Event Home

This is the main page for any event, where you can access event information, manage event inventory and navigate to other event areas and tools.

HELPFUL TIPS:

For hotels, select Primary Inventory to display and manage Primary Inventory details for the hotel.
For multi-hotel events, hotels will be listed in a dropdown that displays the room inventory for the selected hotel only. Select Full List from the hotel dropdown to view and manage the entire hotel list associated with this event.
Click Save at the bottom of the page to save any edits. If only making a change to a Room Type, click the save icon () in the Room Type header to save changes.
Click Print This Page from the All Rooms or Room Inventory headers to generate a printable view of the inventory screen.
Click Delegate Report from the Pickup row to generate the report for the hotel. The report contains a list of guest names and their status.
Hover your mouse over each main menu item to view the included sub-menu items. Move your mouse to the sub-menu item and click to select.

Viewing and Managing Event Inventory

The primary purpose of this page is to allow you to view and manage the room inventory associated with the event. There are two views on this page: Room Type Inventory (default view) and View Sub-blocks.

The default view displays the following room inventory information for the event and for each Room Type:

Nightly Rate. The base nightly rate for the room. Additional guest fees are accessible from the Room Type’s Rate Information tab. Any nights with a $0.00 rate are highlighted in yellow.
Hide Rates on Website. Displayed by clicking the Rate Display link. This row shows which nights where the rates are hidden to a guest when booking on the attendee website as well as on the Passkey acknowledgement. On the Suppress Rates on Website line, OFF indicates the rate is displayed, ON indicates that the rate is not displayed. When a night is changed to ON, that setting is automatically applied to all sub-blocks for that room type however, each sub-block may be managed individually.
Current Block. The total inventory for the event or for each Room Type.
Original Block. Displayed by clicking the “original” link. Original Block numbers are derived from event creation. Changing these values will not affect your availability. These values define areas of the Event Dashboard and Block and Pickup reports.
Pickup. Number of rooms sold (including sub-block, free-sell and primary, but not unsold guaranteed rooms).
Available. Unsold inventory (Does not include any unsold primary rooms.)
- Organizations or hotels that wish to protect or hide a block of rooms may be configured to use an additional row called Unassigned. In this case, free-sell capabilities are not enabled automatically and rooms must be manually entered into the Free-Sell Rooms row, assigned to a sub-block or left in Unassigned. Inventory left in Unassigned will not be sold until allocated to a sub-block or Free-Sell.
- It is possible for this value to be a negative number due to reservations transferring automatically from a PMS/CRS if applicable.

TIP: To view more nights, you can collapse and expand the panel on the left by clicking the arrows on any section. Adjusting the dates and applying the Filter button is another way to view a larger date range.

TIP: To disable the highlighting of $0.00 rates, select Display Options from the Inventory Tasks dropdown and turn Highlight Zero Rate Inventory OFF.

TIP: When Suppress Rates on Website is turned ON for all nights of a stay, the guest will not see any rates. If it is turned ON for partial stay dates, the guest will see a message stating that “Partial Nights are Billable” and the rates for their non-billable nights will be displayed. If rates are shown in the acknowledgement, the guest will see “Included” for hidden nights. The message can also be customized on the website.

Adding Hotels

To add hotels to a multi-hotel event:

Select Inventory Tasks (same row as the hotel tab).
Click Add Hotels.
In the pop-up window that follows, enter the desired search criteria to find the hotel and click Search.
In the Search Results area, select the desired hotel(s) and click Add Selected Hotels.
After the hotel(s) are added, you will be returned to the Hotel List page.

TIP: Select Full List from the hotel dropdown to see the entire hotel list associated with this event. This page also allows you to manage the hotel list directly.

Removing Hotels

To remove hotels from a multi-hotel event:

Select Full List from the list of hotels to return to the Hotel List page.
Click the X next to the hotel you want to remove from the event.

TIP: Click any hotel’s name to enter Event Home and manage inventory for the event.

