Housing for online registration is enabled through the Registration Setup screen for each event. Be sure to complete the prerequisite setup outlined in Housing Overview before starting.
- Navigate to Events and select the event for Housing.
- Right-click and select Tools > Registration Setup. The Registration Setup window opens.
- Select the Registration Form Setup tab.
- Expand the Housing section.
- Check Enable Housing. The section refreshes to display additional Housing-related fields.
- Enter the necessary information. Not all fields described are required and may not automatically display. Edit the layout to add any missing fields.
- Housing Start Date: Date housing becomes available to order in online registration. You cannot set this date to before the start of online registration.
- Housing End Date: Date housing is no longer available to order in online registration. You cannot set this date to after the end of online registration.
- Housing Check In: Date to default into the Check In field during online registration. If blank, no date defaults.
- Housing Check Out: Date to default into the Check Out field during online registration. If blank, no date defaults.
- Housing Required: If checked, housing is required during online registration.
- Set Housing Dates to Blank: If checked, the check-in and out dates default to no date (00/00/00) in online registration. If unchecked, the dates default to the event dates.
- Show Quantities For Housing Items: If checked, a quantity box control displays for housing instead of a radio button control. This allows registrants to order multiple rooms.
- Available Properties: Properties available for online registration. If blank, all properties display.
- Show Property Details: If checked, the notes on the property account with the note class selected in the Property Note Classes drop-down displays in online registration.
- Property Note Classes: Note class the property details uses to display information in online registration.
- Suppress Rates: If checked, prices for housing items do not display. This is often used if the room costs are included in the registration fee.
- Suppress Housing For Guests: If checked, housing options are not available for guest registrants.
- Confirmation Note Class: Note class for the confirmation message text when housing is ordered.
- Products and Services: Products and services available for filtering properties in online registration.
- Prioritize Housing Page: If checked, housing selection is available after the sign in page in online registration.
- Click Save.
Assign Properties and Room Types
After you enable housing for online registration, you need to configure the properties providing rooms and the room types available for each property.
- In the Registration Setup window, click the Housing tab.
- Click Add. The Add Event Property window opens.
- Enter the necessary information:
- Property: Property available for housing for the event.
- Property Contact Code: Contact for the property.
- Method of Notification: Preferred communication method for hotel notices.
- Check-In Time: Check-in time for the property.
- Early Check -In Time: Early check-in time for the property.
- Check-Out Time: Check-out time for the property.
- Maximum Deposit Room Nights: Contains the maximum number of room nights used for calculation of the deposit amount. Only applies if the Payment Location field is set to Deposit.
- Payment Location: Location where payment is processed.
- At Property: Payment is made with the property. No housing charges will be added to the order.
- At Organization Deposit Only: Deposit-only payment is made with the event organizer. A deposit payment will be collected with the registration order.
- At Organization: Payment is made with the event organizer. The entire payment for housing will be collected with the registration order.
- Group: Property group for the property.
- Sort Order: Numeric value to determine the order the property display in online registration.
- Select the Room Types tab.
- Click Add. The Add Property Room Type window opens.
- Enter the necessary information:
- Room Type: Room type available for the property.
- Alternate Room Type: Alternate room type for the selected room type for the property.
- Start Date: Date room type is available.
- End Date: Date room type is no longer available.
- Resource: Resource for the room type. If there is a resource assigned to the room type, it defaults after choosing the room type when registering. This resource is used to add the room type to the registration order for the registrant and if applicable, charge the registrant.
- Committed Rooms: Number of rooms for this room type the property has agreed to make available.
- Price: Amount charged to the registrant.
- Deposit Price: This is the amount added to the order if using At Organization Deposit Only for the Payment Location.
- Wholesale Price: Price of the room for the property.
- Commission Price: Price including the commission to the event organizer. Automatically calculated if a value is entered into the Commission Percent field.
- Use Wholesale Price: If checked, the commission amount is calculated using the value entered into the Wholesale Price field.
- Commission Percent: Percentage of commission for the room. Automatically calculated if a value is entered into the Commission Price field.
- Event Organizer Price: Amount the event organizer is paying. Example: An organizer is holding an event and providing single rooms which cost $100 at no cost to the registrant (Price = 00.00, Event Organizer Price = 100.00). The registrant has the option to upgrade to a suite which is $150. In this case, the total charge is $150 with the even organizer charged $100 and the registrant charged the extra $50 (Price = 50.00, Organizer Price = 100.00).
- Click OK.
- Click on the Room Flow tab to view the rooms for each night within the room block. You can edit the room type inventory commitments and prices from this tab.
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