Complete Passkey User Guide

Passkey International, Inc.
221 Crescent Street
Waltham, MA 02453
781.373.4100
www.passkey.com
© 2008 Passkey International, Inc. All Rights Reserved.
All other trademarks found herein are property of their respective owners.
093008
Passkey
User Guide
Ver. 9.1

Preface
This Passkey User Guide has been created with you, the end user, in mind. Included within this User Guide are easy
to follow step-by-step instructions, product screen shots, and hints & tips to help you get the most out of Passkey.
Please note that this user guide has also been created as a single source of information for all Passkey licensees. As
you know, many different types of organizations license Passkey, so there may be sections of the user guide or
Appendices that do not apply to you. In other words, at times you will find content that is only pertinent to a certain
type of Passkey user such as CityWide licensees. Other times you will find content that is only pertinent to
HotelDirect licensees (typically an individual hotel licensee). All license specific content is clearly marked within the
User Guide. If you are not sure of which license you are using, please feel free to contact our Customer Support
staff at customersupport@passkey.com.
In addition to this User Guide, Passkey offers online training sessions using Citrix‟s GoToWebinar.
How Do I Register for a Webinar Session?
1. Go to http://www.Passkey.com/University/Webinar.htm.
2. Select the Upcoming Passkey Classes link for licensed users of Passkey.
3. Select your session by clicking on the Date/Session Name link.
4. Enter your Webinar Registration information.
5. Select the Register Now button.
6. An email confirming your registration will be sent to the email address you entered for registration.
7. If you use Microsoft Outlook you can add the Webinar to your calendar by selecting the Outlook link.
For additional information on Passkey you can also access the Passkey University link that is shown at the bottom of
the Webinar Center screen (www.PasskeyUniversity.com). Passkey University offers an assortment of self-paced
tutorials that are available 24/7.
Should you need any additional information you will find User Guides, Release Notes, etc. on the Passkey Customer
Care website: www.Passkey.com/CustomerCare.
Page 2

Table of Contents
Passkey Overview ............................................................................................................................... 7
Minimum System Requirements........................................................................................ 9
Security Levels .......................................................................................................................... 10
Getting Started ......................................................................................................................... 11
Logging In To Passkey ................................................................................................................ 11
Activating Your Profile ............................................................................................................... 11
The Home/Welcome Page ......................................................................................................... 11
Logging Off From Passkey ......................................................................................................... 11
Events .............................................................................................................................................. 12
Events Tab ............................................................................................................................... 13
Event Summary ........................................................................................................................ 14
Event Search ............................................................................................................................ 16
Options for Creating a New Event .............................................................................................. 17
Create A New Event (Step 1 of 4) .............................................................................................. 18
Key Dates & Times (Step 2 of 4) ................................................................................................ 20
Event Contact Information (Step 3 of 4) ..................................................................................... 21
Add an Affiliate (Step 4 of 4) ..................................................................................................... 22
Event Express ................................................................................................................................... 24
Create a New Event – Workflow Summary .................................................................................. 35
Multiple Property Events for HD Users (Single Property CityWide Access) ............................................. 37
Attendee Types & Payments .............................................................................................................. 41
Attendee Types & Payments ...................................................................................................... 42
Attendee Types – Workflow Summary ........................................................................................ 45
Assigning Payment Plans ........................................................................................................... 46
Payment Plans .......................................................................................................................... 49
Add Payment Plan ..................................................................................................................... 50
Edit Payment Plan ..................................................................................................................... 54
Payment Plans – Workflow Summary ......................................................................................... 57
Commerce/Cancellation Details (CityWide Events Only) ....................................................................... 58
Acknowledgement Management ......................................................................................................... 60
Acknowledgements – Workflow Summary ................................................................................... 74
Smart Alerts ..................................................................................................................................... 76
Hotels & Inventory ............................................................................................................................ 85
Hotels Tab ................................................................................................................................ 86
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Blocks Tab ................................................................................................................................ 90
Hotel and Block Setup – Workflow Summary .............................................................................. 94
Manage Inventory Tab .............................................................................................................. 97
Inventory Management – Workflow Summary ........................................................................... 102
Flexiblocks & Event Level Inventory (CityWide & Hotel Direct Users) .................................................. 104
Primary Level Inventory for an Event (Hotel Direct Only) ................................................................... 111
Managing Primary Inventory at the Hotel Level (Hotel Direct Users Only) ........................................... 112
Reporting ....................................................................................................................................... 122
Attendee Web Site .......................................................................................................................... 124
Attendee Web Site Dashboard ................................................................................................. 125
Site Format Page .................................................................................................................... 129
Search & Display Options ........................................................................................................ 131
Travel Link ............................................................................................................................. 136
Event Details .......................................................................................................................... 138
Home Page Messages.............................................................................................................. 140
Map Your Hotels ..................................................................................................................... 142
View All URLs.......................................................................................................................... 145
Custom URL Functionality ........................................................................................................ 147
Reservations ................................................................................................................................... 149
Creating a Reservation ............................................................................................................ 152
Managing Existing Reservations ............................................................................................... 157
Reservation Messages ............................................................................................................. 158
Wait List ......................................................................................................................................... 161
GroupLink (CityWide Only) .............................................................................................................. 177
Individual Reservation Other Payment Support ......................................................................... 177
GroupLink ....................................................................................................................................... 180
Overview ................................................................................................................................ 180
Setting Up An Event ................................................................................................................ 184
Event Setup ............................................................................................................................ 185
Rooms Setup .......................................................................................................................... 187
Groups Set-up ........................................................................................................................ 188
Blocks Setup ........................................................................................................................... 190
GroupLink Reports .................................................................................................................. 193
Hotel Search ........................................................................................................................... 193
Event Search .......................................................................................................................... 193
Reservation Summary ............................................................................................................. 194
Page 4

GroupLink Setup – Workflow Summary..................................................................................... 197
Tools Tab ....................................................................................................................................... 197
Organizations, Users and Administrators ................................................................................... 199
Administrator Maintenance Tasks ............................................................................................. 200
User Maintenance Tasks ........................................................................................................... 203
User Profile – Workflow Summary ............................................................................................ 204
Organizer Profile – Workflow Summary .................................................................................... 204
Hotel Profiles and Hotel Database ............................................................................................ 205
Create New Hotel .................................................................................................................... 205
Modifying Hotel Information .................................................................................................... 209
Affiliate Event Defaults ............................................................................................................ 210
Room Type Library .................................................................................................................. 212
Default Smart Alerts ................................................................................................................ 214
Default Group Campaigns ........................................................................................................ 215
Adult/Children Rates ....................................................................................................................... 216
Flexible Fields ................................................................................................................................. 218
Reports .................................................................................................................................. 220
Running Reports ..................................................................................................................... 222
Report Descriptions ................................................................................................................. 226
Report Hints and Tips .............................................................................................................. 234
RegLink .................................................................................................................................. 235
RegLink Records ..................................................................................................................... 236
RoomList Express ......................................................................................................................... 238
Logging Into RoomList Express .......................................................................................... 239
Manage Room Lists ................................................................................................................. 240
Create New List ...................................................................................................................... 243
Upload Room List .................................................................................................................... 244
Mapping Your Data ................................................................................................................. 245
Edit Row(s) Button .................................................................................................................. 251
Add – Copy – Delete Row Buttons ............................................................................................ 253
Filter/Sort Button .................................................................................................................... 254
View Availability Button ........................................................................................................... 256
Submit Records Button & Related Pages ................................................................................... 257
View Records .......................................................................................................................... 259
Records List – Edit Records...................................................................................................... 261
Manage Drop-off Locations Dashboard ..................................................................................... 263
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Create New Drop-off Location .................................................................................................. 264
Manage Room Lists Dashboard ................................................................................................ 267
Drop Off A List ........................................................................................................................ 268
Dropped Off Lists .................................................................................................................... 270
Reports .................................................................................................................................. 272
Group Campaigns ........................................................................................................................... 272
Groupmaster Link ........................................................................................................................... 283
Getting Started ....................................................................................................................... 285
Utilizing Groupmaster Link ....................................................................................................... 286
Groupmaster Link – Workflow Summary ................................................................................... 293
Appendix A – HTML Tips.................................................................................................................. 294
Appendix B – Glossary ..................................................................................................................... 296
Appendix C – Acknowledgement Tags .............................................................................................. 297
Appendix D – Sample Event Description with HTML........................................................................... 300
Appendix E – Military Time Conversion Sheet .................................................................................... 301
Appendix F – US and World Time Zones ........................................................................................... 302
Appendix G – Sample Hotel Description (with HTML) ......................................................................... 306
Appendix H - Images....................................................................................................................... 307
Appendix I – Image Size Quick Reference ........................................................................................ 316
Appendix J – Reports Descriptions and Best Uses .............................................................................. 317
Appendix K – Passkey Reports Quick Reference ................................................................................ 327
Appendix L – RegLink Overview ....................................................................................................... 330
Appendix M – Steps for RegLink ....................................................................................................... 334
Appendix N – Event Checklist Single Property (Hotel Direct) .............................................................. 336
Appendix O – Event Checklist Multi-Property (Hotel Direct) ................................................................ 337
Appendix P – Event Checklist Multi-Property (CityWide) ..................................................................... 338
Appendix Q – Quick Steps to Build an Event (Hotel Direct) ................................................................ 338
Appendix R – Quick Steps to Build a Room List Only Event (HD) ........................................................ 343
Appendix S – Quick Steps to Build An Event (CityWide) ..................................................................... 346
Appendix T – Event Management Guideline & Tips (CityWide) ........................................................... 350
Appendix U – Hot Key Shortcuts ...................................................................................................... 357
Page 6

Passkey Overview
Passkey's group housing management solution is a fast, easy-to-use interface for meeting planners, housing
managers, reservation agents and hotels to use for managing housing for events. Within Passkey, depending on
access levels, a user can set up an event, manage inventory, process reservations and run reports. This manual
contains a comprehensive index of instructions, helpful hints, and troubleshooting tips to enhance your use of
Passkey.
Using this Manual
The manual is divided into the following sections:
Table of Contents: Browse the Table of Contents to quickly find Passkey information by topic. If you are viewing
online or on your screen, navigate to a topic by clicking on it and you will be taken to that section within the
document.
Sections: Each section of this Guide addresses a major area of Passkey functionality by task. This includes a section
overview, detailed descriptions of tasks, a workflow summary, and user tips.
The following conventions are used throughout this Manual and are used to help recognize various user interface
mechanisms in Passkey:
Pages, windows, frames, icons, field names, labels, buttons and tab names are shown in Bold (e.g., the Event
Summary page).
Menu Bar tasks and drop down list items are shown in bold italic text (e.g., Select/Create Event).
Web links are shown in underlined text.
Keystrokes are shown in bold ALL CAPS (e.g., the TAB key).
Before You Start
The User Interface
Passkey is a custom application based on user access levels, but it follows many Windows navigation schemes. For
example, most windows can be sized. Within a window, press the TAB key to go from field-to-field.
Navigating With the Mouse and Keyboard
Passkey and its modules can be navigated by using the mouse and keyboard in a normal fashion. For example,
clicking the left mouse button while the mouse pointer is over a field places the cursor in that field.
Navigating With “Breadcrumbs”
The navigation “breadcrumbs” are located on every page in Passkey. They are located just below the Home,
Event, Reservations and Tools tabs. You can use the text link breadcrumbs to move quickly to a section of Passkey
you had previously viewed. An example would be Events > Create a New Event > Key Dates & Times. In this
example you would be in the Key Dates & Times section and could quickly return to the main event page by
clicking on the Events link.
Navigating With Only the Keyboard
Many functions in Passkey are accessible by using only the keyboard without the mouse. The following items are the
standard keyboard shortcuts in Passkey:
Press the TAB key to move the cursor forward to the next field or button.
Press the SHIFT key while simultaneously pressing the TAB key to move the cursor backward one field or
button.
Use the LEFT and RIGHT ARROW keys to move the cursor within a field. Press the ENTER key to select
a highlighted button.
Press the SPACE BAR to select or de-select a highlighted check box (e.g., Send Acknowledgement).
Use the LEFT and RIGHT (or UP and DOWN) arrow keys to select a radio button (e.g., Primary radio
button).
Use the UP and DOWN ARROW keys to change dates within a date field.
Page 7

