Inventory Requests EMEA Organisers User Guide
Inventory Request can be utilized by the Event Organizer to request inventory from hotels for a specific event. The feature automates the process by which the Event Organizers add inventory by surveying hotels to determine availability for a particular event. Automated emails help keep the communication process simple between the Event Organizer and participating hotels. In this section, learn how to: Query hotels for available inventory Review hotel inventory Finalize inventory before making it available to attendees At the completion of this section, users will be able to: Request inventory from hotels, review the submitted allocations, finalize the event inventory and track changes made in the process. Getting Started: Create the Event Create the event in Lanyon Passkey. Hotels can be added through the Event Wizard or on the Event Home screen once the user has exited the Wizard. Hotels must be added to the event in order to receive an Inventory Request. Once the feature has been enabled by Passkey at the Organization Profile level, the Inventory Requests feature will be enabled automatically for each event created. To disable this feature for a specific event, go to Details->Details and turn off the Inventory Requests feature. Helpful Hint - The Event Organizer can opt to simply add hotels or may add both hotels and room types. The hotel receiving the allocation will be able to view any room types added and enter any allocations to those rooms and add any additional room types as needed. 1
Create the Inventory Request Once the Event is created, click on Inventory Requests from the Requests option in the navigation menu. Only licensed users will have access to this feature. Hotels participating in the process will not have access to this menu option. Click the Add New Inventory Request link. Name the Request. The Request Date Range field is the date span where inventory is needed. Determine the hotels that should be included in the request. o Only hotels that have been added to the event can be included in a request. o Select the hotel recipient for the request. Recipients can be selected from the drop down list of active contacts that have user names in the system or an additional email contact can be added. 2
Select the date that the Request should be sent to the hotel(s). Enter the date in the Send On field. Determine the response deadline and enter the date and time in the Deadline field. Enter the Estimated Attendance (optional). This will indicate to the hotels how large the event will be. Enter any special instructions in the Instructions on the Inventory Page box. Special instructions might include preferred price ranges or room types. Save the Request Helpful Hint - The character limit for the Instructions field is 500 characters. The completed request will now appear on the Inventory Requests screen. The status on the request will be: Pre-Notification until the Send On date has been reached. 3
Helpful Hint - The Customize link next to the name of each hotel allows a custom request for only the selected hotel. The request will copy the information in the original request except for the Request Name. The new request will be required to have a unique name. Helpful Hint - The pencil icon next to the name of the request will allow the request to be edited. Initial Email to Hotels: On the date specified in the request, an email will be automatically triggered to all of the included hotels. If today s date is selected an email will be sent within 1 hour to the hotels. The From address will be the: Event Name The Subject line will be: Initial Inventory Request The link in the email will prompt the hotel user to log in and they will be taken immediately to the inventory screen. Once the email has gone to the hotels, the status of the request will be: Awaiting Initial Hotel Response. Hotel Reviews the Inventory Request The hotel will access the request by one of the following : Clicking on the link in the Request email Logging in to Lanyon Passkey Selecting the event and navigating to the Event Home inventory screen Logging in and clicking on the Alert on the Home screen. 4
The hotel will be able to view the following: Instructions Estimated number of delegates Due date of the initial Allocation Request Inventory date range requested Step 1: The hotel can review and edit the Hotel Cancel Policy if needed. The changes will only impact the specific event and will not change any defaults in the Hotel Profile. Step 2: The hotel can add room types to the event in addition to any room types that may have been added by the Event Organizer. 5
To add room types to the request, the hotel will click on the Add Rooms button at the bottom of the page. Rooms can be added from the Hotel Library or via the New Room link. Step 3: The hotel can then add any rates and inventory to the room types. Helpful Hint Once the request has been finalized and accepted by both the hotel and the Organizer, the information in the Current Block row will appear in both the Original Contract and Current Block lines. 6
