records, use the edit icon
(
) on the check-in and check-out date columns
to correct records where the date is correct but the date format is
incorrect. For example, if the date is displayed in DD/MM/YYYY
format (e.g. 28/10/2010), use this feature to quickly change
all dates to MM/DD/YYYY format (e.g. 10/28/2010)
for the selected records.
One common error appears from the Room Type association. Planners do not typically include Room Types on room lists or may use an incorrect name. To associate Room Types, click on the Associate Room Types button. Find the Room Type from the list on the left side, and then select the corresponding Room Type in the event on the right. Click Save when finished.
The same process may be followed to associate reservations to the specific attendee types set up for an event. Click on the Associate Attendee Types button. Select the Attendee Type on the left drop-down, then select the Attendee Type that you would like to change to on the right (Attendee, Staff, VIP, etc.). Click Save when finished. If there are multiple Attendee Types, you can associate them all by clicking add additional row.
There are three icon tools that allow changes to the records in a room list:
Filter Row icon (
).
Select this icon to display the Filter row. Type the filter into
the appropriate field and click Apply. The
Room List Manager displays all of the records that match the chosen
filter. This allows easy changes to the records. The filter parameters
remain until you select the Clear
Filters link to the right of the filter text fields.
Change Row icon ().
Select this icon to edit multiple rows of records. Update records
and apply the changes to all room list records in the current view
(including any applied filters) or only the checked records.
New Row icon (
).
Select this icon to allow a new record to be added to the list. After
the page updates to show all rows, enter the appropriate record information. Save
the data to add the new record to the bottom of the list.
For either individual or multiple records, use the edit icon
() on the check-in and check-out date columns
to correct records where the date is correct but the date format is
incorrect. For example, if the date is displayed in DD/MM/YYYY format
(e.g. 28/10/2010), use this feature to quickly change all dates to
MM/DD/YYYY format (e.g. 10/28/2010) for the
selected records.
You can notify the planner of the current state of their room list requests, including the detailed list of reservations confirmed, pending, and rejected.
To do so:
Click the Notify Planner button on the processing page.
On the pop-up, select the planners to notify and fill out the subject.
Optionally, edit the email body, taking care not to delete the tags (with notation such as ${tag}) that will provide a detailed list of changes for the planner.
Optionally, click the Preview button to view the email that will be sent to the planner(s).
Click the Send button to send the email to the planner(s) you have selected.
TIP: Edit the email to note specific changes you made that might require some explanation (e.g. “John Smith requested a Double but I upgraded him to a King.”)
Select the Upload File link to enter the main Room List page. An alert displays if there are pending records that have not been processed into reservations.
Run Report – Click to view a pop-up window with links to Inventory, Room List, and other existing reports.
Address/Billing Info/Misc. Fields Icons – Simply mouse-over each icon to display the information for the selected records. This shortcut displays individual record information while remaining on the current tab. Records containing an error display a small red circle (with a minus sign in the middle) at the bottom right corner of the icon. To edit, double click the edit icon for the tab selected and apply changes.
Original Record Icon – Click on this icon to display the record as it appeared in the original uploaded list. If the record was created from within the Room List Manager (using the Duplicate or New Row functions) then no icon will appear in this column. A separate icon is shown if some of the record was not mapped during a split operation. To edit, double click the icon to open the information in a pop-up window and apply changes.