Sorting Tables
Columns in Microsoft Internet Explorer Vers. 6 & 7 can be sorted. The graphic below shows a table listing
events. Event Name, Start, Location, Status, and Cutoff can all be sorted. Click your left mouse button
in the column header to re-order the table.
Click again in the same column header to sort the list in reverse order. A small arrow appears in the column once
it is sorted. If the arrow is pointing down, the column is sorted in ascending order; if the arrow is pointing up, the
column is sorted in descending order.
Most Recently Viewed Events
Downloading and Uploading
Passkey facilitates the downloading and uploading of images and text files. Downloads and uploads are
supported for the following Passkey procedures:
The Acknowledgement template is used to generate custom acknowledgements for each event.
Download the acknowledgement template when it needs to be edited. Upload the edited
acknowledgement template to Passkey so the system can access the updated template when it
needs to send an acknowledgement.
Hotel and event logos as well as pictures of room blocks (e.g., suites, studios, double-bed rooms)
that are displayed as part of the hotel information. Pictures are loaded onto your PC. When setting
up hotel information, logos and room pictures can be uploaded to the Passkey server. When viewing
hotel information, uploaded logos and room pictures are displayed.
Getting Assistance
There are several ways to get help within the Passkey system.
E-mail
From the Passkey Home page (http://manage.passkey.com/) , you can click on the
customersupport@passkey.com link to send your questions or help requests to Passkey Customer
Support. An email response can be expected within one business day.
From any page within Passkey you can click on the Technical Support link in the upper right
corner of your browser window. An email response can be expected within 24 business hours or
less.
Help Online
Click the Help link in the in the upper right corner of your browser window. The Passkey Help window
appears. You will automatically be taken to the help content for the page you are viewing.
To print and display a PDF version of the Help text, click File on the menu at the top of the help window
and then select Print.
NOTE: You need Adobe Acrobat Reader to open, browse and print the PDF file. Go to
www.adobe.com for a free download of Acrobat Reader.
Page 8

Minimum System Requirements
Prior to using Passkey, please verify that your computer equipment, browsers, and connectivity methods are
compatible with Passkey. Please refer to the chart below for minimum software and hardware requirements.
Hardware Recommended
Processor
800 MHz
Memory
Monitor
Free Hard Disk Space
Dependent on Operating System; Sufficient memory for normal operation will suffice.
1024 x 768 pixel display
250 MB
Internet Connection 56k modem; DSL (4 users); T1 (25 users)
Software Recommended
Operating System Microsoft Windows 2000/XP
Browser
Microsoft Internet Explorer V6.0 SP1 or higher
Other Microsoft Office Professional Version 97-SR2/2000-SP3/XP-SP 2
Page 9

Security Levels
Every Passkey user is assigned one of the following security levels. Each security level grants certain Passkey usage
privileges:
This security level … … grants these privileges.
Can manage and maintain all users associated with the organization including:
add users, change passwords, etc.
Administrator (Highest Level) Can create new events.
Can view, create, modify and cancel reservations for all their associated events.
Can run all reports.
Organizer (Org)
Senior Organizer (Sr)
Hotel – CityWide (CW) - before
cutoff date
Hotel – CityWide (CW) -
after cutoff date
HotelDirect (HD)
(Hotels Only)
Can view and edit all event data they are associated with, whether created by
themselves or another organization.
Can view and edit any hotel associated with their events.
Can view data for planner profiles that have been associated using the PCC
code.
Can create new events (if a Passkey licensee) and new hotels.
Can edit personal organization profile.
Can view and edit acknowledgement functions for all their associated events.
Can view, create, modify and cancel reservations for all their associated events.
Can run all reports.
Can view all of their organization‟s event data.
Can view data for all hotels.
Can view and edit data for their organization profile only.
Can view all room types for all their associated organization events.
Can view inventory for all events associated with their organization.
Can view, create, modify and cancel reservations for all events.
Can view acknowledgement setup for all events they created and with which
they are associated.
Can run all reports.
Can view all event details with which they are associated.
Can view, create, modify and cancel reservations for all events associated
with their hotel.
Can run reports with the exception of any delegate list
(e.g., Rooming List).
Can update their Hotel profile.
Can view, create and manage data for all room types for events associated
with their hotel.
Can view and manage inventory for events associated with their hotel.
Can run all reports (including Rooming lists) but can only see their own
hotel‟s data in those reports. The exception is the Event Block and Pick Up
– All Hotels Report, in which all aggregated hotel data is available.
Create new events.
Can view and edit all event data that they created.
Can view planner profiles that have been associated using the PCC code.
Can edit hotel profile.
Can view and edit acknowledgement functions for all events they manage or
with which they are associated.
Note: Due to credit card security regulations only designated users will have access to see credit card information.
Page 10

Getting Started
Logging In To Passkey
Passkey can be accessed by anyone with an Internet connection, a Passkey username, and password.
To log in to Passkey:
1. Enter the following URL address in your web browser: www.passkey.com
2. In the upper right hand corner of the screen click on the GO button next to Customer Login
3. The Passkey Log On page appears.
4. Enter your Username and Password and the Passkey Welcome page appears:
Activating Your Profile
NOTE: If this is the first time logging in, you will be prompted to change your password. Failure to log
in within seven (7) days from the time new temporary password was created invalidates the password
and your Administrator will need to issue you a new password.
The system prompts you to change your password under these conditions:
As a new user logging in for the first time.
After the Administrator has re-set your password.
After 90 days (PCI compliance requirement) – all users are required, and prompted, to change their
password. A unique password must be created.
NOTE: You will be inactivated after 180 days of inactivity. An Administrator will need to reactivate you.
The Home/Welcome Page
The Home/Welcome page is the first page seen after logging in. Important messages will be
displayed here.
Logging Off From Passkey
To log off the Passkey system:
Click the Log Out link in the upper right corner of your screen
NOTE: If you are inactive (i.e., no mouse clicks) for 15 minutes, Passkey logs you off. A warning window
will pop-up letting you know your session will expire in 60 seconds. To continue, simply click on the
Continue button. If you are not at your system when this message appears, you will be logged out and
brought to the login screen to re-enter your user name and password.
Note: Please make sure to save data before you are inactive for 15 minutes. If the system automatically
logs you out, any unsaved information would be lost.
Warning
Page 11

Events
This section will cover the Events tab and the functions
associated with it. Items covered include:
Event Summary
Event Search
Creating a New Event
Step 1 – Event Details
Step 2 – Key Dates & Times
Step 3 – Reservation Methods
Step 4 – Add an Affiliate
Overview
Passkey defines and stores all event information entered and saved within Passkey for a period of three
years. This feature is a benefit for recurring events since past event information is accessible to copy from
event to event. This eliminates the need to re-key certain event data.
Columns in the Most Recently Viewed Events list can be sorted in ascending and descending order by
clicking on the column header name. A second click in the same column will reverse the sort order.
There are procedures associated with new event definitions. Information is entered about the event including
event commerce, hotels, room blocks, and a host of other information that completely defines the event.
In Passkey, events are marked by critical dates that indicate the following:
Event Dates Description
Open Date to open the event for reservations.
Cutoff Date that reservations become contractually the responsibility of
hotels. Hotels can now manage inventory and run room lists.
Shutoff Date to shutoff the event to reservation activity in the system.
Event Start First day of the event.
Event End Last day of the event.
Page 12

Events Tab
Clicking the Events tab will default to a search result of your “Most Recently Viewed Events”.
From this page you can:
Click on one of the event names to view the corresponding Event Summary page and details about the
event
Search for another event
Create a new event
Create a new reservation
Columns in the Most Recently Viewed Events list can be sorted in ascending and descending order by clicking on
the column header name. A second click in the same column will reverse the sort order.
Within all pages under the Event tab, the Event Search function is available from either:
The Quick Search located in the right hand navigation area
By clicking the Events breadcrumb in the left hand navigation area.
There are three types of searches:
Simple Search – located on the left side of the screen
Advanced Search – located on the left side of the screen
Quick Search – located in the upper right hand corner of the screen
The search results present a list of events that match the user‟s search criteria.
A new event can be created by clicking the Create a New Event button in the blue header area.
Events Tab
Page 13

Event Summary
The Event Summary page presents a high-level overview for each of the event sections listed below. Selecting the
View/Edit button in each section will open the appropriate section where you can view the details.
Event Details – this page contains information on:
� Event address including the venue name
� Event Call Center Notes
� Event status, language, currency, and projected attendance
Key Dates & Times – this page contains information on:
� Event start and end dates
� Open date and times for the event, web and call center
� Cutoff date (CityWide events only)
� Shutoff date and times for the event, call center, and web
Event Campaigns – this page contains information on:
� Setting up email Campaigns from the hotel or event planner.
Event Contact Information – this page contains information on:
� Accepted reservation methods
� Reservation phone numbers
� Reservation fax number
Event Affiliates (formerly referred to as Organizers) – this page contains information on:
� Affiliates names grouped by affiliate type
GroupLink – this page contains information on:
� Setting up your event‟s reservations for transfer from Passkey to your hotel‟s PMS.
Attendee Web Site – this page contains information on:
� View all event URLs
� Links to edit and preview the Attendee Web Site
Attendee Types (max. of 10 items displayed) – this page contains information on:
� Attendee types
� Maximum reservations allowed per session on the Attendee Web Site
� Access Codes
Hotels & Inventory (max. of 10 items displayed) – this page contains information on:
� Hotel Name, Room Types
� Sub-blocks, nightly inventory, and rates
� Block status as to whether or not it is Open or Closed
Payment Plans – this page contains information on:
� Status of Guest Guarantee
� Payment instructions and disclosures information
Acknowledgements (max. of 10 items displayed) – this page contains information on:
� Templates and status for email, fax and mail acknowledgements for new, modified and cancelled
reservations
Smart Alerts – this page contains information on:
� Setting up Smart Updates and Smart Alerts for event planners, hotel staff, etc.
You can quickly access any section of an event by clicking on the appropriate View/Edit button. Access to each of
the relevant sections can also be reached by selecting any of the context-sensitive links that appear on the left side
of the screen. This navigation area appears on each page of the Events tab section.
If the event being created is a CityWide event it must be approved by Passkey. Once the Request For Approval
From Passkey button (located above the Attendee Web Site summary pane) has been clicked the text becomes red
and changes to Approval Pending. After the event has been approved by Passkey the button is replaced with text
that states This event has been approved.
Request Approval
Page 14