Step 4: Optional: The hotel can edit any additional person fees for the specific event and room type. Step 5: Once all inventory, room types and rates have been added, the hotel will click the Submit Inventory Request button at the bottom of the page. Once this button has been clicked, the page will appear in read only mode and no further changes can be made by the hotel unless the Event Organizer resets the request. Once the button has been clicked by the hotel, the status of the request will change to: Initial Inventory Received. 7
Event Organizers review the Hotel Allocations The Event Organizer will be notified when the hotel has submitted their allocation. An email alert will be delivered to users listed under My Event Users. In addition, an alert will appear on the Home and Event Home screens. Once inventory has been provided by the hotel, the Event Organizer can see the details from the Event Home screen. The Audit log under Inventory Tasks can be utilized to track any changes between the original request and the hotel s response. Changing the Hotel s response The Event Organizer can review the information submitted and make any needed changes to the information. Confirming the Allocation The Event Organizer will go to the Inventory Tasks menu and select Confirm Inventory. o Select the hotel recipient. o Set the Reply by date and time. o Enter any special instructions. o Click Send Confirmation. 8
Helpful Hint If the hotel has not responded by the Reply By date, they will get another email message on the Reply by date to remind them that the inventory must still be approved. Helpful Hint This email message can be triggered for any hotel in any event even if the Hotel Request feature is not being used. The status on the Request will be: Awaiting Final Hotel Confirmation Hotel Receives Confirmation Email The hotel will receive an email instructing them to log in to Lanyon Passkey and view the final inventory request. They will also see an alert on the Home and Event Home screens. Once the hotel user has navigated to the Event Inventory screen, they can view any changes made to the inventory via the Audit Log. This would include any sub-blocks created by the planner and the amount of inventory allocated to the sub-blocks. 9
Hotel Confirms Inventory Allocation Once the hotel has reviewed the inventory and does not have any changes, the user will click the Confirm Inventory Request button. Once the Confirm button has been clicked, the inventory screen will be in read only mode for the hotel until the Event Cutoff date. The status of the request will now be: Confirmed 10
Event Organizer Receives Confirmation from the Hotel Once the hotel has clicked the Confirm and Send to Event Organizer button, the Event Organizer will receive an email notification. Helpful Hint The Event Organizer can also accept the allocation on behalf of the hotel. Click the Confirm on Behalf of Hotel button at the bottom of the Event Inventory screen. When the Hotel Request feature has been enabled for an event, the hotel inventory will not be available for sale until: The hotel has confirmed the inventory, or the Event Organizer has confirmed it on their behalf. Helpful Hint The hotel s status on the Event Hotel list will change from Pending to Open. Inventory Audit Log As changes are made by the Event Organizer and by the hotel they are tracked in the Audit Log. This log is visible to both the Event Organizer and the Hotel. To access the Audit Log: Select the Event. As an Event Organizer, select a hotel. Under Inventory Tasks select Audit Log. 11
The most recent changes will be listed at the top of the screen. The log will track changes to the following: o Date and time of the change o User who made the change o Date of inventory affected o Room type o Attendee type o Inventory changes to: Free Sell and Current Block o Changes in Price o Type of change: Added or Removed Helpful Hint The column headers can be used to sort the information in the log. Click on the name of the column to sort in ascending/descending order. 12
Resources Click on the Help link in the top right corner of every page to access the Support Portal where you can search the knowledge base to find answers to your question. Support Email: Passkey Support Email: passkeysupport@lanyon.com Support Phone Numbers United States: +1-781-810-4329 OR TOLL FREE (855) 768-0806 United Kingdom: +44 (0) 800 051 8037 Singapore: +65 800 852 3450 Australia: +61 1 800 441 532 China (North): +86-10 400 842 9110 China (South): +86-10 400 842 9109 France: +33 (1) 800 905 576 Germany: +49 (0) 800 182 5494 Hong Kong: +852 800 906 913 Sales Phone Numbers Lanyon US Sales (including GroupLink): (800) 473-6748 UK Sales (including GroupLink): +44 20 37 43 3256 Singapore Sales (including GroupLink): +65 3158 8740 User credentials requests & questions Email: pksecurity@lanyon.com Have a technical emergency after-hours? Please email emergency@lanyon.com pg. 4