Accommodation Blocks

(Jump to: List of Blocks || Block Information (new/edit) || || Reports: || Utilization by Hotel / Date / Attendee || Detailed and Consolidated Pickup)

On this page you set up the “accommodation blocks”, pre-booked blocks of rooms, for use at the event.

Prerequisites

These room blocks are at hotels set up on Accommodation > Hotels.

These room blocks use room types set up on Accommodation > Room Types.

Imports

You can import blocks on Accommodation > Import.

Sub-Blocks

Blocks can be used to set up sub-blocks.

See Accommodation > Sub-Blocks.

Videos

• All Certain University videos about Accommodations

Add New

Click Add New (at lower right) to open the Accommodation Block Information pop-up window described below.

Existing accommodation blocks table

Existing accommodation blocks are listed.

The table shows one section per block.

The table shows one row per night in each block.

The table includes the columns listed below.

If there are a lot of blocks, navigation buttons in the lower right corner navigate between blocks.

The navigation buttons are: First / Previous / Next / Last.

Buttons before the table

The table of blocks is preceded by three sets of buttons.

Buttons 1 (for grouping/sorting)

Four buttons group and sort the list by a selected field.

The four buttons are Date / Hotel / Room Type / Block.

These three each display a box for filtering the blocks shown.

• Hotel: filter by hotel name.
• Room Type: filter by room type.
• Block: filter by hotel name or room type.

Buttons 2 (for display options)

The page shows additional blocks based on display options.

• Show Inactive: include blocks that have been deleted.
• Expand All: expand all blocks displayed, showing all their rooms nights.
• View All: display all blocks, regardless of any criteria entered.

Buttons 3 (Utilization)

Three buttons open Accommodation Block Utilization reports.

The three buttons are:

• By Hotel
• By Date
• By Attendee

List of Blocks

The information displayed depends on the display option selected.

The display options are: by Date, Hotel, Room Type, or Block.

The description below is for the default, which is by Block.

Each block is shown in its own section.

Accommodation Block section actions

Each Accommodation Block section provides actions.

• Expand the block, showing its room nights, if collapsed.
• Collapse the block, showing just the block and hiding its room nights, if expanded.
• Edit the entire block in the Accommodation Block Information window described below.
• Delete the entire block.
• Restore a deleted block.

Accommodation Block videos

• Add a Room Block (1 min.)
• Delete a Room Block (30 sec.)
• Restore a Deleted Room Block (20 sec.)
• Add nights to a Room Block (30 sec.)
• Remove nights from a Room Block (20 sec.)

Accommodation block details

The following details are listed for each block.

• Date: the date of the room night.
• Hotel:
• Room Type:
• Occupancy:
• Rate:
• Working Inventory:
• Allocated
• Booked
• Remaining
• Contracted Inventory:
• Adjustment

Actions on each room-night row

Actions are available for the row for one night in a block.

• Edit that night’s Rate or Inventory.
• Add inventory with a new rate.

The inventory edit option is under Working Inventory or Contracted Inventory.

The new-rate option adds inventory with a different rate.

This option is for adding extra rooms.

This option uses the same room type at the same hotel on the same night.

The option can be organized after the original deal was done.

The system prompts for figures for the Rate, Working Inventory, and Contracted Inventory.

The currency for the added inventory stays the same as for the rest of the inventory.

Accommodation Block Information

This pop-up window opens when you click Add New to add an accommodation block.

This pop-up window opens when you click to edit one.

• Add Room Block (1 min.)

Accommodation Block Information fields

• Hotel (Required)
• For a new block, select a hotel from the drop-down list of hotels set up for the account in Accommodation > Hotels.
• The Hotel cannot be changed when editing a block.
• Room Type (Required)
• For a new block, select a room type from the list of room types set up on Accommodation > Room Types.
• The Room Type cannot be changed when editing a block.
• Start Date (Required)
• The first day that rooms in this block are available.
• Click the field to display a calendar from which to select.
• End Date (Required)
• The last day that rooms in this block are available.
• Click the field to display a calendar from which to select.
• Inventory (Required)
• The total number of rooms available per night in this block.
• Inventory must be between 1 and 9999.
• If inventory is reduced while editing an existing record, the inventory must still be enough to cover the number already Booked.
• Booked includes rooms booked for both Complete and Incomplete registrations.
• Contracted
• The number of rooms contracted with the hotel to purchase.
• Contracted may be less than Inventory.
• Contracted must be between 1 and 9999 if entered.
• Room Rate
• The cost per room night.
• The room rate is in the currency set as the Travel & Accommodation Currency Label on Event Setup > Details.
• The room rate must be between 0 and 9999.
• The room rate has a maximum of two digits after the decimal point.
• After saving the block, the room rate for individual nights can be edited by clicking to edit the details of a room night.
• Inventory at a different rate can be added by clicking as described in Add_inventory_at_new_rate.
• Show Block Online (Optional)
• If selected, the block can be shown to attendees on a registration form.
• If not selected, the block is available to planners only.
• Override Info
• Override Info is displayed only when editing an existing block, not when creating a new block.
• If selected, an Inventory figure must be entered.
• If not selected, then any new dates in the block must have an Inventory figure.
• Inventory for existing dates may already have been used and therefore reached zero.
• Edit Room Block Override (45 sec.)
• Attendee Types that Can Select this Block
• Initially, all attendee types are listed in the Allowed column.
• By default, all attendee types can see and select the block on the registration form.
• Attendee types can be dragged into the Not Allowed column.
• Attendee types in Not Allowed hide the block on the form from anyone of that attendee type.

