This article will walk you through how to Obtain your Rooming List and add Confirmation IDs to your reservations.
Obtaining your Rooming List will provide you with all the details you require including names, dates, credit card information, room accommodations, prices and statuses for your internal records.
Step #1 - Navigate to an Event Contract Dashboard
Find the Event Contract you would like to manage and select the View Event Dashboard link from the Event Contract Card.
From the Event Contract page, scroll down and select the Reservations button to navigate to the Reservations page.
Step #3 - Obtain Your Rooming List
You will not be able to obtain a faxed rooming list with credit card data before the cutoff date. This is to stay PCI compliant and to protect our clientele. After the contract's cutoff date, you will be able to receive your rooming list via fax with credit card information included.
Prior to your Event Contract's Cutoff Date, you can select the Export Rooming List button. This will provide you with all the information required for your internal system to generate confirmation numbers. After the Cutoff Date, you will be notified via email that your rooming list with credit card data is available to export or fax. To receive by fax, select the Fax Rooming List with Credit Cards button. To export the rooming list, select the Export Rooming List button (after cut-off the credit card details will be available).
Additionally, if your Hotel requires a password protected rooming list for Passkey, or a password protected CSV that includes credit card information, this can be requested by contacting firstname.lastname@example.org
Step #4 - Add Confirmation and Cancellation Numbers
You must add Confirmation and Cancellation numbers to your Reservation List within the first 7 days following the cut-off date to ensure that guests are properly accommodated at your property.
Scroll down further on your Reservations page to enter each reservation's confirmation number. Once you've entered the number, select the green Confirm button. This will allow you to keep track of confirmed reservations and cross reference them with your internal system.
Before confirming reservations, check the Status column to ensure that the reservation is valid or if it has been Cancelled. Any reservations that have been cancelled will have their status column highlighted in yellow.
If a guest cancels their reservation before you've confirmed it in your hotel system, type "N/A" in the Confirmation ID field. If a reservation is cancelled after you have confirmed it in your internal system, type "Cancelled" followed by the Cancellation Number inside of the Hotel Reservation ID field.
Step #5 - View the Change Log and Update Reservation Details
The reservation Change Log shows a detailed history of all updates that have been made to the reservation. Key updates to reservations will be highlighted in yellow. Click on an updated reservation to open the Change Log, where you can view the previous value, current value and date of the update. After updating reservation details in your internal system, click the green Confirm button to document that you have received and confirmed the update.
You must submit confirmation and cancellation numbers, and confirm updates to reservations within the first 7 days following a contract's cutoff date, to ensure that guests are properly accommodated at your property.