Adding or Managing Hotel Reservation Notification Emails

To add or manage hotel email notifications in a multi-hotel event there are four possible messages the user will see:

Reservation email notifications will be sent to this hotel. Please click here to update email address. Clicking this message displays the email addresses as defined in the Hotel Profile. They may be modified for this event.
Warning! Hotel reservation email address must be set. Please click here to set email address. No email address currently exists in the Hotel's profile and should be added.
Hotel is GroupLink integrated for 1-Way reservation transfer to the hotel system. Hotel is integrated with Passkey and has electronic delivery of reservations from Passkey to their property. Hotel receives alerts regarding unprocessed reservations from GroupLink.
Hotel is GroupLink integrated for 2-Way reservation transfer to the hotel system. Hotel is integrated with Passkey and has electronic delivery of reservations from Passkey to their property. Additionally, reservations made on-property are delivered to Passkey. Hotel receives alerts regarding unprocessed reservations from GroupLink.

IMPORTANT: An event may be created without entering hotel notification email addresses. It is recommended that email addresses be added when the event is created to ensure all hotels receive the proper notifications.

NOTE: Any changes to the Reservation Notification email address in the hotel profile will not automatically update addresses in an event. Additionally, updates to email addresses at the event level, will not update the Hotel Profile.

TIP: The Hotel Welcome Email may be generated straight from the Email Notification pop-up by clicking the Send icon. The campaign sent will be specific to the type of hotel (integrated or non) and a new campaign for the property will be created and stored in the Communications area of the event.

Alerts

The Alerts section displays notifications pertaining to critical event conditions that may require your attention. Click on any alert to go to the page where you can address the issue.

Room List Alert. This alert is shown if the event has a list(s) that is not completely processed. Click on the alert to display the lists needing attention.
Wait List Alert. This alert is shown if the event has at least one reservation on the Wait List. Click on the alert to display the event's Wait List.
GroupLink Alert. This alert is shown if the event is not approved or only partially approved for GroupLink transfers. Click on the alert to go to GroupLink page.
RezHUB. This alert is shown if at least one reservation has a transfer error or is a reject. Click the alert to open the RezHUB window.
GroupMasterLink Alert. This alert is shown for any GML messages that need to be accepted. Click the alert to display the GML queue and, in some cases, hotel list.
Reservation(s) with no Email: This alert is shown when the event has reservations for which an email address was not supplied. Click the alert to open a new window and print acknowledgements for faxing or mailing.
Unprocessed Reservations: This alert is shown to Organizers when their events have reservations that have not yet been marked as Processed in RezHUB based on the "aging" of the reservations. Aging is determined by the Home Screen Alert setting on the Organizer Profile.

Pickup Pace Chart

The Pickup Pace chart shows the actual pickup pace compared to projected pickup pace. Click the Full View link to view a larger version of the chart. In the larger view, click Edit to enter or modify the projected pickup % for each time interval. Click Save to apply changes.

Adding Room Types

To add a Room Type from the hotel library to an event:

Select Inventory Tasks.
Click Add Rooms.
In the pop-up window, choose the Room Type(s) you wish to add from the library, along with the sell type and whether or not the room will use Primary Inventory.
When done, click the Add button to save your selections and add the Room Type to the event.

The same pop-up window allows you to create a new Room Type:

Select Inventory Tasks.
Click Add Rooms.
Click the New Room tab, and then complete the information about the room. If you wish to use this Room Type in other events, you can add it to the library by checking the Add to Library box.
When done, click the Add button to save your selections and add the Room Type to the event.

TIP: If the event has multiple hotels, select the target hotel from the dropdown before adding a Room Type.

Managing Sub-Blocks

To manage sub-blocks associated with a Room Type, click the View Sub-Blocks link. Each sub-block is identified by its attendee type name. Like the Room Types, nightly rates, hiding rates on the website, and current block can be managed on a night-by-night basis.

Pickup is the number of rooms sold for this sub-block. This includes inventory sold from both the assigned sub-block and free-sell.
- Delegate Report: Clicking this link generates a delegate report for the selected sub-block.
Available is the number of remaining rooms from the assigned sub-block inventory; a “+” is shown if additional rooms are available in free-sell or Primary Inventory. Note: It is also possible for this value to be a negative number due to reservations transferring automatically from a PMS/CRS if applicable.

