In Depth: Sent Lists
This section provides a comprehensive overview of rooming lists that have been exported and sent to your hotel contacts. It's a central hub for monitoring the status of these lists after exporting them to the hotels.
Key Features:
Date/Time Stamp: Each list includes a timestamp indicating when it was last exported. This feature is essential for tracking the most recent information shared with the hotel.
Once a list is exported you will see two buttons:
View Details (under Status) will show detail insights on the exported rooming list (export time, number of reservations, verification/download date, and number of confirmation numbers added). Additionally, it offers access to the corresponding confirmation list, and options to cancel or resend the list if needed.
Confirmation List (under View Latest) button allows you to view the latest confirmation list, which is crucial for verifying reservations and if a hotel confirmation number has been assigned.
Main Usage:
- View and Update Confirmation Numbers: Primarily, this section allows you to view and update the confirmation numbers for the exported hotel rooming list. It's a crucial step in ensuring that each guest's reservation is correctly recorded and confirmed by the hotel.
- Hotel and Event Planner Collaboration: Both the hotel contact and event planners with sufficient permissions can access this section. Once the hotel contact has securely downloaded the rooming list, they have access to enter confirmation numbers. However, event planners can also intervene if necessary.
Accessing Confirmation Numbers:
To access hotel confirmation numbers for guests in the Sent Lists section, you should follow these steps:
- Access the Confirmation List: Click the ‘Confirmation List’ button for the hotel you wish to manage. This action takes you to the 'Rooming List Access' page.
- Review Reservation Numbers: On the ‘Rooming List Access’ page, you'll see the number of new paid reservations and the total number of paid reservations. This overview helps you understand the current status of bookings.
- Enter Confirmation Numbers: Click on ‘Enter Confirmation Numbers’ to begin the process of updating reservations with their hotel confirmation numbers.
- Note: The hotel contact also has access to this page once they have securely downloaded the rooming list. They can update the confirmation numbers themselves. However, event planners with the necessary permissions can also access this section and make updates.