This report displays a list of all reservations for a specified property. It contains detailed reservation information, including rates, special requests, and share-with information. The Room List report views activity since a specific date, which is generally the date when the event opened for reservations or a previous Room List report was run. Please note that only licensed users have access to this report.
All occupants for a single room are listed on one row on the Room List Report. This differs from the Delegate Report, which lists all guests on separate rows of the report.
This report displays in your web browser. You can also view the report in Excel by choosing the Room List Report (Excel).
To run the report:
Select an event by doing one of the following:
View the Selected Event banner below the Find Event row. The desired event may already be selected.
Use the Find Event drop-down list to search within your favorites or recently viewed events. Once selected, click the Find button to view events. Click on the desired event.
Choose By Event Name in the drop-down list, enter the name or partial name of the event then click Find. Click on the event name from the matching list of events.
Click on Advanced Search then enter search criteria in one or multiple fields. Partial names are allowed. Click Search. Click on the desired event from the list.
Determine the type of report. The data in a real-time report reflects what is currently in the Passkey reservations database. The data in a snapshot report was taken at midnight (Eastern Time) of the current day. It will show what the room list looked like at that moment in time; but it does not contain any changes since.
From the Select a hotel drop-down list, select All Hotels for a list organized by hotel, or a specific hotel for an update list.
From the Select Attendee list, select All Attendees to include all attendees, or select specific attendees (one or more) to include. Hold the Shift key down to select multiple consecutive attendees, or hold the Ctrl key down to select multiple non-consecutive attendees.
Enter the date range, which is the first to last date of inventory that you wish to view in your report. The default dates are the first night through the last night for which inventory is allocated.
If you wish to see only reservations with disability requests, check the Show reservations with Disability requests only box.
If you wish to see only cancelled reservations, check the Show only cancelled reservations box.
In the Sort Options, enter primary and secondary sort criteria. Data in the report is ordered according to the primary sort item, and if that is ambiguous (for instance, more than one guest has the same company name), then the data is further sorted by the secondary sort criteria. All data is sorted alphabetically, except "Acknowledgement Number," which is sorted alphanumerically (in the order the reservations were made), and "Reservation Arrival Date," which is sorted in date order, earliest to latest.
In Room List Data to show, select All data since event open date to view the entire room list report for the event. To view a shorter date range, select All data since <date> then enter the date from which you wish to view. Typically this is the date on which you last ran this report.
Click Generate Report.