Event Summary
Page 15

Event Search
When the Events tab is selected, the Most Recently Viewed Events page appears showing the last 20 events you
have accessed. There are, however, other search options available.
The Event Search allows you to search for your associated events within Passkey. There are three types of
searches:
Simple Search – an event search based on:
� Event Name (this accepts and will search on partial names)
� Event Start and End Dates
� Event Status (open, pending approval, pre-open, closed, cancelled, all events, and favorites)
Advanced Search – in addition to the above criteria the event search is based on:
� Hotel Name (for CityWide events only)
� Affiliate Name (formerly referred to as an Organizer)
� City (for CityWide events only)
� State/Province (for CityWide events only)
� Managed By (hotel/organization)
� Event Scope (CityWide, HotelDirect, Leisure, RegLink)
You can switch between these two search options by clicking the alternate Simple/Advanced link next to the
Search button.
Favorites – Search specifically for events you have designated as a Favorite on the Event Details page.
Quick Search – unlike the Simple and Advanced search options, the Quick Search option is always
available to you from the upper right portion of each screen. To search, enter a portion of the event name
and click the orange Search icon.
The search results present a list of Events that match the user‟s search criteria. Columns in the search result can be
sorted by clicking on the column header name. A second click in the same column will reverse the sort order.
Clicking on the Event Name navigates the user to the corresponding Event Summary screen.
Event Search
Page 16

Options for Creating a New Event
There are several options available when creating new events in Passkey.
1. Create From Scratch (HD & CW users) – this option takes you through the four step process for setting
up your event.
2. Copy From Another Event (HD & CW users) – this option allows you to create a new event by
copying any or all of the attributes of another event.
3. Create Using Event Express (HD users only) – designed for single-property events, EventExpress
automatically copies default event data from your hotel profile, including website graphics, room type
information, templates and SmartAlerts, so you can create events quickly and easily,
Page 17

Create A New Event (Step 1 of 4)
Event setup is accomplished by selecting the Create a New Event button. When creating a new event you will
have the option of creating a completely new event or copying sections from another event.
Option 1: Create From Scratch:
Select the Create A New Event button to proceed to the Event Details page.
Note: The event is not saved to the database until you have completed all four steps of the event setup process.
Event Details (Step 1 of 4)
Page 18

Event Name: Enter the name of the event as it will appear to attendees.
Venue Name: If applicable, enter the name of the location where the event will take place, other than the hotel.
Venue Address: This will default to the hotel‟s address for HotelDirect events.
City: This will default to the hotel‟s city for HotelDirect events.
State/Province: This will default to the hotel‟s state/province for HotelDirect events.
Postal Code: This will default to the hotel‟s postal code for HotelDirect events.
Country: This will default to the hotel‟s country for HotelDirect events.
Event Email: Hotel email address where questions from attendees, regarding accommodations, can be sent.
Event URL: Internet URL address for the actual event where attendees can get information on the event.
Event Call Center Notes: Enter notes that will assist the call center agents in servicing attendees.
Show Smoking Preference Fields: When checked, this option field will appear in the attendee web site, and
on the Call Center screen.
Show Rewards Program Fields: When checked, this option field will appear in the Attendee Web Site, and on
the Call Center screen.
Show Guest Arrival Time Field: When checked, this option field will appear in the Attendee Web Site, and on
the Call Center screen.
Show Guest Departure Time Field: When checked, this option field will appear in the Attendee Web Site, and
on the Call Center screen.
Allow Blank or Partial Addresses in Reservations: This option is controlled by the setting on the Hotel or
Organization Profile Page. When checked, this option allows Generic Call Center and Hotel Call Center Users to
complete a reservation with providing a guest‟s mailing, email and billing addresses.
Allow Call Center users to change allowed Payment Types: This option is controlled by the setting on the
Hotel Profile Page. If unchecked, Generic Call Center and Hotel Call Center Users will not be able to change the
Payment Method assigned to an Attendee Type.
Enable Wait List: When checked, attendees will be able to add their reservation request to a Passkey Wait List
when there are no accommodations matching their requested stay dates. This option will also be available to
Generic Call Center and Hotel Call Center Users when taking reservations.
Event Default Locale: Passkey is available in English (United States & United Kingdom), French (France &
Canada) and Spanish (Spain). Therefore, an Attendee Web Site can appear in any of these languages.
Event Languages: By default, the Attendee Web Site will match the locale selected for the Event Default Local.
Event Currency: Select the appropriate currency for the locale of the event.
Passkey Account Contact: Select the name of your Passkey Account Manager from the list.
Favorite: Checking this box will allow you to search for the event as a “favorite”.
Option 2: Copy From Another Event:
Copying events allows you to select which areas of an existing event will be copied into a new event. Regardless of
which sections are copied, you will still proceed through the Event Setup pages.
Note: The event is not saved to the database until you have completed all four steps of the event setup process.
To search for the event to be copied enter the Event Name or Start Date From and Start Date To dates
between which the event took place. You will then select the sections that you wish to copy into the new event.
Once this is complete, you will be brought to Step 1 of the Event Details page where you will proceed to create
your new event.
Create New Event / Copy From Another Event
Page 19

Key Dates & Times (Step 2 of 4)
All event dates will be set on this page including: event start, event end, cutoff (CityWide events only), open, and
shutoff dates. Specific times for each of reservation open and shutoff date can also be set. Clicking on the orange
calendar icon will open up a two-month calendar from which you can select your dates.
Note: The default date for all fields will be blank.
� Event Dates
� Event Start Date: Meeting start date
� Event End Date: Meeting ending date
� Cutoff Date: (CityWide events only) Date on which affiliated hotels will be able to run all reports
and manage rates and inventory.
� Reservation Dates
� Open Date: Date when reservations will begin to be accepted for the event. Different open dates
can be set for the Web and Call Center, however, neither of these dates can precede the open
date of the event itself.
� Shutoff Date: Date when reservations will no longer be managed in Passkey, including rooming
lists and data transfers.
� Times: All times are based on the Eastern time zone.
Key Dates & Times (Step 2 of 4)
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Event Contact Information (Step 3 of 4)
This page controls all methods of creating reservations for an event. From here, you can determine how reservations
will be made for an event, either via phone, fax, mail, and/or e-mail.
� Reservations Phone Number – If a non-toll free number is offered for guests to call in their
reservations, modifications and/or cancellations, enter the number here.
� Toll-Free Reservation Number – If a toll free number is offered for guests to call in their reservations,
modifications and/or cancellations enter the number here.
� Reservations Fax Number – If a fax number is offered to guests to submit their reservations,
modifications and/or cancellations, enter the number here.
� Reservation Mailing Address – If a reservation mailing address is offered to guests, enter the mailing
name and address here.
� Reservation Email Address – If attendees are allowed, via email, to submit their reservations,
modifications and/or cancellations, enter an email address here.
Event Contact Information (Step 3 of 4)
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Add an Affiliate (Step 4 of 4)
An Affiliate (formerly referred to as an Organizer) is any organization/individual that will be given access to the
event. In addition to searching for current affiliates, you can also add the Passkey Customer Code for a specific
affiliate. You can request a new affiliate be added to the Passkey database by selecting the Request Affiliate
button and submitting the Request Affiliate email.
After adding your Affiliates be sure to select the Save button to save all of your Basic event details.
Add an Affiliate (Step 4 of 4)
The Affiliate Lookup button will allow you to select affiliates from the list of affiliates associated with previous
events. To add an affiliate, place a checkmark in the box next the affiliate you want to add to your event and then
select the Add Selected Affiliates button.
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Search for an Affiliate
Page 23

