The Science of Bring People Together. GroupMAX User Guide. The Event Dashboard Single Page Layout

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1 The Science of Bring People Together GroupMAX User Guide The Event Dashboard Single Page Layout

2 Table of Contents Title Page Summary 3 Dashboard Overview 4 Website Preview and Event Summary Numbers 5 Making and Updating Reservations 6 Rooming Lists 7 The Reports Bar 9 Charts & Graphs 12 Reservations List 15 Map 16 RegLink & Tips 17 MRB Multiple Room Booking Tool 18 MRB Making a single reservation 19 MRB Making Multiple Reservations 21 MRB Updating Reservations 23 Resources 25 The Science of Bring People Together GroupMAX User Guide - Single Page Event Dashboard Back to TOC 2

3 Summary The single page dashboard is designed for planners with simplified needs, offering multiple tools that are available at a glance, many accessible in a single click. The product also provides an optimized experience for both mobile and tablet devices for planners and events of all sizes. This dashboard template includes the following key features: Website Preview A live preview of the event website is incorporated into a new dashboard with a shareable website link. Event Summary Numbers - Quick event numbers and event charts help planners track the event status by taking a quick look at the dashboard. More granular details are available by using various filters. Improved Pace Chart - Compare the current event pace chart with other events. Events selected for comparison will persist and only one search is necessary when making a comparison. Reports - Main event reports can be generated in one click. Reservations List - Review the last 10 reservations made for the event, as well as the full list of all reservations. Reservations and Event Map - See the top five locations where reservations are coming from. Standard event map is also available. Additional Information Find helpful hints on how to let your attendees know about your room block. RegLink Discover how RegLink can connect your event registration system directly to your event accommodations website, providing a seamless booking experience for your attendees. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 3

4 Dashboard Overview The dashboard is presented in a single page layout for quick access to your events most important data. NOTICE: If you are unable to access this version of your event dashboard, please contact your hotel or event organizer and ask them to enable this view for you. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 4

5 Website Preview and Event Summary Numbers Event Website Thumbnail View a thumbnail of your event s booking website. Click on COPY just below the thumbnail to copy the URL to your clipboard. Block Pick-up Percentage See the percentage of your room block that has been picked up as well as what is available, reserved and guaranteed. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 5

6 Making and Updating Reservations Make A New Reservation You can make a single or multiple reservations from your dashboard by clicking on the Make a Reservations bar. You will be taken to the MRB section of your Event Dashboard. See the MULTIPLE ROOM BOOKING section for details on using this tool. Make/Edit Multiple Bookings You can view/edit/cancel ANY RESERVATIONS that have been made for your event, no matter how they were made by clicking on the Make/Edit Multiple Bookings bar. You will be taken to the MRB section of your Event Dashboard. See the MULTIPLE ROOM BOOKING section for details on using this tool. Find Reservations You can view/search for reservations by clicking on the Find Reservations Bar. You will be taken to the MRB section of your Event Dashboard. See the MULTIPLE ROOM BOOKING section for details on using this tool. You may filter your reservations view by Attendee Type and/or Room Type. You may search using the reservation confirmation number and/or last name. Edit a reservation by clicking on the pencil ACTIONS icon. You will be taken to the MRB section of your Event Dashboard to perform edits. See the MULTIPLE ROOM BOOKING section for details on using this tool. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 6

7 Rooming Lists Upload a rooming List You may upload your rooming list in a secure, PCI compliant environment by clicking on the Upload Room List bar. You will be taken to the Submit a Room List section of the event dashboard. 1. Click on the Select a file button to browse your computer for your list. 2. Give your List a Unique Name. 3. IF your header row is not row one (1) type in the row number in the column header field. 4. IF your list has a unique date format (i.e. European format), select the date format from the drop down menu. 5. You may include any notes you would like to include about your list in the Room List Notes field. 6. If you have provided addresses you may Opt-in your attendees to receive event specific campaigns from the hotel or event organizer. 7. Click the Submit button to upload your list. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 7