In addition, there are several tabs at the bottom of each sub-block, as follows:

Inventory Details.
- Minimum Nights Stay: This is the minimum night stay for reservations arriving on that night. For “No arrivals” enter a “0” which will prevent future reservations from arriving on that night.
- Original Contract: The amount of inventory originally contracted for the sub-block, typically at the start of the event.
- Final Reported Pickup: The final reported pickup for each night can be entered after the event has ended.
- Reservation Open: Allows you to turn inventory nights on or off for sale. On means the night is available for sale. Off means the night cannot be reserved by that sub-block regardless of inventory availability.
- Enable Free-Sell: This area is for turning free-sell inventory on or off by night.
- Sell at Highest Available Rate: This area is for turning on or off by night the ability to sell at the highest available rate.
- Wait List On: Turn Wait List on or off by individual nights in this area.
- Wait List Requests: This area shows the number of Wait List requests for each night. To fulfill Wait List requests, click Book Reservations.
Sub-Block Settings.
- Minimum Night Stay: This is the minimum night stay for reservations arriving on that night. For “No arrivals” enter a “0” which will prevent future reservations from arriving on that night.
- Maximum No. of Guests: The maximum number of guests that may be accommodated in the sub-block selected.
- Guest Fees: The additional, incremental fees (if any) for each guest occupying the room.
- Upsell Premium: Upsell rooms can be offered at a premium over standard rooms. The rate difference entered here is calculated in upsell reports to show additional revenue generated. If dynamic upsell is used for an event, the premium box is not shown.
- Update reservations with current rates: This area is for updating reservations with the current rate, and managing the maximum number of guests, minimum night stay, and additional guest fees. You also have the option to notify guests that the rates have been modified.
- Sell To: This area is for modifying the sell status at the sub-block level. For CityWide events, the allowed actions can also depend on the settings on the original hotel on the reservation. The settings here affect the room for which they are defined, and do not impact other room types.
- Reservations via Call Center and Website: Used to make inventory available on the Attendee Website and to Call Center level users.
History: This tab indicates when the attendee type on this page was last modified as well as the username of the person who saved the modification.

If you see a GroupLink Block Code field, click the edit icon () to edit it, and enter the hotel block code if it is not already entered. This code is used for reservation transfers for those hotels that use GroupLink.

Managing Room Type Inventory

To enter Nightly Rate and Current Block inventory information for a Room Type, simply fill in the first two rows of that Room Type. Inventory is automatically added to free-sell. Sub-blocks work similarly; however, you must first add inventory to the Room Type before adding inventory to any associated sub-blocks. Inventory assigned to the sub-block will automatically reduce the free-sell inventory.

TIP: To apply the same Nightly Rate for all nights, enter the rate for the first night, then click the double arrow. You can do the same for Current Block and Suppress Rates on Website.

TIP: Make sure you save your changes by clicking the save icon () in the room name banner.

TIP: To suppress rates on the attendee website and Passkey acknowledgements, use the Suppress Rates on Website option, displayed by clicking the Rate Display link. OFF indicates the rate is displayed, ON indicates that the rate is not displayed. When a night is changed to ON, that setting is automatically applied to all sub-blocks for that room type however, each sub-block may be managed individually. This setting can be used when an individual’s room will be billed to a company master and therefore there is no need to show the guest the rate.

There are also several tabs at the bottom of each Room Type, as follows. (Certain users may not see all options due to their system privileges):