Event Express
Option 3: Create Using Event Express:
To create a new event, select the Create Using EventExpress option from the Create a New Event screen.
Page 1 – The Basics …
Your Event Details are generated automatically from the information contained on your property‟s Hotel
Profile page.
Address
E-mail address
Default Locale (English – US or United Kingdom, French – France or Canada, Spanish – Spain)
Languages
Currencies
Passkey Account Contact
Any of these items can be updated for just this event by selecting the edit link.
However, to edit the information for all future events built in Passkey you would need follow these steps:
Select the Tools tab
Select the Hotel Profile link on the left side of the Tools page
Edit the necessary information
Select the Save Changes button
Your Event Contact Information is also generated automatically from the information contained on your
property‟s Template Event. The Template Event is an event set up for your hotel that Event Express uses to
populate the following values:
Reservation Phone Number
Toll-free Phone Number
Reservation Fax Number
Reservation Mailing Address
Attn (Contact Name)
Enabling Wait List reservations for an event can be accomplished two ways:
By placing a checkmark in the Enable Wait List box on the Event Express page (HotelDirect only)
By placing a checkmark in the Enable Wait List box on the Event Details page accessed from the Event
Summary page for an event (as discussed earlier).
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From Event Express, the Enable Wait List box can be found by selecting the Edit button for the Event Details display.
Whether in Event Express or Event Setup, when the checkbox is unchecked the “Add Me to the Wait List” buttons
and links do not appear for guests who receive no available inventory after having entered a lodging search request.
When checkbox is checked the buttons/links do appear.
Please note: It is possible for the checkbox to be turned on and then off (and vice versa) mid-event. This means
names may already be on the Wait List when the switch is turned off. If this happens, housing managers still have
access to the Wait List Application and can make reservations for guests on the list.
The default setting for the Wait List option is unchecked (OFF). It may be overridden in numerous ways, such as
during an event copy, via EventExpress, and by use of event templates (HotelDirect customers).
For CityWide events (or hotel multi-property events) it will be the decision of the event Organizer to make the
decision on which hotels will have the Wait List feature enabled for an event.
To Create A New Event, simply follow Steps 1 – 5 as needed. Please note that all field titles containing an asterisk
are required fields:
Step 1: Event Name
1. Event Name – This should be the name used for posting the event within the hotel and on the
website.
2. Event URL – Enter the planner‟s meeting website devoted to the event.
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3. Create Attendee Website – By default this is on. If a website is not required (for example, a 100%
rooming list group) the checkmark can be removed. If this checkmark is removed, Step 5 will hidden
from view.
4. Upload Logo – If an Attendee Website is needed a logo, for the event can be added. Maximum size
restrictions are 135 x 100 pixels (width x height).
Step 2: Reservation Dates
1. Event Start Date – This is the first day of the event, not inventory, based on the meeting agenda.
2. Event End Date – This is the last day of the event based on the meeting agenda.
Select the Calendar icon.
Select the Start Date from the calendar on the left.
Select the End Date from the calendar on the right.
Select the Apply Range button.
3. Inventory Start Date – First arrival date for guests arriving prior to the event.
4. Inventory End Date – Last night for accommodations for guests departing after the event.
Select the Calendar icon.
Select the Start Date from the calendar on the left.
Select the End Date from the calendar on the right.
Select the Apply Range button.
By default two nights of inventory have been added before and after the actual Event Dates.
5. Reservation Open Date – Date and time when Passkey will open to accept reservations.
6. Reservation Shutoff Date – Date and time when Passkey will stop accepting reservations.
Select the Calendar icon.
Select the Open Date and Time from the calendar on the left.
Select the Shutoff Date and Time from the calendar on the right.
Select the Apply Range button.
7. Web and Call Center Dates – You can set different open and shut-off dates and times for the
Website and Call Center. Neither of these dates Date, and times, can open before the event itself.
They will automatically default to the Reservation Open and Shut-off Dates and Times.
Select the Calendar icon.
Select the Open Date and Time from the calendar on the left.
Select the Shutoff Date and Time from the calendar on the right.
Select the Apply Range button.
Step 3: Add Rooms
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By default there will be one room type field displayed. The steps for adding the specific room type along
with the night by night inventory and rates are as follows:
1. From the drop down list – Select the room type from your Room Type Library.
2. Current Rooms – If the number of rooms will be the same for every night of the event. place a
checkmark in the Same number all days box. Now add the number of rooms for the first night and
each additional night will be filled in with the same number of rooms. If you want a different number
of rooms each night, tab through the days and add the appropriate number of rooms to each box.
3. Rates – If the room rate will be the same for every night of the event, place a checkmark in the Same
rate all days box. Now add the rate for the first night and each additional night will be filled in with
the same rate. If you want a different rate each night, tab through the days and add the appropriate
rate to each box.
4. Guests – This will default from the values set up in the property‟s Room Type Library for that
particular room type. To change, use the drop down box to determine the maximum number of guests
allowed in this room type. Add any additional room fees for the second, third or fourth guests.
5. Cancellation Policy – This will default from the cancellation policy set up in the property‟s Template
Event. The Template Event for your hotel is shown on your Hotel Profile page. You can always
change the policy for the event or sub-blocks if necessary.
If you need to add additional room types for the event you can select the Add Room button. Then follow items 1-4
shown above for each new room type.
New room types can be added directly into the Room Type Library. Select the Add to the Library button and add
the necessary information.
Step 4: Add Affiliate (Optional)
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An Affiliate is any organization or company that will be given access to the event such as a meeting
planner.
If you set up any Event Affiliate Defaults on your Hotel/Organization Profile page these Affiliates will
automatically be added to every event as a Current Affiliate. There are several ways of adding additional
Affiliates to an event.
1. Passkey Customer Code – If your client has used Passkey before they may already have a Passkey
Customer Code (PCC) number. If they know their number, enter it here.
2. Search for an Affiliate – You can find an Affiliate that has held events at your hotel in the past by
searching for them by Name, City, State, or Type. After finding the Affiliate select the green icon
with the white + symbol to add them to the event as a Current Affiliate.
3. Request Affiliate – If your client has never used Passkey before, you can set them up with a Passkey
Customer Code by selecting the Request Affiliate button. Complete the Request Affiliate form and
select the Submit button to send the request directly to Passkey for processing.
Step 5: Event Site Details (Optional) – If this Step is not visible, be sure the Create Attendee Website box is
checked in Step 1.
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The displayed Attendee Website content is based on the attendee website in your Template Event. The
content will include the basic template format, website colors, photos/images, etc. These defaults can be
customized by following these steps:
1. From the drop down list, select the appropriate Page Template (meeting or wedding).
2. Select your Site Colors or Patterns (wedding template only) by picking a color/pattern from the
available options.
3. In the Event Photos & Captions area, select the Edit/Upload New Photo to select a new photo to
add to the website. At least one photo must be selected for display (a checkmark in the checkbox) but
you can display up to four photos/images. The images must be JPEG or GIF files with a maximum size
of 50 kb. All images must be between 10 and 750 pixels in length and between 10 and 620 pixels in
height.
4. The Revert to Default Photos button will remove your new photos and display four default photos
from your Template Event.
5. Preview the website changes by selecting the Preview Site button located in the top right corner of
the Step 5 display area.
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The Event Texts can also be changed. There are two options for text customization:
1. Show Text – This option allows you to Customize the Event Name, Customize the Banner Text
and/or Customize the Event Description.
2. No Text – This option only allows you to Customize the Event Description.
You can select the Make this event a favorite checkbox to make the event a favorite. Making an event a
Favorite will allow you to search specifically for your favorite event templates or events you work with regularly.
After creating and customizing your event, select the Next button to go to the Review Page.
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Page 2 – New Event Summary
When this page opens, it will show all of the event information entered on Page 1.
Carefully review all of the details of the event. Pay particular attention to the following:
Event Name
Event Dates
Inventory Dates
Number of Rooms
Rates
Cancellation Policy
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If anything on this page needs to be edited, click on the Back button, make the changes, and click the
Next button.
When everything on this page is correct, click the Save Button.
Page 3 – Event Communications
The Event Communications page gives the option to send an email to your planner, or anyone else, to
give them information about the event that has just been created.
There are two options on the page:
Don’t Send Email
If you choose not to send an email with your event information, click the Don’t Send Email button and
you will be brought to the Event Summary screen where you can set up GroupLink for the event.
Save and Send
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To send an email with the event information, complete the following:
To: - This field will include the email addresses of all intended recipients. To add an email address,
follow these steps:
1. Click the orange Add Recipients button and a new window will open.
2. The Select Organization drop down box contains two lists, each in alphabetical order. The
two lists are separated by a line to distinguish them from one another. Names are listed
alphabetically by last name.
The first list contains the event‟s Affiliates.
The second list contains the event‟s Hotels.
When a selection is made, the Name & Title field updates automatically with the users from
that affiliate or hotel.
Once names are added to the Name & Title field they can be moved to the Current
Recipients field on the right side.
Individual names can be moved from one field to the other by clicking the name.
Individual name can be removed from the Current Recipients field by clicking the
name.
The Add All button will move all Name & Title entries to the Current Recipients field.
2. After being added to the Current Recipients field they disappear from the Name & Title
field.
Any Affiliates listed in the Current Recipients field will be sorted by the Affiliate name followed by the names of
individuals within the Affiliate.
The Remove All button will move all Current Recipients entries to the Name & Title
field corresponding to the affiliate or hotel with which they are associated.
3. After selecting Affiliates and Hotels, that are associated with the event, you can also add
individual recipients by typing the email address into the Add Email Address field and
clicking the green button to the right.
4. When all intended recipients are added, click the Save Button.
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From: - This field will automatically be filled with the name and email address of the user creating
the event.
Subject: - This field will be used as the subject for the email being created.
Body of the Email: This field is free form and you can add or remove any text. By default, the
email will automatically include the following items:
Event Name
Event Dates (Meting Dates)
Reservation Open Date
Reservation Close Date
The web address for the Passkey created Attendee Website. (only if the Create Attendee
Website box was checked on the first page of Event Express)
The Name of the Passkey User that created the event.
Once the all fields have been completed, click the Save and Send Button. The email will be sent to all
recipients and you will be brought to the Event Summary screen where you will continue to set up your
event.
Page 34

Create a New Event – Workflow Summary
Click the Create a New Event button on the top right of the page.
From this page you can:
1. Create New Event from Scratch
2. Create a New Event Using Event Express
3. Copy From Another Event
To Create New Event from Scratch:
A. Select New Event on the left hand dialogue box to begin the four step wizard.
1. Fill in event-specific information fields on the Event Details page.
a. Select the Mark this event as a Favorite checkbox if desired.
b. Click the Continue button on the bottom of the page.
2. Fill in all date and time information on the Key Dates & Times page.
a. Select the Allow Call Center Changes After Shutoff checkbox if desired.
b. Click the Continue button on the bottom of the page.
3. Fill in contact information on the Event Contact Information page.
a. You may enter information for Phone, Fax, Reservation Mailing Address, and Email.
b. Click the Continue button on the bottom of the page.
4. Add all needed Affiliates (Organizers) on the Add an Affiliate page.
a. Select the Affiliate Lookup button to add an Affiliate from the library.
b. Enter the PCC Code and select the Add button.
c. Request Passkey build a new affiliate by selecting the Request Affiliate button.
d. Click the Save button on the bottom of the page.
5. You have completed the Basics.
B. Fill in all desired information to search for an Event to Copy from.
1. Click the Search button on the right hand dialogue box.
2. Select the event you wish to copy from by clicking on the Event Name on the list provided.
3. Click on the checkboxes next to each section that you wish to copy. You may copy the following
information:
a. Event Contact Info
b. Event Affiliates
c. Attendee Web Site
d. Hotels & Inventory
e. Attendee Types
f. Payment Plans
g. Acknowledgements
4. Click the Continue button on the bottom of the page.
5. Verify the information you wish to proceed with by examining the two lists provided:
a. “You are copying the following:”
b. “You are not copying:”
6. Click the Continue button on the bottom of the page
7. Modify the Event Name and verify all information on the Event Details page.
a. Select the Mark the event as a Favorite checkbox if desired.
b. Click the Continue button on the bottom of the page.
8. Fill in all date and time information on the Key Dates & Times page.
a. Select the Allow Call Center Changes After Shutoff checkbox if desired.
b. Click the Continue button on the bottom of the page.
9. Fill in or verify details on the Event Contact Information page.
a. Enter information for Phone, Fax, Reservation Mailing Address, and Email.
b. Click the Continue button on the bottom of the page.
10. Verify that all needed affiliates appear on Add an Affiliate. If you need to add any additional
affiliates or organizers you may:
a. Select the Affiliate Lookup button to add from library.
b. Enter the PCC Code for an Affiliate and select the Add button.
c. Request Passkey build a new affiliate by selecting the Request Affiliate button.
d. Click the Save button on the bottom of the page.
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11. You have completed the Basics.
To Create New Event Using Event Express:
i) Select Create Using EventExpress
1. Step 1
a. Enter the name of the group in the Event Name field.
b. Enter the Event URL (if applicable).
c. Upload the event logo (if applicable).
2. Step 2
a. Enter the Start and End Event Dates.
b. Enter the Start and End Inventory Dates.
c. Enter Reservations Open and Shutoff Dates.
3. Step 3
a. Select a Room from the drop down list.
b. Enter the Number of Rooms for each night.
c. Enter the Rate for each night.
d. Enter Additional Guest fees (if applicable).
e. Add additional room types as needed.
f. Change Cancellation Policy if it varies from the default.
4. Step 4
a. Add additional Affiliates such as your meeting planner and other as needed.
5. Step 5
a. Customize Event Site Details (if applicable).
6. Click Continue
7. New Event Summary
a. Review page.
b. Click Save.
8. Send Email to Meeting Planner (optional).
a. Enter planner‟s email address in the To line.
b. Customize email message (if applicable).
c. Click Save and Send or Don’t Send Email.
Page 36