8 Rooming Lists Upon successful submission, you will see your list(s) and the progress of each list (i.e. Dropped Off, Partially Processed, Processed) Click on the Back button to return to your Event Dashboard main page. IMPORTANT ROOM LIST NOTES 1. Room lists must be in Excel or CSV file format. Any version of Excel is acceptable. 2. While a template is not required if your hotel or event organizer has provided you with a mapping template we strongly recommend you use it for your list. 3. Do not include the following characters in your header row: i. Apostrophe ( ) ii. Quotation marks ( ) iii. Forward slash (/) iv. Backwards slash (\) v. Vertical slash ( ) If you try to upload a list with the above characters in the header row of your list, you will receive an error notice that asks you to check your header row and remove the characters. These restrictions only apply to the Header Row and NOT to the reservations themselves. 4. Each new row below the identified header row will be considered a new reservation. Roommates/Shares MUST be included on the same row as the primary guest (Guest 1). 5. Room List submissions are for NEW RESERVATIONS ONLY. When updates are necessary you may make them via the Multiple Room Booking Tool (MRB). Please only submit lists with new reservations to avoid duplicates. 6. Minimum requirements for making a reservation via a rooming list vary from hotel to hotel, but the absolute minimum is: i. First Name ii. Last Name iii. Check In Date iv. Check Out Date v. Attendee Type vi. Room Type vii. Payment Type PLEASE CHECK WITH YOUR HOTEL FOR THE REQUIRED INFORMATION NECESSARY TO MAKE A RESERVATION. THE MORE REQUIRED INFORMATION YOU PROVIDE, THE QUICKER YOUR LIST CAN BE PROCESSED NOTE FOR CITYWIDE EVENTS: Event planners that are participating in a GroupMAX enabled CityWide event will only see the Room List option if the event Organizer has enabled this feature Please note that if you provide addresses in your rooming list(s) the hotel or event organizer can send individual confirmation s to your Attendees, as well as contact them on your behalf when necessary even during your event! GroupMAX User Guide - Single Page Event Dashboard Back to TOC 8

9 The Reports Bar The main Events Reports are available via the Reports Bar with one easy click without providing any additional parameters. Available reports include a Room List Report (Rooms), Delegate Report (Guests), Block and Pick-up Report (Nights) & a Travel Details Report (optional). You can even set up your own Event Alerts! These automated alerts will send you s when a particular milestone is reached as well as a weekly Event Summary. Reports will either open in Excel (CSV format), or in a pop up browser window. Reports that open in a browser window may be exported via the PDF and XLS buttons at the top of the page. Rooms Click the Rooms (Rooming List) link to generate a rooming list report for your event. Guests Click the Guests (Delegate Report) link to generate a Delegate report for your event. This report includes: Name, Check In/Out, Attendee Type, Room Type, Confirmation Numbers, Reservation Status. Nights Click the Nights (Block & Pick-up Report) link to generate a Block & Pick-up report for your event. This report includes: Original and Current Block, Pick-up, Available and Waitlist (optional) numbers for the entire event, hotel (included in case there is more than one hotel participating in the event accommodations), and room type. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 9

10 The Reports Bar Travel Details (Not available for all events) Click the Travel Details link to generate a Travel Details report for your event. This report is only available if your hotel or event organizer has enabled the collection of Travel Details on the Attendee Website for your event. It is also optional for the Attendee to complete the Travel Details section while making their reservation. This report may include any or all of the following: Hotel, Attendee Type, Last Modified, Passkey Acknowledgment Number, Check In Date, Check Out Date, Hotel Confirmation Number, Reservation Status, Last Name, First Name, , Travel Info Provided?, Need Transportation, Other Travel Details, Arrival Airline, Arrival Flight Number, Arrival Date, Arrival Time, Departure Airline, Departure Flight Number, Departure Date, Departure Time. Alerts You may turn on event milestone alerts for your event by clicking on the Alerts link. These alerts are in addition to the Smart Alerts that the hotel or event organizer may have enabled for you and allows you customize when you wish to receive milestone s. Available Alerts include an Event Summary, Inventory Alerts and Cut-off Reminders. To enable an alert, simply click the Off/On switch. ON indicates the will be sent, OFF indicates that the alert will not be sent. Click the Apply button to confirm your selection/changes made. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 10

11 The Reports Bar Alerts Customization - You may customize when you want to receive an inventory or cut-off reminder alert. 1. Confirm that the Alert is turned on by clicking on the Off/On switch. ON means the alert WILL be sent, Off means that the alert WILL NOT be sent. 2. Click on the percentage number or number of days to customize milestone number that must be met for this alert to be sent 3. Input a number milestone in the input box. The alert will be sent when this milestone is reached. You can change this milestone number at any time. 4. Click the x inside of the input box to delete any number inside of the input box. 5. Click the X in the gray square to the right of the checkmark to exit this alert setting and/or to discard your changes. 6. Click the Checkmark button to save your changes for that particular alert. 7. Click the Apply button to confirm your changes for ALL alerts and exit the Alert Set-up box. Visibility of the reports is based on settings for the event and permissions of the planner. Please contact your hotel or event organizer for details on your current permissions. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 11