Inventory Details. This tab displays inventory details for free-sell as well as sub-blocks. A “+” is shown next to the Available number if Primary Inventory is available. The line Pickup from Primary shows the actual pickup in this event from Primary Inventory.
Primary (Hotel customers only). This tab is for managing Primary Inventory:
- Sell Primary Inventory: You can turn Primary Inventory off or on for each night.
- Sell Only From Primary: You can optionally request to sell only from Primary Inventory. In this case, availability at the sub-block or room level will be ignored and inventory will be picked up from Primary Inventory. You can also automate this setting via inventory scheduled_tasks.
- Sell at Highest Available Rate: You can choose to always sell at the highest available rate when using Primary Inventory. If this is off, the event rate will always be used. You can also automate this room level setting via inventory scheduled_tasks.
- Primary Room Type: You can change the primary Room Type associated with the event Room Type in focus if no primary rooms have already been sold in the event.
- Manage Primary: Click this link to display and manage Primary Inventory.
Wait List. This tab displays the number of Wait List requests for each inventory night. To fulfill Wait List requests, click Book Reservations.
Room Settings.
- Minimum Night Stay: This is the minimum night stay for reservations arriving on that night. For “No arrivals” enter a “0” which will prevent future reservations from arriving on that night.
- Maximum No. of Guests: The maximum number of guests that may be accommodated in the room type selected.
- Guest Fees: The additional, incremental fees (if any) for each guest occupying the room.
- Upsell Premium: Upsell rooms can be offered at a premium over standard rooms. The rate difference entered here is calculated in upsell reports to show additional revenue generated. If dynamic upsell is used for an event, the premium box is not shown.
History. This tab indicates when the room type on this page was last modified as well as the username of the person who saved the modification.

Managing Base Rooms

NOTE: This option is only seen when Enable Dynamic Upsell is selected for the event on Event Details.

The association between the attendee and the room type provides a basis for the upsell calculation for this hotel in this event. Attendees that don't have associated rooms will not contribute to the upsell revenue reported in various locations in Passkey. An automatic association is attempted when the first reservation is made for the hotel, unless Don't allow upsell is selected.

Associating Base Rooms

To manage the base rooms that are associated with the attendee types in your event, select a room under Base Room Type for each attendee.

To allow the system to automatically select the base room, choose Let system select (formerly called Not Selected).

To manually prevent an attendee type from being considered for upsell calculations in reports and dashboards, choose Don't allow upsell for that attendee type.

Managing Inventory and Other Dates

To review or change dates relating to the event, select Inventory Tasks, then click Manage Dates. In the pop-up, you can manage the dates for the selected hotel. There are three sets of dates:

Nights in the Contracted Room Block. These are the current inventory dates defined by the contract.
Inventory Dates. This is the range of dates where inventory is offered for sale. Hotels can choose to include inventory on dates beyond to the contract to allow for extended stays.
Hotel Close. This is the last date that the hotel will accept reservations for this event. Formerly named Shut-off.
Cutoff. This is the contractual cutoff date (for single hotel events only).
Reservation Access. This date determines when hotels may access their reservations in RezHUB for processing as well as when they will start receiving the Hotel Reservation Notification campaign. Integrated hotels can start receiving GroupLink transfers starting on this date. This date defaults to the event's cutoff date but may be changed for each hotel individually. This date exists in CityWide events only.
Disable Commerce: This optional date can be used to disable commerce processing in CityWide events.

If your CityWide event uses a merchant account, you can set a Disable Commerce date. This will disable all deposit, processing, and cancellation fees from that date onward, for reservations booked at that specific hotel. This will allow a participating hotel to directly manage charges and refunds on their end.
From the Disable Commerce date onwards, no deposit, processing, or cancellation fees will display on the booking website when that specific hotel is selected for either an individual or group booking. Likewise, no commerce fees will be charged when using other booking methods such as the Multi-Room Booking Tool, Room List Manager, or the Call Center form. However, manual charges and refunds can still be performed through the Call Center form.

NOTE: Reservations may not be moved from one hotel to another without a cancel and re-book if the current date is equal to or greater than the Reservation Access date. Hotels may not manage their inventory in a CityWide event until after the Event Cutoff Date has passed.

TIP: To add dates to your current inventory date range, simply amend the inventory start or end date in the Manage Dates pop-up then click OK. If the dates have been expanded, you will be prompted on whether to copy rates from adjacent nights to the room, the room and sub-block, or not at all (i.e. use a zero rate), for any nights that you have added.

Managing Sell Status / Primary Inventory

To change the event’s sell status, select Inventory Tasks then click Manage Sell Status/Primary Inv. In the pop-up, you can manage the sell status for the selected hotel and/or each room type.