Multiple Property Events for HD Users (Single Property CityWide Access)
This section will cover Single Property CityWide
Access and the areas within Passkey affected by this
feature:
Initial Setup
Event Creation
Hotels & Inventory
Hotel Profiles
GroupLink Setup
GroupmasterLink Setup
Initial Setup:
To use this feature, an organization must first be created and associated to the requested
hotels by Passkey. Please call or email to have this one-time setup completed. Any additional
hotels that need to be added will need to be added by Passkey. If a username has not already
been created for the organization, one will be created by Passkey. This username(s) will be
used to create and manage multi-property events.
There can be up to three levels of participants in a multi-property event. They are as follows:
Type of
Participant
Organizer
(Primary Hotel)
Description
Passkey licensee hotel that creates and manages the event.
Has access to:
Hotel Profiles, GroupLink Setup, GroupmasterLink Setup, and Inventory for all
hotels in the event.
All reports for all of the hotels.
Smart Alerts.
Sister Properties Passkey licensed hotel which is part of the same property as the primary hotel. Any sister
property can be automatically added to the event.
Has access to:
Hotel Profile, GroupLink Setup, and GroupmasterLink Setup for that property only.
Block and Pickup Reports at all times.
All other reports and inventory control after the Cutoff date.
Smart Alerts.
Overflow hotels Any secondary hotel added to the event not associated with the primary hotel. Similar
abilities of a property currently involved in a Citywide event.
Has access to:
Hotel Profile, GroupLink Setup, and GroupmasterLink Setup for that property only.
Block and Pickup Reports at all times.
All other reports and inventory control after the Cutoff date.
Smart Alerts.
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Event Creation:
To create a multi-property event, the user must be logged in as the Organizer for the Primary Hotel. The event can
be created the same way as it currently is for a hotel user, either by copying a prior event or from scratch. The
EventExpress option is not currently available for multi-property events. To learn how to add the other hotels see
the Hotels & Inventory section.
Note: Unlike in Hotel Direct events, there is a Cutoff Date in a multi-property event. This Cutoff Date controls
when the hotels other than the Primary Hotel can manage inventory and run reports other than the Block and
Pickup Report. If the Primary Hotel would like all properties to have immediate access, set the Cutoff Date to a
past date (ex. 1/1/1970).
Hotels & Inventory:
When the event is initially created, it will automatically add the primary hotel to event. The Hotels & Inventory
page is slightly different for multi-property events. Here is an explanation of the new functionality:
Hotel Lookup - From the Hotels tab you can:
Add a hotel to your event by selecting the Hotel Lookup button – this button will open the Add a Hotel
screen where you can search either:
o By Name
o By City
o By State
Select the Search button
The resulting search will display all hotels meeting the search criteria. You can then select the appropriate
hotel(s) by placing a checkmark in the box to the left of the hotel name and then selecting the Add Selected
Hotels button at the bottom of the screen.
3. After selecting the appropriate hotels they will be added to the list of Current Event Hotels on the
main Hotel tab screen. Close the Hotel Lookup window after selecting your hotels.
4. If a hotel cannot be found in the Hotel Lookup list of hotels in the Passkey Hotel Library you can add
the hotel by clicking the Add Hotels button that will appear under the No Results Found heading.
This will display the Hotel Profile page where you can enter the required information on the needed
hotel.
Page 38

Add a Hotel
Sister Hotels – Adds all sister properties associated to the Primary Hotel, to the event. The Primary Hotel can
remove any of the Sister Properties that are not going to be participating in the event. Passkey can associate any
other Sister Properties that need to be added.
Hotel Request - this button will open the Request Hotel screen where you can enter the information on the hotel
you would like to have added to the Passkey Hotel Library.
� After selecting the Send Request button (not shown here), an e-mail will be sent to Passkey requesting
the addition.
Hotel Profiles:
Request a Hotel
Page 39

The Primary Hotel will have access to all participating hotel‟s Profiles by clicking on the Tools tab, and clicking on
Hotel Profile on the left menu. From there, the user can search for any of the sister properties and alter them.
GroupLink Setup:
The Primary Hotel has access to the GroupLink setup for all of the Sister Properties. To access the GL setup, go to
the Event Summary and click on the desired hotel in the GL section.
GroupmasterLink Setup:
Hotels will be able to use GroupmasterLink to view the queue of any associated property. When creating an event, all
associated hotels will be added to the event by default (no inventory is created except what was in the GML
message).
Page 40

Attendee Types & Payments
This section will cover Attendee Types & Payment
Plans and the functions associated with them. Items
covered include:
Adding Attendee Types
Adding Payment Plans
Associating Attendee Types with Payment Plans
Overview
Attendee Types within Passkey support the need to differentiate among event participants. Attendee Type
information includes the Attendee Type name and a code that uniquely identifies each type within Passkey. The code
can be used to identify and validate attendees at the time of booking, presenting available inventory based on their
Attendee Type. Passkey automatically generates a unique code that can be modified to suit your needs for each
Attendee Type by using a condensed form of the following formula:
For example, the name of the event is Librarian‟s International Conference, the Attendee Type is VIP, and the event
start date is 08/01/09.
LICVIP0809
Attendee Types and Passkey
Attendee types are significant as they have far-reaching effects throughout Passkey in the following areas:
Allocating hotel room block definitions: The Attendee Type is paired with every room type to generate
a sub-block.
Web reservations: You may require attendees to use a code to access inventory on the reservation Website.
Bridging registration and housing in RegLink connections: The Attendee Type code is used to
facilitate automatic transfers of registration data from third party vendors.
Payment Plans can be customized for each Attendee Type in an event. Options for each plan include payments
by credit card, other payments (such as checks), or no payment required (such as direct bill or guarantee to master).
All Payment Plans can be offered on the Attendee Web Site as well as shown in the Reservations form.
Page 41

Attendee Types & Payments
This screen displays a summary of all current Attendee Types as well as their corresponding Payment Plans and
settings.
Attendee Types & Payments
From the Attendee Types tab you can:
� Add Attendee Type – This button will navigate you to the Add Attendee Type screen where you can
create a new Attendee Type. (See instructions on following page.)
� Edit an existing Attendee Type – The Attendee Type column shows the name of the Attendee Type.
By default, the list is sorted alphabetically. Each type is a hyperlink to the Edit Attendee Type screen.
Please note – by default, every event has a type called Attendee. The number of reservations per session
is 1, a default payment plan of Credit Card is assigned, and none of the checkboxes on the Edit page are
checked.
� Add or edit an attendee access code – If an Attendee Type has a required Access Code (this is set
on the Add/Edit Attendee Type page), the code is shown here. If the code is required, it will show as a
hyperlink to the Edit Payment Plan screen. If not required, the code will show as plain text. This is
designed for RegLink users who need the Attendee Type codes for setting up RegLink. Displaying the code
as a link versus plain text will let you know which codes are required and which are not.
� Add code – This link is only shown in the Attendee Type name row. Clicking this link will open the Add
Another Code to [name of Attendee Type] pop-up window. From here you can enter an additional
code for that particular Attendee Type. As other type codes are added, the name of the new type code
will be shown indented on the following line along with the original type code and the Delete button. From
this pop-up window, the Name of new Code and Code are required.
� Reserv./Session – This column displays the maximum number of rooms an attendee can make
reservations at one time on a visit to the Attendee Web Site.
� Edit the Assigned Payment Plan – This hyperlink is the name of the currently assigned Payment Plan.
Clicking the link will navigate to the Assign Payment Plan To screen. If the payment plan is the default
plan, the word (Default) will appear after the plan name.
� Guarantee Required – This field indicates if the assigned payment plan‟s guarantee is required (Yes) or
not required (No).
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� Delete an attendee type – This icon will delete the attendee type. A warning is displayed prior to
deleting the Attendee Type. The type cannot be deleted, after a reservation has been made using the
type. If the type cannot be deleted the icon will not be displayed.
The Add Attendee Type button on the Attendee Type page displays the following page:
Add an Attendee Type
The only difference between the Add Attendee Type and Edit Attendee Type pages are the header title and
default fields. On the Edit Attendee Type page the name of the Attendee Type is filled in along with any
previously checked boxes.
� Attendee Type – This text box will show the Type name and can be edited by the user. The attendee
type name must be unique within the event.
� Reservations per Session – This drop down list controls how many reservations this attendee type can
make when using the Attendee Web Site. Up to 20 reservations can be made, per session, on the
Attendee Web Site.
� Access code required for reservations – This checkbox controls whether or not a code will be required
for reservations to be made on the Attendee Web Site. If the box is checked, the Code field will be
displayed and an access code will be required to make reservations for this Attendee Type. If not checked,
this field is hidden.
� Code – This text box contains the type code value and can be edited. The default code (consisting of the
first letters of the event, type, and event date) will still be used. This field is hidden if the Access code
required for reservations checkbox is unchecked. Please note this value must be unique across the
entire Passkey database.
� Show link for additional reservations – This checkbox controls the Make another reservation link.
The link is shown on the last page of an Attendee Web Site. Checking the box will display the link.
� This group has guaranteed their blocks – This checkbox determines if the Type is marked as
guaranteed on the Block and Pickup reports. Checking the box will mark the type as guaranteed and the
rooms associated with this type will appear in the Guaranteed row of the Block and Pickup Reports.
� Rollup this type into Group on Block and Pickup Report – This checkbox determines if the Type is
rolled-up into Groups on the Block and Pickup reports. Checking the box will roll-up the type.
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� Enable Room List Manager – This checkbox will allow Room List Manager level users to select this type
in the Room List Manager product. If the box is checked, the Start Date, End Date and Assign Users
fields are displayed. Otherwise, the fields are hidden.
� Start Date – This textbox is the start date for Room List Manager access for Room List Manager level
users. On the right-side of the textbox is the standard calendar icon for selecting a date. Please note, this
field is required if the Enable Room List Manager checkbox is checked.
� End Date – This textbox is the end date for Room List Manager access for Room List Manager level users.
On the right-side of the textbox is the standard calendar icon for selecting a date. Please note, this field is
required if the Enable Room List Manager checkbox is checked.
� Assign Users – All Room List Manager level users associated with the user‟s Affiliate are shown in the
left-side list box. The user can move users to the right side (enabled for RLM event access) by using the
Add button. The user can move users to the left side (disabled for RLM event access) by using the
Remove button. Both list boxes should support standard multiple selections (using the Shift and Control
buttons). Please note, you can save with any number of users enabled (moved to the right-side).
� Save – Clicking this button will validate all fields and save the values if no errors are found. The user will
remain on the page after saving and the Last Modified field at the page bottom will be updated.
� Cancel – Clicking this button will revert to the Attendee Type’s last saved values.
Page 44

Click Attendee Types & Payments on the left hand (the default is Attendee).
From this page you can:
� Add additional types
� Edit an access code
� Add additional codes
� Delete a code
.
Attendee Types – Workflow Summary
A. Click Add Attendee Type on the top right hand corner to add additional types.
1. Fill in the name and hit the TAB key.
2. Select the number of reservations allowed per session for this specific Attendee Type.
3. Indicate if an access code is required to book reservations online by checking to first checkbox (the
default is “off”).
4. Check Show link for additional reservations if desired.
5. Check This attendee has guaranteed their blocks if desired.
6. Check Roll guaranteed blocks up in reports if desired.
7. Click Save on the bottom of the page.
B. To edit Access Codes, click on the name of the Attendee Type whose access code you wish to edit.
1. Make all necessary changes in the code box.
2. Click Save on the bottom of the page
C. To add an additional Access Code, click on add code to the right of the Attendee Type you wish.
1. Fill in the name for the new code.
2. Fill in the additional code.
3. Click Save on the bottom of the page.
D. In order to delete a code you must select the delete icon (in the shape of a trashcan) next to the code
you no longer wish to use.
Page 45

Assigning Payment Plans
By default all Attendee Types are assigned to the default Payment Type (Credit Card). You can edit an
assigned payment plan from the Attendee Types tab page.
Please note: You must set up your Payment Plans before you can assign or edit the assigned plan from this page.
Attendee Types with Assigned Payment Plans
Select the Assigned Payment Plan for the corresponding Attendee Type.
Page 46

The Assign Payment Plan to [Type name] page appears.
Assign Payment Plan
From the Assign Payment Plan to: [Type name] page you can:
� Guest Guarantee Required – Select the radio button option to determine which type of plan you want to
apply to the Attendee Type.
� Select the appropriate Payment Plan from the drop down list.
� The content of the page will change based on the Guest Guarantee Required and Payment Plan
options you have selected.
� Create a New Payment Plan – If none of your current payment plans are appropriate you can create a
new payment plan from the Create a New Payment Plan link. This link will take the user to the Add a
Payment Plan screen populated with the default settings.
Page 47