Save buttons

Click Save to save the block and return to the Accommodation Blocks page.

Click Save & New to save the block and add another one.

Accommodation Block Utilization Reports

The Accommodation Blocks page ends with one of the following on-screen reports.

The report depends on which Utilization button is clicked at the top of the page.

The three utilization buttons are:

• By Hotel
• By Date
• By Attendee

Accommodation Block Utilization by Hotel

This report is displayed when clicking the Utilization: By Hotel button at the top of the page.

This report is also displayed when using the View All button after viewing the Detailed Pickup or Consolidated Pickup report.

The Detailed Pickup and Consolidated Pickup reports are described below.

This report also appears under Accommodation Reports on the Reports/Analyze page.

> Note: This report includes two Pickup Report buttons, Detailed and Consolidated. > Click one to open that report as described below.

Columns shown for each room night

For each room night, this Accommodation Block Utilization by Hotel report shows:

• Working inventory:
• Date:
• Room Type
• Click the Room Type Code to open a Report Results window listing the attendees with those reservations.
• Occupancy
• The maximum number of occupants for that room type.
• The maximum number of occupants is set on Accommodation > Room Types.
• Rate
• The room rate.
• The room rate uses the currency defined by the Travel & Accommodation Currency Label in Event Setup > Details if one has been added there.
• Inventory:
• Rooms Used
• The number of rooms, not bookings.
• Rooms Used allows for partial bookings.
• The example describes a shared room case.
• Mary and Anne share a room.
• Mary arrives on the second day.
• The first day counts as 1 instead of 0.5 in the Rooms Used column.
• Booked
• The total booked.
• Booked includes both Complete and Incomplete registrations.
• Booked excludes Pending registrations.
• A room is still counted as booked even when the registrant’s event registration is Incomplete.
• This avoids potential overbooking by an admin-side action of changing an Incomplete record with a room reservation to being Complete.
• Remaining
• Remaining is the difference between Inventory and Booked.
• Utilization
• Utilization is the percentage of the Inventory that is Booked.

Detailed Pickup Report

This report is displayed when clicking the Detailed Pickup Report button at the top of the Utilization: By Hotel report.

• Opens a printer-friendly view of the report in a new browser window.

Rows are one per block.

Columns are:

• Room Type
• Rate
• If any room nights in the same block have different rates, each permutation is a separate row.
• [Room Nights]
• One column per room night.
• The report shows each room night as unlabeled figures.
• The figures are:
• Booked / Inventory (example: 15/30)
• Utilization % (example: 50%)

Click the hyperlinked Booked figure to open a Report Results window listing those attendees.

Consolidated Pickup Report

This report is displayed when clicking the Consolidated Pickup Report button at the top of the Utilization: By Hotel report.

This report is a consolidated version of the Detailed Pickup Report.

This report aggregates all the rooms in each hotel.

• Opens a printer-friendly view of the report in a new browser window.

Rows are one per hotel.

Columns are:

• [Room Nights]
• One column per room night.
• The report shows each room night as unlabeled figures.
• The figures are:
• Booked / Inventory (example: 45/90)
• Utilization % (example: 50%)

Click the hyperlinked Booked figure to open a Report Results window listing those attendees.

Accommodation Block Utilization by Date

This report is displayed when clicking the Utilization by Date button at the top of the page.

For each date included in any room block, this report shows:

• Date
• Inventory
• The total inventory across all blocks for that date.
• Rooms Used
• The number of rooms, not bookings.
• Rooms Used allows for partial bookings.
• The report describes partial bookings as explained above.
• Booked
• The total booked across all blocks for that date.
• Booked includes both Complete and Incomplete registrations.
• Booked excludes Pending registrations.
• Remaining
• Remaining is the difference between Inventory and Booked for that date.
• Utilization
• Utilization is the utilization percentage.
• Utilization equals Booked divided by Remaining.

Accommodation Block Utilization by Attendee

This report is displayed when clicking the Utilization by Attendee button at the top of the page.

This report is similar to the Accommodation Block Utilization by Hotel report described above.

This report breaks information down further.

This report uses rows for each attendee type under each date.

This report populates values for Booked and Utilization.

• Attendee Type
• Working Inventory
• Date
• Booked
• Attendee
• Number
• Remaining
• Utilization