Hotel. Selecting this tab provides the option to change the Sell To status for the hotel and all associated sub-blocks. You can choose to sell to new and existing reservations, existing reservations only, or not sell inventory. Use the website and call center selections to make inventory available on the attendee Website and to users with Call Center level access. Settings selected at this level will apply to all sub-blocks for the event but may be managed individually at the sub-block level.
Rooms. Selecting this tab provides the option to change the sell status for each room type and all associated attendee types. You can choose to sell to new and existing reservations, existing reservations only, or not sell inventory. After selecting the desired sell status, check each room type to populate the status to.

Under the Hotel and Rooms tabs, the following options are available:

Sell To: This area is for modifying the sell status at the hotel level. If no changes are required, the setting should remain at Don't change existing settings.

New and Existing Reservations - New reservations, modifications and cancellations will be accepted.
Existing Reservations Including Room Type Changes - Only guests with existing reservations can cancel or modify their reservations (including changing their room type). They can add additional nights to their stay. No new reservations will be accepted.
Existing Reservations but Prevent Room Type Changes - Only guests with existing reservations can modify or cancel their reservations. They can also add additional nights to their stay. However, no new reservations will be accepted, and no existing reservations can modify into this room type.
Don't Sell Inventory - Only guests with an existing reservation can cancel or modify their reservation. They cannot add nights to their stay. New reservations are not allowed even if reservations are cancelled releasing that inventory.

Reservations via Call Center and Website: Used to make inventory available on the Attendee Website and to Call Center level users. If no changes are required, the setting should remain at Don't change existing settings.
Set Use of Primary Inventory: Used to enable or disable the Sell Primary Inventory setting. If no changes are required, the setting should remain at Don't change existing settings.

Managing Inventory Cap Rules

To add additional business rules for managing inventory you may choose to utilize one of our Inventory Cap Rules. These rules give you more control over your inventory and how you sell with Passkey. To access these rules, select Inventory Tasks, and then click Manage Inventory Cap Rules. In the pop-up, you can choose one of three rules for your hotel. The three rules are:

Sell rooms until reservation close. Do not count Primary rooms sold towards the contracted block.
Sell rooms until the sum of all rooms from all nights hits 100% including rooms sold from Primary.
Sell contracted rooms until each room night hits 100% including Primary sold. When a room night hits 100%, inventory will continue to be sold from Primary only.

Inventory Scheduled Tasks

To automate inventory-related tasks you can enable one or more of the pre-defined Scheduled Tasks. Currently these are designed for our HotelDirect customers only. Each of these can be set up in the hotel defaults and then adjusted per event.

Wash Inventory

Specifically, this will set the current block equal to pickup for all rooms and all nights. For example, you might set this to run at cutoff to ensure there is no availability of rooms at lower priced group rates. The initial settings are copied from the hotel defaults.

To adjust the settings for this event:

Select a date under Run Date. You can choose to run this on, before, or after the Reservation Open, Reservation Close, or Event Cutoff (Hotel Cutoff) date. You can also select a Custom Date on which this should run. For each of these dates, the time of day setting is also respected and refers to the event's timezone.

For example, if the Reservation Open is 1/1/2019 at 12 pm ET, then the wash inventory task will begin at 12 pm.

Optionally select Include guaranteed blocks if you want those to be included in the task. By default, these blocks are excluded. Please note that Including guaranteed blocks will also deselect the This attendee has guaranteed their blocks setting.
Select Recurs to make this task repeat. You can choose to repeat every hour, day, or week until the Last Inventory Date, Event End Date, or a Custom Date of your choice.

For example, if the Reservation Open is 1/1/2019 at 12 pm ET, and will repeat every hour, then the wash inventory task will begin at 12 pm, and continue at 1 pm, 2 pm, etc. until the stopping date (which will be considered as the end of day for that date)

Select ON under Enable to ensure this rule will run according to the Run Date. Note that if the Run Date is set in the past, the task will still run at least once, and may also repeat.

