This article will outline how to add confirmation ID numbers to rooming lists.
Note: reservations and changes to them must be confirmed 7 days after your hotel contract cut off date.
Step #1 - Getting To Your Dashboard
Log into your EventConnect account and click on 'Hotels' at the top of the page to be taken to the Hotel Portal.
Step #2 - Your Hotel Contracts
Once you've clicked on the hotel you will be taken to the hotel page where you'll see all pending, requested and approved contracts. Search for the approved contract you want to review and click on it.
Step #3 - Exporting Your Rooming List
You will now be at your Hotel Dashboard. To view the Rooming List you will need to click the "Reservations" tab in the left side menu, and then click "View All".
On the right side of the page close to the top, you will see a button "Export Rooming List", click this button to download your rooming list in a .csv file type. Depending on if your contract has passed the cutoff date, you will have two different options to get your rooming list.
You will not be able to get a rooming list with credit card information before the cutoff date, this is to stay PCI compliant and to protect our clientele. Once the cutoff date has passed you will be able to receive the list via fax including credit card information.
Step #4 - Adding Confirmation Numbers
With your Rooming List downloaded, enter the file into your internal system to generate the required confirmation numbers for the event. Once you have confirmation numbers, add them into the respective Hotel Reservation ID field and click the red 'Confirm' button.
The Hotel Reservation ID field can also hold letter characters if a detailed note must be written.
Please note that if a reservation is canceled to write "Canceled" inside of the Hotel Reservation ID field along with the cancelation number.
If the guest cancels their reservation before it is made in your hotel system, please type in the confirmation ID field “Never Made”.
What Is A Rooming List?
The Rooming List will provide you with every necessary detail of your reservation including; names, dates, credit card information, room accommodations, prices, and statuses. It can be quite useful to have this list printed out and part of your internal records. Let's walk you through the process of finding that list and how to use it.