Edit the Assigned Payment Plan
From the Payment Plan screen select the payment plan you would like to edit.
From the Assign Payment Plan to [name of Attend Type] pop-up window you can:
� Guest Guarantee Required – This radio button controls whether guarantee required or guarantee not
required payment plans are shown in the Payment Plan drop down list. The default selection is the value
of the currently assigned payment plan.
� Payment Plan – This drop down list controls which payment plan is assigned to the Attendee type. If
Guest Guarantee Required is set to Yes, above is checked, it will display all payment plans that require
a guarantee, in alphabetical order. If the Guest Guarantee Required is set to No, the list will show all
plans in alphabetical order that do not require a guarantee.
� Create a new Payment Plan – This link will take the user to the Add a Payment Plan screen
populated with the Passkey default settings. Any changes on the page will not be saved.
� Save – Clicking this button will save your changes/updates. After saving, you will be taken to the
Attendee Types page.
� Cancel – Clicking this button will revert the Payment Plan to the last saved values and bring you to the
Attendee Types page.
Page 48

Payment Plans
Passkey allows customized Payment Plans for each Attendee Type in an event. Options for each type include
payments by credit card, other payments (such as checks), or guest guarantee not required (such as direct bill or
guarantee to master). Payment Plans are also used to control which payment methods are accepted on the
Attendee Web Site and on the Reservations form.
By default, a single payment plan called Credit Card Only is created. This plan will accept only credit cards on the
web site and, by default, is automatically associated with all types. Other payment plans will allow other payments to
be accepted on the web as well as reservations that do not require a guest guarantee.
Current Payment Plans
� This section contains an overview of all created plans. From here, you can create a new plan, edit or delete
existing plans, and assign the default plan for types.
Add Payment Plan
� Selecting this button will take you to the New Payment Section.
Payment Plans
Payment Plan
� Each payment plan is listed in the table in alphabetical order. Clicking the plan name will navigate to the
Edit Payment Plan screen.
Guarantee
� Yes if a Guest Guarantee Option is required.
� No if a No Guest Guarantee option is required.
Assigned To
� Show each type that is assigned to the corresponding payment plan. Types are listed in alphabetical order.
Current Default / Default Plan
� The current default plan will have the text Current Default in this column.
� All non-default plans will have the Make Default button in this column. Clicking this button will make that
plan the default plan for all newly created types.
Trash Icon
� Selecting this button will delete the payment plan. This button is disabled if any active reservations are
associated within the type. Deleting a Payment Type cannot be undone.
Page 49

Add Payment Plan
Add Payment Plan
To create a new payment plan, click the Add Payment Plan button on the Attendee Types & Payments page.
All fields will automatically be set to the Passkey default setting.
Guest Guarantee Required:
Using this setting will determine if the attendee is required to enter payment information on the web site. It
can be configured to accept credit card and/or other forms of payment, or you can decide to not require
payment information on the web.
Yes – (Default) Guest guarantee required: Show Guarantee Required fields
No – Guest guarantee not required: Show No Guarantee Required fields
Guest Guaranteed Required Payment Plans:
Accept Payment By:
These two checkboxes determine if the user can pay by credit card or use alternative forms of payment (checks,
money order, etc.). At least one checkbox must be selected when saving the page.
Credit Card – (Default) Checking this will accept Credit Card payments.
Non-Credit Card – Checking this field will accept Non-Credit Card payments.
Note – This field is only shown if Guest Guarantee Required is set to Yes, otherwise it is hidden.
If Guest Pays with a Credit Card:
Plan Name for Internal Use
This is the payment plan name shown internally in the Passkey application and not visible to the guest.
It will be displayed on the main tab in the Payment Plan column.
The payment field will support any standard alphanumeric character. This Payment Plan name must
be unique within the event.
Display Name:
This is the payment plan name displayed on the Attendee Web Site.
Add a Payment Plan
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Instructions/Disclosures:
This text will appear on the web site along with the payment requirements. Information might include
the fact that a credit card will not be charged at this time and that a valid credit card will be required
on arrival. This is a required field.
Card must be valid through check out date:
Click this box if you require the credit card to be valid through the guest‟s checkout date.
If Guest Does Not Pay With A Credit Card - Non-Credit Card Guarantee Payment Plans
Instructions/Disclosures:
Textbox is used to input any special instructions for the payment plan. It is shown, on the Attendee
Web Site, after the user selects the corresponding option in the Payment Plan drop down list. This
information is required.
Reservation Payment Notes:
Textbox is used to enter Other Payment Notes. This is only used internally and will be displayed on
the Reservations form when this payment plan is selected.
Display Name:
Textbox is used for entering the display name in the Payment Plan drop down list on the Attendee
Web Site.
Guest Guarantee Required – Guest Does Not Pay With Credit Card
Page 51

Payment Due:
To make an entry in this field place a checkmark in the box.
This entry allows you to specify how long the attendee has to send in the payment.
This is a numeric field.
No Later Than This Date:
To make an entry in this field place a checkmark in the box.
This entry is used to show the last date for receiving payments for this payment plan.
This is a date field.
The calendar icon displays a standard pop-up calendar for selecting a date.
Additional Reservation Instructions for Attendee: For example, this field can be used to request
information from an attendee on the Attendee Web Site.
Activate comment field on reservation form: Placing checkmark in this box will provide the attendee with
a comment field where they can enter any information requested in the Additional Reservation
Instructions for Attendee field.
No Guarantee Required Payment Plans
Guest Guarantee Required:
� Radio buttons should be set to No.
Guarantee Instructions:
� Textbox is used to input any special instructions for the payment plan. These instructions display on
the Attendee Web Site after you select the corresponding option in the Payment Plan drop down
list.
No Guest Guarantee Required
Page 52

Reservation Payment Notes:
� Textbox is used to enter Payment Notes. This is only displayed internally and will be displayed on
the Reservation form when this payment plan is selected. This information is required.
Received
� This checkbox is used to denote if the Received flag is checked when using this payment plan. The
default setting is unchecked. The checkbox must be checked for Guarantee to Master billing.
Amount
� This textbox is used to denote the default value for reservations in the Other Payment Amount
field. Only numeric values with a maximum of two decimal places are accepted.
Reference Item
� This textbox is used to denote the default value for reservations in the Other Payment Reference
Item field.
Check Number
� This textbox is used to denote the default value for reservations in the Other Payment Check
Number field. Only numeric values are accepted.
Date Received
� This textbox is used to denote the default value for reservations in the Other Payment Date
Received field. Only standard date values are accepted.
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Edit Payment Plan
Edit Payment Plan
To edit a Payment Plan, click any of the corresponding Payment Plans listed in the Current Payment Plans
section of the Payment Plans tab.
Edit Payment Plans
Edit Payment Plan Types
� The name of the plan is displayed in the first line of the header which appears in the blue box.
� All associated types to the payment plan are shown in the header as well (for non-default plans) using the
text: Editing this information will affect payment plans for the [type1], [type2], etc.
� If the plan shown is the default plan, the text will be displayed: Editing this plan will affect all types
using the default payment plan.
Edit Payment Plan – Guest Guarantee Required with Credit Card
Page 54

To edit the plan, make all necessary changes and select Save. For field values and descriptions, please see the Add
a New Payment Plan section.
Guest Guarantee Required
Guest Guarantee Required:
� Radio buttons should be set to Yes.
Will display to attendee as
� This is static text (it cannot be changed) for credit card payments. It is displayed on the web site in
the drop down list for the attendee to select the payment plan. In this example the text is Display to
Attendee as: “Credit Card Payment”.
Instructions/Disclosures
� This area is used to input any special instructions for credit card payments. It is shown after you
select the Credit Card Payment option in the payment drop down list. This information is required.
Card must be valid through check-out date
� If this checkbox is checked, the expiration date of the credit card must be on or after the reservation
check-out date. By default this option is unchecked.
No Guarantee Required Payment Plans
Valid Credit Card Required
Guest Guarantee Required:
� Radio buttons should be set to No.
Guarantee Instructions:
� Textbox is used to input any special instructions for the payment plan. These instructions display on
the Attendee Web Site after you select the corresponding option in the Payment Plan drop down
list.
Reservation Payment Notes:
� Textbox is used to enter Payment Notes. This is only displayed internally and will be displayed on
the Reservation form when this payment plan is selected. This information is required.
Received
� This checkbox is used to denote if the Received flag is checked when using this payment plan. The
default setting is unchecked. The checkbox must be checked for Guarantee to Master billing.
Amount
� This textbox is used to denote the default value for reservations in the Other Payment Amount
field. Only numeric values with a maximum of two decimal places are accepted.
Reference Item
� This textbox is used to denote the default value for reservations in the Other Payment Reference
Item field. Only numeric values are accepted.
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Check Number
� This textbox is used to denote the default value for reservations in the Other Payment Check
Number field. Only numeric values are accepted.
Date Received
� This textbox is used to denote the default value for reservations in the Other Payment Date
Received field. Only standard date values are accepted.
Edit Payment Plan – No Guest Guarantee Required with Direct Bill
Page 56

Payment Plans – Workflow Summary
Click Attendee Types & Payments on the left hand.
From this page you can:
1. Add Payment Plans
2. Edit Payment Plans
A. Click Payment Plans and select Add Payment Plan on the top right hand corner.
1. Decide if the plan will be Guest Guarantee Required using the yes or no radio buttons.
2. Complete the appropriate fields for this plan.
i. Plan Name – e.g. Master Bill, Direct Bill, etc.
ii. Instructions/Disclosure – this information appears on the attendee website and to
CRO agents.
iii. Reservation Payment Notes – internal notation use only and required.
3. Click Save on the bottom of the page.
4. Select the Attendee Types tab on the top left hand corner.
5. Click on the name of the current Assigned Payment Plan next to the type you wish to assign
your newly created plan.
6. Decide if this Attendee Type will be Guest Guarantee Required using the yes or no radio
buttons.
7. Select the desired option from the Payment Plan dropdown list.
8. Click Save on the bottom of the page.
B. Click Payment Plans and select the plan you wish to edit
3. Make all necessary changes to the appropriate fields for this plan
4. Click Save on the bottom of the page
Page 57

Commerce/Cancellation Details (CityWide Events Only)
This section will cover the Commerce/Cancellation Details
and the functions associated with them. Items covered
include:
Add a Default Event Cancellation Policy
Confirming Accepted Credit Cards
Creating tiered cancellation fees and dates
HotelDirect users do not have access to this section.
Overview
From the Cancellation Policy page you can:
� Add the event cancellation fee instructions.
� Determine which credit cards will be accepted for the event.
� Determine various cancellation dates and corresponding fees that would be charged to attendees cancelling
their room reservation for the event.
Cancellation Policy
To add the review accepted credit cards and add cancellation instructions to the Edit Commerce Details:
Click the View/Edit button.
Edit the list of accepted credit cards by removing the checkmark for any card that will not be accepted.
Add the Default Event Cancellation Policy.
Click Save.
Please note the Default Event Cancellation Policy will pre-populate to all hotels if this information is set prior to
hotels being associated to the event. If hotels have already been added to the event, the Default Event
Cancellation Policy entered here will need to be manually added to each hotel‟s cancellation policy.
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To edit the Cancellation Details:
Click the View/Edit button.
Click the Add Detail button.
Add the cancellation fee in the Cancel Fee box (enter the number only with no $).
In the Start Date field enter the date you want to start charging the cancellation fee.
Click Save.
This process can be repeated if you want to set Cancellation Fees for various dates.
Please Note: Once your event has been approved by Passkey, you will no longer be able to edit the Cancellation
Policy information.
Edit Commerce Details
Page 59