NOTE: All nights at the room and sub-block level are included in the wash inventory calculations. Pickup from primary inventory is excluded from calculations (and Current Block can be lower than Pickup in this case). Pickup from overbooking is excluded from calculations (and Current Block can be lower than Pickup in this case).

NOTE: This action will remove inventory from the event. It is not equivalent to the legacy feature Roll-up Assigned Inventory Into Free-Sell, which moved inventory from the sub-block to free-sell level on a predefined date.

Sell Primary Inventory

This task allows you to turn on Sell Primary Inventory automatically, and to optionally Sell Only From Primary and Sell At Highest Rate. Specifically, this will enable the selected settings for all rooms and all nights in the hotel when the given date is reached. For example, you might set this to run at cutoff so that you don't have to manually reset inventory pools and rates once the cutoff date has passed.

To adjust the settings for this event:

Select a date under Run Date. You can choose to run this on, before, or after the Reservation Open, Reservation Close, or Event Cutoff (Hotel Cutoff) date. You can also select a Custom Date on which this should run.
Optionally select Sell Only From Primary to request the system to sell inventory only from Primary Inventory even if there is availability at the room or sub-block levels.
Optionally select Sell At Highest Rate to request the system use the highest rate when using Primary Inventory. If this is off, the event rate will be used.
Select ON under Enable to make this rule run as a default for future events.

NOTE:

Be sure to associate primary inventory rooms to rooms within the event to use this feature, and ensure that Primary Inventory is actually available.
Enable Free-Sell must be turned ON at the sub-block level in order for Primary Inventory to be sold. The task will not adjust this, or any, sub-block setting when it runs.
If guaranteed blocks are used, that inventory will be consumed before selling from Primary Inventory occurs.

Viewing Status

The status of the task is shown as either To Do, In Progress, or Done.

To Do appears when the task has not started or was reset
In Progress appears when the task is repeating over time and has not yet finished
Done appears when the task is done

Any changes made by a scheduled task to inventory values will be reflected in the Inventory Audit Log that is available from Inventory Tasks.

Resetting A Task

To run a completed task again:

Select the reset link to reset the settings to the hotel defaults.
Adjust the settings as described earlier.
Select ON under Enable to ensure this rule will run according to the Run Date.

Viewing History

The complete history of runs for a task is shown by hovering over the clock icon, with the most recent history on top. Note, however, that if a task ran but did not make any changes, that run date will not be reflected in the Inventory Audit Log.

Enabling Wait List

To turn on wait list for a hotel in an event:

Select Inventory Tasks.
Click Hotel Waitlist.
In the pop-up window, choose Yes to turn waitlist on for all of the sub-blocks in the event.
When done, click the Close button to save your changes.

TIP: Wait List settings may be further customized on the sub-block level.

Managing Earned Comp Settings

To turn on earned complimentary room tracking for a hotel in an event:

Select Inventory Tasks.
Click Manage Earned Comp Settings.
In the pop-up window, choose ON to turn earned complimentary room tracking on for the selected hotel. The setting will be OFF by default and only available if Earned Complimentary Rooms has been turned ON at the event level.
Verify the default settings and change as needed for the hotel selected.
Turn ON Restrict pickup to certain sub-blocks to indicate which sub-blocks should be counted towards the earned complimentary room calculation.
When done, click the Apply button to save your changes.

IMPORTANT: If an attendee or room type is checked at the header level, any newly added sub-blocks that correspond will be included toward the earned complimentary rooms, otherwise they will default to OFF but may be turned ON at any time by the organizer.

NOTE: Free-sell, primary inventory, over-book and any other form of bookings for the event will count towards the earned comp calculation. The only exception is wait list rooms. Those rooms are not counted until they are confirmed.

Inventory Audit Log

As changes are made to inventory by the Event Organizer and by the hotel they are tracked in the Audit Log. This log is visible to both the Event Organizer and the Hotel.

To access the Audit Log, go to Inventory Tasks and select Audit Log.

