 | The Group Accommodation Portal allows group leaders [Group Contacts] to manage and register group accommodation bookings. They can see their hotel room block (either by allocated rooms, or available rooms), manage group members' accommodation, edit or cancel reservations, and add group members to a booking (one-by-one or by importing a list). Only group contacts who have purchased group Accommodation inventory will be able to log in to the app and manage their group accommodation details. |
Setting up the Group Accommodation Portal
Details
As for all apps/portals, you need to set up a name, Alias (URL), brand, live dates, and messaging for before and after the app is live. Read this article for more information.
Localization
Changing the wording in the app/portal
Changes made to the default language in Application Settings will affect all events. However, you can still make unique local changes for each portal in each event in the Portal Setup. Read more about Localization.
Content
Configure the page Content and Header for the following portal pages:
Sign in Page
Home Page
Room Block Page
Import New Guests- you can also change the default text for:
"Download the Guest Template" Label Text
"Download Guest Template" Button Text
"Upload the Completed Guest Template File" Label Text
"Review Uploaded Guest Details" Label Text
"No Guest Details" Label Text
"Import Selected Guest Details" Label Text
"Import" Button Text
Manage Guests
Edit Until - set the date after which no more edits can be made to Guest Management.
Additional Pages 1-3
Using the Group Accommodation Portal
Room Block
The Room Block view shows the Group Contact their entire accommodation block in a single, easy-to-manage grid. They also have the option to export a spreadsheet of the booked Room Block. For each night and room type, the Group Contact can see:
Day and Date
Number of rooms allocated
Percentage of rooms allocated
Total rooms in the block for the specific day and date
Import New Guest
A Group Contact can easily add extra group members and assign them to a chosen room block, using the Import Guests tab.
There are four steps involved in Importing New Guests:
Download the Guest Template – this template is specially formatted with dropdown selections for hotel / room type, check in date and check out date.
Fill in Template - The group members' details including hotel and check-in and check-out dates, are added.
Upload the Completed Guest Template File – The Group Contact can select "Browse", then find the file (the completed spreadsheet).
Review Uploaded Guest Details – Before importing, the Group Contact can select all, or individuals to import.
Import Selected Guest Details – Finally, selecting Import will add the details.
Note: The Guest Import Template will be pre-populated with the dates of this group's specific room block and the available room categories contained in that block. The Room Type and Check-in/Check-out columns cannot be edited.
Manage Guests
Once imported, a Group Contact can use the Manage Guest option to search for specific people, based on:
Name
Hotel
Room Type
Check-In Date Range
Check-Out Date Range
Canceling and Reinstating Group Accommodations
Inside the portal, the Group Contact can see and reinstate canceled bookings. Under Manage Guests, the Show Canceled Bookings checkbox enables the display of both canceled and current reservations. By selecting Edit on a canceled reservation, the Group Contact can de-select the cancellation and reinstate the record.
Unchecking the 'Canceled' box will reinstate the reservation immediately.