Acknowledgement Management
This section will cover reservation Acknowledgements
and the functions associated with them.
Acknowledgements for New, Modified, and Canceled
reservations can each be customized. Three methods can
be used to send Acknowledgements to attendees:
E-mail
Fax
Mail
Overview
Passkey automates the entire reservation acknowledgement process by:
Automatically sending the acknowledgement when the reservation is made, modified, or cancelled.
Offering multiple delivery modes (e.g., email, fax, or mail).
Offering the ability to customize acknowledgement content.
Automatically attempting multiple methods of delivering the acknowledgements.
Acknowledgement Templates:
A template is the default file that contains the acknowledgement text to be sent out in the acknowledgement. When an
event is created, Passkey automatically uses a default template when it needs to create an acknowledgement.
For each event, there are nine (9) possible templates. Each of the three (3) acknowledgement delivery modes -
email, fax, or postal mail – is mapped to each reservation activity (e.g., a new, modified, or cancelled reservation).
The chart and graphic below illustrate the nine (9) acknowledgement templates:
Delivery Method
Reservation Activity EMAIL FAX MAIL
New New EMAIL New FAX New MAIL
Modified Modified EMAIL Modified FAX Modified MAIL
Cancellation Cancellation EMAIL Cancellation FAX Cancellation MAIL
The system contains a default version of all nine templates. These templates can be utilized as they appear or they can
be customized to reflect any required changes.
Approximate times required to complete each delivery method are as follows:
Email: just a few minutes
Fax: up to 2 hours
Mail: this depends on how often you download your mail zips and the speed of the Postal Service
Page 60

Acknowledgement Status
Acknowledgment Customizations
Before deciding to customize the templates, it is best practice to view the default templates first.
Customization is a simple procedure. The defaults consist of a text template (one for each type of
acknowledgement/delivery-mode combination) that has two components:
Acknowledgement text
Acknowledgement tags (e.g., hotel name, arrival date, or room price)
Tags and text can be edited to create a customized acknowledgement template.
NOTE: Some tags are required, these tags are noted with an asterisk (*). A template cannot be saved without
including all required tags. Also, some tags are only available for the HTML version of E-mail Acknowledgements,
so they may not be visible or usable in other templates. Refer to Appendix C, Acknowledgement Tags, for a
full list of Acknowledgement Tags.
Acknowledgement Processing Controls
Acknowledgements can be active or inactive. In addition, individual template types (e.g., new reservation by email,
modified reservation by fax, etc.) can be turned off or on.
If acknowledgement processing is Active, the system attempts to send an acknowledgement for the event.
The system checks for the presence of acknowledgement templates for each reservation activity (email, fax, or
mail) in this sequence:
1. Email
2. Fax
3. Mail
For example, if email and fax delivery modes are turned “Off” for New reservations, the system will see if Mail is
turned “On” to process an acknowledgement file for mail delivery each time a new reservation is made. If mail
delivery is also turned Off, acknowledgements will not be generated.
Page 61

Acknowledgements and Marketing
Reservation acknowledgements are a great way to market the event. For example, promotional messages can be
included (i.e., coupons, logos). Many Planners and Affiliates leverage acknowledgements for this purpose. They
want the text to look professionally written and arranged. This may require adding graphics to the
acknowledgement. Passkey generates acknowledgements in three different file formats that you choose: Plain
Text, HTML, and Rich Text Format.
Plain text is used when the acknowledgement message does not need graphics or custom font. Graphics cannot
be added to Plain text acknowledgement files. Email acknowledgements are in Plain text only. There are things
that can be done to call attention to certain portions of the acknowledgement in Plain text such as using ***several
asterisks*** or by USING ALL CAPITAL LETTERS.
HTML Format is only offered for Email Acknowledgments. It is the most versatile of the available formats, and is
used when the acknowledgement message needs a higher level of customization (i.e., custom fonts, layouts, or
graphics). Using standard HTML formatting, acknowledgements can include any graphic(s) that are posted on
the internet. This format gives almost unlimited options for the layout and content of the Acknowledgements.
With this particular format, it may be easier to copy the HTML code to an HTML editor, make the necessary
changes, then copy and paste the code into Passkey. Passkey can assist with the design and customization of
HTML acknowledgements (fees may be applicable, depending on the level of intricacy). Sample HTML
Acknowledgments can be found at http://www.passkey.com/Samples/HTMLAcks.
Please remember that using large, custom graphics, objects, and style sheets (as well as other kinds of HTMl)
can drastically affect the layout and format of the acknowledgement. Please make sure to test your
customizations thoroughly before turning the HTML acknowledgements on.
Some Acknowledgement tags can only be used in the E-Mail template and only while using the HTML format.
These tags are Event Logo, Hotel Logo, AddRoomRateInfo_html, and AddPersonInfo_html. Please see
the section below on editing HTML Acknowledgements for additional information on these tags and how they work.
Rich Text Format (RTF) is used when the acknowledgement message needs a higher level of customization
(i.e., custom fonts or graphics). Fax and mail acknowledgements are available in RTF format. RTF is a widely
accepted text file format that is compatible with virtually all automated systems. Because it supports special
formatting and graphics there is a procedure that is performed to get the RTF files into and out of the system:
1. Download a default or custom acknowledgement file to your workstation
2. Pass the file through a RTF editor (e.g., Microsoft Word)
3. Format the text and add graphics, if appropriate
4. Save the file as an .rtf file
5. Upload the file to Passkey
Acknowledgements and Postal Mail
Email and fax acknowledgements are automatically sent by Passkey. If mail is chosen as the acknowledgement
delivery option, a printed copy of a generated acknowledgement file can be generated and then sent to the
attendee through the mail service. Please note, this process must be done manually and is not automated by
Passkey.
Passkey's mail acknowledgement option facilitates another purpose. Sometimes emails or faxes are not delivered
for a variety of reasons (typically a misspelled email address or incorrect fax number). The result is the same - the
acknowledgement is not delivered. When this situation is detected, the system automatically drops the email or fax
acknowledgement into a mail bin. When an attempt is made to download a Mail Zip, the user is notified that one
or more Zip files are available for downloading. You can then view the acknowledgements and make any
necessary changes to have them go out via mail or fax.
Editing and Viewing Acknowledgements
There are several operations to be performed for maintaining and working with acknowledgements:
� Access Passkey acknowledgements
� Define the Passkey acknowledgement processing options
� Edit and view the acknowledgement templates
� Download and edit RTF templates
� Download Mail Zips for mailers
Page 62

Editing Acknowledgement Features
Prior to viewing or editing acknowledgements, use the search function to locate the event you want to edit.
After selecting the appropriate event, the Event Summary page for that event will be displayed. To access the
Acknowledgements section, you can either select Acknowledgements from the navigation list on the left side
of the screen or you can select the View/Edit button from the Acknowledgements event summary pane.
Acknowledgement Processing Controls
1. By default, acknowledgements are Active. To suppress all system automated acknowledgements, un-check
the ACKNOWLEDGEMENTS ACTIVE checkbox. Then click the SAVE button. Turning acknowledgements
off is a useful feature when acknowledgements are being generated from a third party.
Acknowledgement Controls
Note: Un-checking the ACKNOWLEDGEMENTS ACTIVE checkbox has the same effect as un-checking all
EMAIL, FAX, and MAIL checkboxes. Also, if reservation activity is taking place and Acknowledgements
are inactive, making Acknowledgements active will not retroactively send out Acknowledgements.
2. To suppress individual acknowledgement options, uncheck any of the appropriate check boxes. For example,
to suppress email acknowledgements for New reservations, uncheck the box next to New in the Email
column.
3. Click the Save button to save your changes.
4. To choose the file format for the acknowledgement delivery options, click the dropdown box in each option:
� Email: Offered in Plain Text and HTML
� Fax: Offered in Plain Text and RTF
� Mail: Offered in RTF only
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Format Options
Note: If you choose RTF, be aware of the procedures associated with RTF templates.
5. To specify the From name in an acknowledgement email, enter the name in the Email Display Box and click
the Save button. The Email Display Name will appear in the From address of the email acknowledgement:
For example: Colony Inn Reservation Acknowledgement
Note: This field allows a maximum of 40 characters. Blank spaces count as characters. The following
special characters are not allowed by the system:
( ) < > @ , : ; / “ . [ ] |
Attempting to use these characters in the Email Display Name field produces an error message and does
not allow the page to be saved until corrected.
6. To edit an acknowledgement, click the Edit Email, Edit Fax, or Edit Mail tabs from the Template Status
page.
Editing Acknowledgement Templates
All acknowledgement editing is done from the Template Setup page. If no changes are made, the default
template will automatically be applied for that event's acknowledgements. Prior to making modifications to an
event's acknowledgements, the following message appears at the top of the page:
This Event is New and is using the Default Acknowledgement
Template, please edit and save each Template.
Page 64

Editing Plain Text Acknowledgement Templates
Plain Text Template Function Buttons
These task buttons are available to perform plain text template functions. Be sure to specify the
type of template (e.g., New, Modification, or Cancellation) in the Email (Fax) Template
field:
� Clear Template: Clears the active (visible) template
� Copy Default: Copies the default template into the current template editing area.
� Undo: Undoes any work completed since you accessed the page or last saved your work
� Save Template: Saves your edited template
� Generate Preview: Generates a preview of the current template at the email or fax address
you specify. Make sure you have defined the target email or fax address in the Preview
Destination (Email/Fax) field.
Editing Plain Text Templates
1. Click the appropriate editing tab (i.e., Email or Fax) to view or edit the acknowledgement. The
Template Setup page will then appear.
2. Select the template to be edited from the template drop down box (i.e., New, Modification, and
Cancellation).
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Template Selection for Editing
3. To edit text, simply select the desired text and type over it or delete it. Click anywhere in the
template and type additional text. Press the ENTER key to create a new paragraph.
4. To insert acknowledgement tags:
� Place the cursor in the document where the tag is to be inserted. Select a tag from the
acknowledgement tag box on the right and click the arrow button between the template and
the tag column to insert the tag.
� The tag name must be typed exactly as listed. Do not include spaces inside the braces and
the tag name. Make sure there are spaces outside the double braces.
Note: If a required tag is missing, the changes made to the template cannot be saved all
changes are cleared, and the template is returned back to the system's default template.
Also, do not manually change tags as it may not pull the information correctly. It is important to
preview all formats to ensure that acknowledgements are set up correctly in the template.
5. To clear a template, click the Clear Template button. The content is cleared from the template
so a new customized template can be created.
6. To restore the default template, click the Copy Default button. This replaces any customized
templates with the default template.
7. To erase edits before saving a template, click the Undo button. All edits since the beginning of the
editing session (or the last time the edits were saved) are rolled back.
8. To save the edits, click the Save button. The template can be saved anytime during an editing
session. If the work is not saved, the user is prompted to do so before exiting that screen.
9. To preview the edited template, fill in the Preview Destination box with an email address or fax
number that is readily accessible. Click the Generate Preview button. The email or fax is sent to
the address so it can be viewed.
Note: Generate and save previews for all acknowledgement types.
Remember that some tags are required: Last Name, Confirmation Number, Hotel Name,
Arrival Date, and Departure Date. If a required tag is accidentally omitted and you press the
Save button, you will be requested to correct the error.
Note: It may be necessary to scroll down to find the proper insertion point in the template for
the desired Acknowledgement Tag in the Acknowledgement Tags list.
Page 66