12 Charts & Graphs Charts and graphs are available for you to view important event data at glance including a Block Summary, Pace, and Booking Method. My Room Block - You may view graphs with details about your block by number of rooms picked-up versus available, percentage picked up or view the same data in chart form. You may filter the data by clicking on the filter link. Available filters are by Hotel, Attendee Type and by Room Type. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 12

13 Charts & Graphs Booking Pace & Method - You may view graph or chart with details about your block s booking pace and reservation method as well as compare your current event s booking pace with other events that you manage via GroupMAX. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 13

14 Charts & Graphs Comparing booking pace with past events Click your mouse in the Enter event name box A list of your past events will be displayed. Tic the box next to the event(s) you want to compare with the current event and click the Compare button GroupMAX User Guide - Single Page Event Dashboard Back to TOC 14

15 Reservations List Viewing and editing current reservations Click on the Reservations List tab to view the 10 most recent reservations. Click the Show All button to view all reservations for your event. You may search for reservations by confirmation number and/or last name. Edit a reservations by clicking on the pencil icon. You will be taken to the MRB section of your Event Dashboard. See the MULTIPLE ROOM BOOKING section for details on using this tool. Resend the reservation s acknowledgement by clicking on the envelope icon. Click on the Back button at the top to return to the Main Dashboard. You may filter your reservation view by Hotel, Attendee Type and/or Rom Type. Generate a Room List by clicking on the Generate Room List Report link GroupMAX User Guide - Single Page Event Dashboard Back to TOC 15

16 Map Reservations Map See the top five (5) locations where reservations are coming from as well as event information like Hotel/Venue location. View Cancellation Policies by Hotel and Room Type as well as Attendee Types in a Room Type and if Free Sell is enabled or not. Click the Close button to return to the Map View. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 16

17 RegLink & Tips Tips to maximize hotel bookings Three tips to help you get the word out to your Attendees about your room block. Your Event s accommodation website link is also shown in this section. RegLink A link to PasskeyPartners.com is included at the bottom of the Dashboard where you can find all the details on how RegLink can connect your event registration system directly to your event s accommodation website, creating a seamless registration/booking process for your Attendees. Once RegLink is enabled for your event, your hotel or event organizer can run reports to let you know who has registered for your event and who HAS and/or HAS NOT reserved their hotel room in your block. The hotel or event organizer can even send an at a milestone date you select to all Attendees who have registered but have not reserved a room in your block. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 17

18 MRB Multiple Room Booking Tool Managing Reservations with MRB The Multiple Room Booking Tool allows you to manage every reservation for your event from one location, 24/7, from any computer that is connected to the internet. You may make a single reservation, bulk reservations that include the same data (i.e. same check-in and/or check-out date), update reservations and cancel reservations. Your hotel or event organizer will have set up your event with certain Attendee Types and associated those attendee types with a particular room type or types and guarantee types (payment type). 1. If the attendee type you are trying to make a reservation(s) for was set up to require a credit card to make a reservations, you will need the credit card information to make a new reservation. 2. If your hotel or event organizer has set up the attendee type you are making a reservation for to have their accommodations guaranteed to a master account, then you will not need a credit card to make the reservation. 3. You will not be able to change the payment type or available room types for the attendee type you are making a reservations for. 4. You will only be able to make as many reservations as your block currently has availability. *Minimum data required to make a reservations is: 1. First Name 2. Last Name 3. Check In Date 4. Check Out Date 5. Attendee Type 6. Room Type (choices automatically selected for you when you select an attendee type) 7. Payment Type (automatically selected for you when you select an attendee type) *MINIMUM DATA REQUIREMENTS CHANGE FROM HOTEL TO HOTEL. PLEASE CHECK WITH YOUR ACCOMODATION PROVIDER OR EVENT ORGANIZER FOR THE EXACT MINIMUM DATA REQUIRED TO MAKE A RESERVATION GroupMAX User Guide - Single Page Event Dashboard Back to TOC 18

