Overview
- Housing
- The lodging information for any event Participant.
An inventory of rooms and room types can be added to manage the housing needs of the event participants. Housing data is for informational purposes only.
Housing information can be added from:
- The Faculty tab on the Events Profile.
- The General tab on an Events Faculty Profile.
- The Housing tab on the Events Registrant Profile.
- The Housing tab on the Events Profile (this is for managing housing inventory only).
Usage
Creating Location Room Inventory
1. On the Events Profile page, click the Housing tab (usually in the overflow menu).
2. In the hotel & room information child form, click the Add button. The Add—Events Location Room Inventory window will display. The event name automatically appears at the top of the window.
3. Select an event location from the drop-down menu (required). The location name and primary? status appear.
4. Select a room type from the drop-down menu (required).
5. Enter the quantity available of that room type (required).
6. Click the non smoking room? check box to indicate preference for a non-smoking room.
7. Enter the room rate and the first date of availability (required).
8. Click Save. Repeat the process if necessary.
Managing Room Inventory Blocks
Blocks of rooms can be set up and assigned from the Housing tab in the Event profile screen. Since the steps below are a manual entry method, use it only for small blocks of rooms.
1. Expand a hotel record folder (can be distinguished by room type if there is only one hotel being used), click the [Add Room Block] link. The Add - Events Location Room Block window will display with the hotel, date, room id, and room type pre-popualated.
2. The only data that can be added is the actual room number field.
3. Select the do not assign check box if you are not going to assign, or wish to block the automatic assignment, of this room (e.g. holding this room for a VIP, special staff, etc.)
4. Click Save.
For larger blocks of rooms, click the edit button on a hotel record in the hotel room and information child form. The Edit—Events Location Room Inventory window displays.
1. Click the generate event location room blocks button, which now displays on the Events Location Room Inventory form (Note: If there are already blocks of rooms established, you will receive a warning message that all previous blocks of rooms that are not assigned will be removed from the record).
2. Click Save. The individual rooms will display with an ID Number in the grandchild form.
3. Click the edit button to assign an actual room number to each record (see above).
Adding Participant Housing Information
Adding Housing Information for faculty and registrants is done on the same basic form (though they have different titles). However, a Room Assignments section is added to the bottom of the Add - Registrant Housing/travel window for the registrants information.
To Add Faculty Housing Information:
1. On the Events Profile page, click the Faculty tab if it is not already selected.
2. On the staff, speakers, and volunteers child form, expand the record of the participant for whom you wish to add the document (their name will pre-populate the name field).
3. Click the [add (faculty type) housing] button. The Add—Events Registrant Housing Travel window displays.
4. Enter (or select) the necessary Hotel Request and Transportation information. The Check In and Check Out dates, as well as the hotel if you select one from the housing hotel drop-down list, will display in the grandchild form.
5. Click Save.
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Information
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NOTE: For improved security, the credit card field no longer appears on the Add—Events Registrant Housing Travel form. |
To Assign a Room to a Registrant:
This can be done when the registrant initially registers for the event using the Add—Registrant Housing/travel window. The steps are the same as Adding Faculty Housing Information except you can add specific room assignment information in the bottom section of the form.
1. On the Events Registrant Profile page, click the Housing tab.
2. On the housing request/travel child form, click the Add button. The Adding Faculty Housing Information displays.
3. Repeat the steps from Adding Faculty Housing Information.
4. Click the Add button in the Room Assignments section to select room assignment information.
5. If you would like to add multiple room assignments, click the Add button in the Room Assignments section and repeat the process.
6. Click Save.
Use the edit button on either the housing request/travel child form or the location grandchild form to alter the existing room assignment. This will display the edit pages of both the previously used forms.
Depending on which method is more convenient for you, repeat the above process to add multiple rooms to a registrant's record or use the [add room assignments] link on the housing request/travel child form. Select the hotel, date, room type, room assignment, and click Save.
The data is displayed in the location grandchild form of a Housing/Request Travel record on the Events Registrant Profile page and...
...in the hotel child form (Room ID record) under the Housing tab on the Events Profile...