Event: Add-ons and Promo Cubes

This page may be used to create and manage all Add-ons and Promo Cubes at the event level.

Add-ons are items that have a price and can be purchased within or after the booking process on the attendee website. They are also available for purchase within the reservation call center form. Some examples are: bottle of wine, late check-out, breakfast, or parking.

Promo Cubes are typically used on the attendee website to market the hotel or local area to promote extended stays.  Examples are: the hotel or an area restaurant, spa or a local attraction. Promo Cubes may also be used at the event level for sponsor logos and information and to show multiple venue locations.

Creating a New Add-on or Promo Cube

To create a new Add-on or Promo Cube in a new bundle, click the click here link to open the Add and Manage Add-ons box.

Adding an Add-on or Promo Cube from the Add and Manage Box

Select the desired Add-ons and Promo Cubes from the items shown that are available in the library and the click the Add button to include them in the bundle.

If a new Add-on or Promo Cube is needed, select Add New.

• Create: indicate whether the item is an Add-on or Promo Cube

• Type: select the category of the items
• Name: name the item
• Click the Add button to add the item to the event

Editing a Promo Cube

NOTE: All fields noted with an asterisk are required.

Complete the Details Section

• Name of the Promo Cube

• Type categorizes the item by sponsorship, local attraction, ad, etc.

• Promo Message displays a brief message about the item.

• Description is used to display full details about the item.

• Available on specific dates? may be used if the item is not available every day (e.g. a local festival that takes place over a specific date range)

Complete the Location Section

• Address: use if the Promo Cube is promoting an attraction or location that may be shown on a map on the attendee website.

Determine if Sharing on social networks will be allowed.

• Allow Sharing?: Indicates whether a guest can share information about the add-on via social networking sites such as facebook, Twitter and Linkedin

• Sharing Message: Will display when a guest shares the item via a social networking site.

Complete the Contact section

• Name and Email can be added and will appear within the Promo Cube on the attendee website. Guests requiring additional information can use this to contact the attraction directly.
• URL Display name can be optionally used to provide a friendly name for the URL (e.g. More Information or Click Here).
• URL can be entered to display a URL that the guest can click.  If the URL Display name is provided, that will be shown as the link instead of the URL.

Save changes once complete.

Once the initial Save is done, upload an image by selecting the Add image icon from the preview panel. or the Add image link on the Edit page.

• Browse for an image you have saved on your computer or network. Acceptable images are JPG, GIF or PNG and maximum size of 3 MB. Optionally, browse for an image saved in the Passkey image library.

• Once saved, click on the image in the Add-on to Change image or Delete.

Select the Shown on tab

• Check each page of the Attendee Website on which this Promo Cube should be made available. Remember that this may be changed at the event level based on individual event needs.

• Save changes once complete.

To target the promo cube to specific attendees, select the Shown for tab

• Check Select All or specific attendees for which this Promo Cube should be made available. If Select All is used, the list will adjust as attendees are added or removed in the event. Otherwise, the list you selected will remain in effect as attendees are added or removed.

• Save changes once complete.

When all work is completed on the Promo Cube, turn it ON to make it available for use in the event.

Editing an Add-on (Hotel Events Only)

NOTE: All fields noted with an asterisk are required.

Complete the Details Section

• Name of the Add-on

• Type categorizes the item by service, local attraction, food & beverage, etc.

• Promo Message displays a brief message about the item.

• Description is used to display full details about the item.

• Request Code can optionally be used if your hotel is integrated and supports special request code processing. This field allows a code or codes (entered as comma delimited values) to transfer to your PMS/CRS system when an attendee purchases the add-on.

• Price entered is the dollar amount being charged for the item. Indicate whether this price is per night or per purchase

• Customize price text may be used to add additional text to explain the price. If used, this text will replace the standard per night or per purchase text.

• Add tax disclosure to indicate if any additional taxes may be charged on the item. NOTE: This is text display only and any tax quoted will not be calculated on the attendee website.

• Rules

• Guest can select dates: If checked, guests can select specific dates for the item

• Guest can select quantity: If checked, guests can order a specific quantity of the item

• Max. quantity per event?: Use to cap the quantity of the item to be sold at a specific amount (e.g. tickets for a concert)

• Display countdown: Shows a countdown on the website and can be set when a certain number of items are left to be sold by using the Start countdown at and a Countdown message.

Determine if Sharing on social networks will be allowed.

• Allow Sharing?: Indicates whether a guest can share information about the add-on via social networking sites such as facebook, Twitter and Linkedin

• Sharing Message: Will display when a guest shares the add-on vis their social networking site.

Save changes once complete.

Once the initial Save is done, upload an image by selecting the Add image icon from the preview panel.

• Browse for an image you have saved on your computer or network. Acceptable images are JPG, GIF or PNG and maximum size of 3 MB. Optionally, browse for an image saved in the Passkey image library.

• Once saved, click on the image in the Add-on to Change image or Delete.

Select the Assign to tab

• Check each Room type and Attendee type that the Add-on may be made available.

• Save changes once complete.

Select the Recipients tab

• Verify the Contact Group responsible for fulfillment of the Add-on.

• Remove a Contact Group by un-checking the box.

• Add a Contact Group by checking the box.

• Verify that the Send Email? is ON in order to generate the daily email to the Contact Group members informing them of recent purchase activity. This email is delivered daily at 5:00 a.m. local hotel time.

• Save changes once complete.

When all work is completed on the Add-on, turn it ON to make it available for use in the event.

Managing Existing Promo Cubes

All existing Promo Cubes appear on the main event Add-ons page. Each Promo Cube is listed by name and will additionally show the dates it is available, if the item will appear on an event map, if the item is available for sharing on social networks and if the Promo Cube is available to be promoted in the event. These are represented by the following icons:

• To edit an existing Promo Cube:

• Make the Promo Cube available for use in the event by clicking and turning it ON.

• Delete the Promo Cube by clicking .

• Open the item to edit its details by clicking on the name of the Promo Cube.

• In the Shown on tab, select on which page(s) the Promo Cube should be seen by checking the boxes.

• In the Shown for tab, select the attendee(s) to which the Promo Cube should be shown by checking the boxes

• In the Edit tab, update details as required.

• Save changes when complete or Cancel at any time to exit without saving.

Managing Existing Add-ons

All existing Add-ons appear on the main Add-on event page. Each Add-on is listed by name and will additionally show the price, if the purchase price is per night or per purchase, is the item is available for sharing on social networks and if the Add-on is available to be used in the event.

• To edit an existing Add-on:

• Make the Add-on available for use in the event by clicking and turning it ON.

• Delete Add-ons by clicking .

• Open the item to edit its details by clicking on the name of the Add-on.

• In the Assign to tab, select which room types and attendee types the add-on should be made available to by checking the boxes.

• In the Edit tab, update details as required.

• In the Recipients tab, select the Contact Group responsible for fulfillment of the Add-on and turn ON the Send Email? to generate the daily email to the Contact Group members informing them of recent purchase activity.

• Save changes when complete or Cancel at any time to exit without saving.