19 MRB Making a single reservation Making a single reservation To make a single reservation, enter the data in row one (1) and NOT the top gray area. The top fields will be used to make multiple reservations with the same data (i.e. same check-in/check-out dates, Attendee Types, etc.) 1. Enter the Attendee First Name 2. Enter the Attendee Last Name 3. Enter the Check-in Date 4. Enter the Check-out Date 5. Select the appropriate Attendee Type from the Attendee Type drop down menu. 6. Select the Hotel from the Hotel drop down menu. a) NOTE: The hotel will be automatically selected for you for single hotel events. 7. Select the Room Type for this reservations from the Room Type drop down menu. a) NOTE: Available room types are associated with the Attendee Type and Hotel. Only room types available for the Attendee type and hotel you selected will be available. If only one room type is associated with the selected attendee type and hotel, the room type will be selected for you. 8. Click on More Info and select Billing Information to continue. 8. Enter Billing information. NOTE: Available Guarantee Type (Payment Type) will be automatically selected for you based on the Attendee Type and Hotel selected for this reservation and may not be altered. If Credit Card is the payment type, enter the card type, number, and expiration date. If a non credit card guarantee is displayed (Other Payment), there is nothing you need to provide in the Payment Screen. Click the green Done Button to continue GroupMAX User Guide - Single Page Event Dashboard Back to TOC 19

20 MRB Making a single reservation 9. Depending on the hotel s requirements, you MAY need to provide a complete address to make the reservation. To enter an address, click More Info then Contact Information 10. Enter the Guest s Street Address, Country, State, Postal Code and City. Enter a phone number in the Phone field if required. 11. Click the green Done button to continue. 12. You may enter an address AND tick the box under Send Ack to send an confirmation to the guest. To complete the reservation, tick the check box next to the reservation you want to process and click the Submit button. Submission details will be displayed in a pop-up. Click OK to continue. You will be taken to the Reservations Tab of the MRB to review the reservation. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 20

21 MRB Making Multiple Reservations Making bulk reservation To make multiple reservations at one time, enter the data that is the same for all reservations in the gray area at the very top of the MRB. 1. Enter any data that will be exactly the same for all reservations you wish to make. This could be everything except the name of the attendee. 2. Tick the check box(es) next to the number of reservations you wish to make (i.e. tick boxes by 1, 2, 3 and 4 to make four reservations). 3. Click the Apply Button to auto fill information into the reservation number(s) that you selected 4. Reservations that still require data for successful submission will appear with red highlighting. Enter the remainder of the required data. Once the required data has been entered the red highlighting will turn to white. Click the Submit button to complete the reservations that you have selected. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 21

22 MRB Making Multiple Reservations 5. You may send Acknowledgement (confirmation) s to the guests you are making reservations for if you provide an address AND tick the Send Ack check box to the far right of EACH reservation you wish to send the to. 6. Submission details will appear in a pop-up. Click OK to continue. You will be taken to the Reservations tab to review your reservation(s). 7. Click the Back to exit the MRB and return to your Event Dashboard GroupMAX User Guide - Single Page Event Dashboard Back to TOC 22

23 MRB Updating Reservations Making changes to a reservation You may make changes to and/or cancel any reservations in your event via the Reservations tab of the MRB. 1. Search for a reservations by the Acknowledgement or confirmation number via the search box to the far right of the page. 2. Click on the down arrow to the right of the search box for more search term options. 3. Click on the pencil icon next to the reservation you wish to update. The data fields will open to allow editing. GroupMAX User Guide - Single Page Event Dashboard Back to TOC 23

24 MRB Updating Reservations 4. Click on More Info to view other data fields that can be modified. 5. Make sure the Send Ack box is un-ticked if you DO NOT wish to send this attendee a reservation modification . The box should be ticked if you DO wish to send a reservations modification Click the Apply button to save and submit your changes. Click the Close link to cancel your changes and leave the reservations un-changed. 7. Submission details will appear in a pop-up. Click OK to continue. NOTES GroupMAX User Guide - Single Page Event Dashboard Back to TOC 24

25 Resources Visit the Learning Center for documentation, tutorials, webinars, release notes and more at: Support Passkey Support Support Phone Numbers United States Support: United Kingdom Support: +44 (0) France Support: +33 (1) Singapore Support: Australia Support: Hong Kong Support: China-North Support: China-South Support: Sales Phone Numbers Passkey Sales (including GroupLink): KEY (1539) UK Passkey Sales (including GroupLink): +44 (0) Singapore Sales (including GroupLink): User credentials requests & questions pksecurity@lanyon.com Have a technical emergency after-hours? Please emergency@lanyon.com A Perfect Event Every Time GroupMAX User Guide - Single Page Event Dashboard Back to TOC 25