The most recent changes will be listed at the top of the screen. The log will track changes to the following:

Date and time of the change
User who made the change. Room types and sub-blocks created by Dynamic Blocks (2-way integration only) will have a user ID of API User. Changes made by Scheduled Tasks will have a user ID of "Scheduler - <task name>", where the particular scheduled task is identified.
Date of inventory affected
Room type
Attendee type
Inventory changes to: Free Sell and Current Block
Changes in Price
Type of change: Added or Removed

Inventory Requests

NOTE: This feature must be enabled for the organization and for this event in order to be used.

Inventory Requests can be utilized to request inventory from hotels. The feature automates the process by which the Event Organizers add inventory by surveying hotels to determine availability for a particular event. Automated emails help keep the communication process simple between the Event Organizer and participating hotels.

The hotel will access the request by:

Clicking on the link in the Request email
Logging in to Passkey
Selecting the event and navigating to the Event Home inventory screen (this page)
Logging in and clicking on the Alert on the Home screen.

The hotel will be able to view the following:

Instructions
Estimated number of delegates
Due date of the initial Allocation Request
Inventory date range requested

Responding To A Request (Hotel)

1) The hotel can review and edit the Hotel Cancel Policy if needed. The changes will only impact the specific event and will not change any defaults in the Hotel Profile.

2) The hotel can add room types to the event in addition to any room types that may have been added by the Event Organizer.

To add room types to the request, click on the Add Rooms link at the bottom of the page.
Rooms can be added from the Hotel Library or via the New Room link.

3) The hotel can then add any rates and inventory to the room types.

NOTE - Once the request has been finalized and accepted by both the hotel and the Organizer, the information in the Current Block row will appear in both the Original Contract and Current Block lines.

4) Optional: The hotel can edit any additional person fees for the specific event and room type by using the Guest Fees boxes.

5) Once all inventory, room types and rates have been added, the hotel will click the Submit Inventory Request button at the bottom of the page.

After clicking this button, the page will appear as a read only screen and the status of the request will change to: Initial Inventory Received.

Reviewing the Hotel Allocations (Organizer)

The Event Organizer will be notified when the hotel has submitted their allocation. An email alert will be delivered to users listed under My Event Users. In addition, an alert will appear on the Home and Event Home screens.

Once inventory has been provided by the hotel, the Event Organizer can see the details from the Event Home screen.

The Audit Log under Inventory Tasks can be utilized to track any changes between the original request and the hotel’s response.

Changing the Hotel’s Response (Organizer)

The Event Organizer can review the information submitted and make any needed changes to the information.

Confirming the Allocation

The Event Organizer will go to the Inventory Tasks menu and select Confirm Inventory.

Select the hotel recipient.
Set the Reply by date and time.
Enter any special Instructions.
Click Send Confirmation.

TIP – If the hotel has not responded by the Reply By date, they will get another email message on the Reply by date to remind them that the inventory must still be approved.

TIP – This email message can be triggered for any hotel in any event even if the Hotel Request feature is not being used.

The status on the Request will be: Awaiting Final Hotel Confirmation

Confirming the Inventory Request (Hotel)

The hotel will receive an email instructing them to log in to Passkey and view the final inventory request.

Once the hotel user has navigated to the Event Inventory screen, they can view any changes made to the inventory via the Inventory Tasks Audit Log. This includes changes to any sub-blocks created by the Event Organizer and the amount of inventory allocated to the sub-blocks.

Once the hotel has reviewed the inventory and does not have any changes, the user will click the Confirm and Send to Event Organizer button.

Once the Confirm button has been clicked, the inventory screen will be in view only mode for the hotel until the Event Cutoff date.

The status of the request will now be: Confirmed

Event Organizer Receives Confirmation from the Hotel

Once the hotel has clicked the Confirm and Send to Event Organizer button, the Event Organizer will receive an email notification.

TIP – The Event Organizer can also accept the allocation on behalf of the hotel. Click the Confirm on Behalf of Hotel button at the bottom of the Event Inventory screen.

When the Hotel Allocation feature has been enabled for an event, the hotel's inventory will not be available for sale until:

The hotel has confirmed the inventory, or the Event Organizer has confirmed it on their behalf.