The hospitality Housing feature allows salespeople to review event space and hotel room availability for incoming leads and add it into a proposal from within Enterprise, without having to go between systems. This information can be entered manually, or there is an option to have an integration with a Property or Revenue Management System through the API.
Salespeople can view these availabilities for the event space and accommodation on the Group Room Calendar. See the Group Room Calendar article for more information.
Once the prerequisite setup outlined in Housing Overview has been completed, you should configure the Housing Blocks and Room Types on each event. You may need to add the Housing Blocks and Room Types tabs to your event page layout.
Add an Event Block
To add an Event Block:
- Navigate to the Events page and find the event you are adding the housing to.
- Right-click on the event and select Edit.
- In the Housing Blocks tab, click Add. The Add Event Block page opens.
- Enter the necessary information:
- Description: This will default from the event description.
- Account: Name of the customer responsible for the block.
- Status: The status of the block. This status is pulled from the event/job status master.
- Click OK. The window is closed and the Event Block is added in the Housing Blocks tabs.
Add the Room Types
To add a Room Type, choose one of the following options:
- In the Room Types tab on the Edit Event window, click Add. The Add Property to Blocks window will open.
- Enter the following information:
- Property: Select the property you need to add using the search function in the field.
- Room Types: Once you have selected the property, the Room Types which have been configured against the property will be available to select. Select the ones you need.
- Breakouts: Each occupancy of the breakout for Agreed, Blocked, Forecasted and Rate can be indicated. You can use a single value, or to show single, double, triple or quad rooms, you can used a / (forward slash) between the values. For example, to show 100 singles and 200 doubles enter the format as 100/200. For all four breakouts, use 100/200/50/50 or 50/100/0/10.
- Click OK. The Add Property to Block window closed and returns to Edit Event Block window. Room types are updated. Breakouts can now be edited in the grid of the Room Types section.
- In the Room Types tab on the Edit Event window, click Add Multiple. The Add Multiple Rooms window opens.
- Enter the following information:
- Property: Select the properties using the dropdown or Advanced Search filter. If using the Advance Search filter, use Ctrl+ Click or Shift + Click to select multiple properties.
- Room Types: Select all the Room Types required and click Select. You will return to the room types section of the event block page.
- Click OK. The Add Multiple Rooms window closed and returns to Edit Event Block window.
- Add Breakout information to the Room Types section:
- Ensure your Breakout occupancy types (Agreed, Blocked, Forecasted and Rate) show on the columns.
- Breakouts: Each occupancy of the breakout for Agreed, Blocked, Forecasted and Rate can be indicated. You can use a single value, or to show single, double, triple or quad rooms, you can used a / (forward slash) between the values. For example, to show 100 singles and 200 doubles enter the format as 100/200. For all four breakouts, use 100/200/50/50 or 50/100/0/10.
- Click Save. The breakouts information is saved.
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