EventsAir provides a powerful accommodation management system that gives you many features and capabilities when providing housing for your event attendees.
With EventsAir, you can:
- Manage Online reservations for multiple hotels
- Manage housing inventory
- Generate useful reports to see attendee arrivals and departures
- Provide an accommodation portal that allows the hotel personnel to log in and access the booking information
- Securely process attendee credit card details for hotel deposits
- Manage sub blocks for specific groups of attendees
Using the Accommodation Module
Your Accommodation Module view is similar to Registration and Functions - each hotel booking is viewable on the module view from the Attendee Panel. This view gives you the hotel booked, check in date, number of nights, and payment information, if relevant.
Details Tab
Clicking on each hotel entry displays the full booking details of the reservation. Items in the Accommodation Module include:
- Hotel
- Room Type
- Number of Rooms
- Deduct from Sub Block
- Check in and Check out dates
- Estimated times of arrival and departure
- Payment Status
- Adjustment
- Tax and Total Charge
- Invoice Note - if you enabled this in Financial Setup/Preferences, you will be able to add a attendee-specific note relating to the charge in this field. This note is displayed on the actual generated invoice next to the total amount due.
- Hotel Notification Status - this is where you can change the status of this reservation:
- New Booking
- Amended
- Cancelation
- Confirmed Booking
- Confirmed Cancelation
- Sharing With
- Special Requests
- Deposit Management - if you are collecting funds on behalf of the hotel, you can track the deposit amount you've sent the hotel.
- Room
- Comment
- Credit Card Vault - this is a security feature that only allows authorized persons on your team to view credit card details to share with the hotel for deposit purposes.
Transfers Tab
If you enabled this feature in Preferences, you can collect Inbound and Outbound transfer details to and from the hotel. This information can be shared and reported on, for your transportation vendors.
Itinerary Tab
- Replace Standard Itinerary Information - if you check this box then this itinerary will overwrite the standard room itinerary text for this specific attendee. Otherwise, your additional itinerary information will be added to the standard room itinerary information (configured in Accommodation Setup).
Booking Notes Tab
This is where you can add additional notes or comments specific to the current booking.
Notification History
This is where you can track any confirmation and other hotel-related communications.
Custom Fields Tab
Any custom fields you have created for Accommodation Bookings will show in this tab.
Tax Tab
The Tax Tab shows taxes that have been applied, or you can add a tax to the currently selected hotel reservation.