1.Hotel:
a.The Hotel will default to the Default Hotel set in Accommodations System Settings, but you can select a different Hotel from this drop-down if you want.
b.Note that this drop-down will only show Facilities marked as "Is Hotel" (the Relationship Type "Hotel" has been selected) in Facilities Setup. Review EventPro Setup > Facilities (Venue/Hotel) > Create Facility.
2.Check In Date & Check Out Date:
a.The Check In/Out Dates will default in differently, depending on where you started the Lodging Booking.
i.For example, if you start from the Lodging Calendar, it will use the date that you selected.
ii.If you start from a multiple-day Event, the Check In and Check Out dates will default to the Event's Date To and Date From, respectively. If you start from a single-day Event, Check In defaults to the Event date, and Check Out defaults to the next day.
iii.If you start from an Event Attendee record, it will use the Attendee's Arrival Date and Departure Date. If the Attendee does not have arrival/departure dates set, the booking will use the Event Start and End dates.
b.In any case, you can select different dates from the drop-down calendars, if applicable.
3.Check In Time & Check Out Time:
a.These times will initially default to the default Hotel Check In/Hotel Check Out times set for the Hotel you selected above.
b.The Hotel's setup default Hotel Check In/Hotel Check Out times would have been defined in Facility Setup; review EventPro Setup > Facilities (Venue/Hotel) > Hotel Information > General.
c.You can change the Check In/Out Times from the defaults, if applicable.
4.Nights:
a.This field automatically calculates from the Check In Date and Check Out Date fields above.
b.Alternatively, if you manually change this Nights number, the Check Out Date will automatically adjust to reflect the set number of nights. However, the Check In Date will not change in response to adjusting the Nights field.
a.If applicable, select the Room Group in which you want to place this Lodging Booking.
b.The Hotel's Room Groups were defined back in Setup, under EventPro Setup > Facilities (Venue/Hotel) > Hotel Information > Rooms.
6.Room:
a.If you want to assign a specific room, you can manually select a Room from this drop-down, which will be populated with the Rooms from the Room Group selected above.
b.Alternatively, you can click the Auto Assign Rooms button, which will automatically assign the booking the next available Room from the selected Room Group. Note that you need to select a Room Group before using the Auto Assign Rooms command.
a.The Lodging Booking's status will default to the Setup Accommodation Status marked as "Is Default". Review EventPro Setup > Accommodations > Accommodation Statuses.
b.You can change the Status, if applicable.
8.Conflict:
a.This read-only Conflict field will indicate if there is a conflict, and if so, what level.
b.If there is a conflict, the Conflicts tab will appear in the edit form.
c.Conflict Levels are set on Setup Accommodation Statuses. Review EventPro Setup > Accommodations > Accommodation Statuses.
9.Group Booking: This field will be inactive, as this is an individual Lodging Booking.
10.Reservation #: This read-only field will later be automatically assigned the next Reservation Number, according to the settings in Sequence Numbers Setup > Accommodations.
11.Confirmation #: Whether this field is editable depends on Sequence Numbers Setup > Accommodations.
a.If the Auto Assign Confirmation #'s setting is turned on, the Confirmation # field will be read-only and display (pending). When the Lodging Booking is completed, the Confirmation Number will be automatically assigned, using the settings in Sequence Numbers Setup > Accommodations.
b.If the Auto Assign Confirmation Numbers setting is turned off, you can manually enter a Confirmation # of your choice.
a.Adjust these numbers to indicate how many Adults and how many Children will be occupying this Lodging Booking.
b.When you save the booking, EventPro will warn you if the number of occupants you indicated exceeds room capacity, and/or if the number of occupants you indicated doesn't match the number of people entered under the Guests tab.
c.A Room's Capacity would have been determined in Setup. Review EventPro Setup > Facilities (Venue/Hotel) > Hotel Information > Rooms > Create Room.