Editing HTML Acknowledgement Templates
HTML Template Function Buttons
These task buttons are available to perform plain text template functions. Be sure to specify the
type of template (e.g., New, Modification, or Cancellation) in the Email Template field:
� Clear Template: Clears the active (visible) template
� Copy Default: Copies the default template into the current template editing area.
� Undo: Undoes any work completed since you accessed the page or last saved your work
� Save Template: Saves your edited template
� Generate Preview: Generates a preview of the current template at the email address you
specify. Make sure you have defined the target email address in the Preview Destination
field.
� View in Window: Generates a preview of the current template in a separate viewing
window.
Page 67

Editing HTML Templates
1. Click the Edit button in the email section to view or edit the acknowledgement. The Template
Setup page will then appear.
2. Select the template to be edited from the template drop down box (i.e., New, Modification, and
Cancellation).
Template Selection for Editing
3. To edit the template, simply edit the text or HTML code to match your desired results. It may be
easier to copy the HTML code into an external HTML editor, make the necessary changes, and copy
and paste the code into the template field.
Note: Any graphics or content that are included in the HTML Acknowledgement need to be posted
on the internet.
4. To insert acknowledgement tags:
� Place the cursor in the document where the tag is to be inserted. Select a tag from the
acknowledgement tag box on the right and click the arrow button between the template and
the tag column to insert the tag.
� The tag name must be typed exactly as listed. Do not include spaces inside the braces and
the tag name. Make sure there are spaces outside the double braces.
Note: If a required tag is missing, the changes made to the template cannot be saved all
changes are cleared, and the template is returned back to the system's default template.
Also, do not manually change tags as it may not pull the information correctly. It is important to
preview all formats to ensure that acknowledgements are set up correctly in the template.
Some of the new HTML-only tags insert all of the required HTML code and text to draw tables
and print the requisite headers. For example, AddRoomRateInfo_html will draw an HTML table with
all of the additional guest charges, properly formatted and labeled. This can save you a lot of time, plus it
looks professional as well! Experiment with the new tags to discover the combinations that work best for your
acknowledgement.
The Hotel Logo and Event Logo Tags
These two tags automatically insert the proper images into the HTML acknowledgement that gets sent out.
The Event Logo tag inserts the event logo image that you have used for your Attendee Website, if it
exists. If it does not exist, the tag will not function, and you will receive a warning. The Logo is
always inserted in the upper right of the acknowledgement – its location cannot be changed.
The Hotel Logo tag, if used, inserts a hotel logo in the upper left of the
acknowledgement (its location cannot be changed). For HotelDirect events, the logo of
the hotel should appear in your preview. For CityWide events, since it is impossible to
know which hotel is being referenced until the acknowledgement is generated and sent,
it is not possible to display the actual hotel logo in the preview. It will, however, display
the proper hotel‟s logo in the actual HTML acknowledgement that is generated and sent.
Note that if there is no hotel logo in a particular hotel‟s Passkey profile, this tag will not
function for any reservations made at that hotel.
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5. To clear a template, click the Clear Template button. The content is cleared from the template
so a new customized template can be created.
6. To restore the default template, click the Copy Default button. This replaces any customized
templates with the default template.
7. To erase edits before saving a template, click the Undo button. All edits since the beginning of the
editing session (or the last time the edits were saved) are rolled back.
8. To save the edits, click the Save button. The template can be saved anytime during an editing
session. If the work is not saved, the user is prompted to do so before exiting that screen.
9. To preview the edited template, fill in the Preview Destination box with an email address that is
readily accessible. Click the Generate Preview button. The email is then sent to the address so
it can be viewed. Please see the note above on the Hotel Logo tag.
Note: Generate and save previews for all acknowledgement types.
Remember that some tags are required: Last Name, Confirmation Number, Hotel Name,
Arrival Date, and Departure Date. If a required tag is accidentally omitted and you press the
Save button, you will be requested to correct the error.
Note: It may be necessary to scroll down to find the proper insertion point in the template for
the desired Acknowledgement Tag in the Acknowledgement Tags list.
Editing RTF Templates
Only fax-based and mail-based acknowledgement templates can be generated in RTF. Emails do
not have a RTF file option as they cannot be accepted through the majority of email protocols.
To leverage the formatting and graphics capabilities offered in RTF, a RTF template is
downloaded and run through a RTF editor (e.g., Microsoft Word) for editing. The edited RTF
file is then loaded into the system.
RTF processing is executed on the RTF Setup page. There are several editing options for RTF
acknowledgements:
� Download/edit/upload a RTF template
� Copy the default RTF template
� Copy a template from another event
� Preview how an acknowledgement appears to attendees for that event
To initiate RTF editing:
1. Click the Edit Fax or Edit Mail tab (when Template Format is set to RTF). The Fax or Mail
Instructions page will be displayed.
The RTF editing commands can now be accessed.
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Rich Text Editing Commands
To download, edit and upload an RTF template:
1. Click the appropriate Download button. The File Download dialogue box appears.
2. Make sure the "Save this file to disk" radio button is selected and click the OK button. The Save As
dialogue box appears.
3. Select the desired file location on the computer from the Save In dropdown menu.
Note: The Save As Type field says Rich Text Format. Passkey recommends using Microsoft Word
for making any changes to the formatting of your templates. Always be sure to save the changes
as an RTF file (.rtf) rather than as a Word Document (.doc).
4. Once the template download process is complete, it is possible to view and make changes (e.g.,
using a different font or bold formatting) to the acknowledgement. A company or event logo may
be added to the template at this time.
Note: RTF templates must be under two pages in length and the file size must not exceed 500
KB total for both text and graphics. To keep file size under this limit, any graphic in the document
should be small in size (less than 4"x 4"), black and white/grayscale, and saved in JPEG (.jpg)
format.
It is critical to follow the instructions from Microsoft explaining the necessary steps to reduce RTF
file size for RTF documents containing graphics. Please go to www.microsoft.com for further
information.
Note: Some tags are required and are noted with an asterisk (*). Do not manually change tags
as it may not pull the information correctly. Refer to Appendix C for those requirements and a full
list of Passkey tags.
5. Save the document as an .rtf file. The file can now be uploaded into the system.
6. In the Upload Templates area, enter the edited RTF file path for the appropriate
acknowledgement type (e.g., New, Mod, or Cancel). One or all of them can be uploaded at once, as
long as the appropriate path is selected.
7. Click the Upload Templates button. The edited RTF template(s) are now uploaded into the
system.
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The RTF templates are ready for Passkey acknowledgement processing. Note that:
� Faxes are automatically rendered in RTF and sent out, if fax acknowledgements are set to RTF
format.
� Mailer acknowledgements are sent to a mail zip file. The zip files will need to be manually
downloaded, printed, and sent via postal mail.
Mail Zips
Mail Zips are generated once every 24 hours. A .zip file is created after midnight each night for
the previous day's acknowledgement activity. It is necessary to download the .zip file for each
event, then print and mail the acknowledgements to attendees for that event. For weekends
and holidays, there may be several days' worth of .zip files generated.
In order to extract the acknowledgements in RTF form, a Zip utility is needed, such as
WinZip or PKZip.
If a Zip utility is not already installed, consult with your Systems Administrator about selecting a
Zip utility, performing the installation, and running the utility for the first time.
Note: All Mail Zips are purged from the system 30 days after they are created.
To initiate the Mail Zip download process:
1. Click the Mail Zip tab
2. Enter the Search Start Date and End Date
Note: Remember that Mail Zips for a particular day are not available until the morning of the
following day.
3. Click the Search button. If the system finds mail acknowledgements for the event in that date
range, they are displayed under Zip Files Found.
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Mail Zip Search
4. Click the desired Zip file link.
5. When the file download box pops up, click the Save or Open button, depending on your
preference.
6. Acknowledgement documents are shown as their own RTF document.
7. Click the Extract button within the header of the WinZip download box.
8. You are prompted to extract to a location on your computer.
NOTE: It is recommended that you setup a “Mailed Acknowledgement” folder for each
event.
9. Select the folder to save the mailed documents.
10. Select All Files and click on the Extract button. Files are automatically saved to the folder.
NOTE: Files names are the acknowledgement number of the reservation.
11. Select files in folder and print acknowledgements to be mailed.
If you are searching for acknowledgements over more than one day, you must do the
following before printing:
� Go through Steps 1-10 as noted previously except in the date fields, add the date span
you are searching.
� You are presented with a list of files in date order of acknowledgements that need to be
mailed.
NOTE: Mailed acknowledgement files are saved daily into separate files.
� Open each of the files in date order, click Extract, and start saving the documents to
the designated event folder.
As you open each file and save to the designated folder, you may be prompted to overwrite
some files. This is due to a reservation that has been changed since the prior day.
As you open each of the files in date order and save to the designated folder, the system gives
you the opportunity to overwrite the first acknowledgement with the latest status so you can
send out only the most recent acknowledgement to the attendee.
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For example, a new reservation is made on Tuesday and then modified on Wednesday. On
Thursday, you are pulling the mailed acknowledgement files for Tuesday and Wednesday.
Therefore, you now have two acknowledgements for the same reservation – one as a new
reservation and one as a modification.
Acknowledgement - Component Copy
When creating a new event, the Copy From Another Event function allows you to copy any or all of the
components from another event. You can also copy Acknowledgements components using the Component
Copy feature.
To use this feature, from the Acknowledgements page follow these steps:
1. On the left side of the page, select the Search Events link, located below Copy This Data From Another
Event. After selecting the Search Events link, the Simple search option will appear. If necessary, select
the Advanced search link for additional search criteria. You can also search by My Favorites or Most
Recent events.
2. Enter the search criteria to find the event from which you want to copy the information.
3. After entering your search criteria, a list of events will appear in a pop-up window. Depending on the
number of events available, you may have to scroll down the list, or use the page links at the bottom of the
display window to view additional events.
4. Click on your desired event to select it.
5. To confirm the copying of the component selected select OK on the small pop-up window that appears.
Copy Acknowledgement Confirmation
After confirming your selection, your original Acknowledgements page will appear with a display confirming the
component was copied successfully.
If, after selecting an event from the list, you decide not to copy that event:
Select Cancel.
Select another event, or select the Close button located in the bottom left corner of the page to close the
list of events.
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Acknowledgements – Workflow Summary
Click the Acknowledgements link on the left hand side of the screen or select the View/Edit button on the Event
Summary page.
From this page you can:
1. Customize acknowledgements
2. Print mail acknowledgements
A) Click on Acknowledgements to customize for your needs.
1. In the Template Status page, the following options are available:
a. Activate the acknowledgements by selecting the radio button for the desired status, either On
or Off.
b. Select which templates shall be active for this event by delivery method check the On/Off box
to activate each template by delivery method per reservation status.
c. Select the format that shall be used for Email/Fax/Mail templates by clicking on the Format
dropdown box:
(i) Enter the name that will appear on all acknowledgements in the Email Display Name
text box.
2. Once all changes have been made to this page, click on the Update Acknowledgement Setup
button to save.
3. Choose the acknowledgement templates to be edited by clicking the Edit Template links on the
bottom of the page under the appropriate acknowledgement delivery method.
a. The process will differ depending on the template format (Plain or RTF). All template formats
are set at the “Passkey Default Template”.
i. Plain Text Format
1. Select the template to edit by selecting New, Modification, or
Cancellation from the Template dropdown list.
2. Make changes to the body of the template by editing free text and/or
acknowledgement tags.
a. Place cursor in the desired position in the Acknowledgement
Template.
b. To add a tag, select the desired tag in the list and then click on the
arrow button to add the tag.
c. To delete a tag, highlight the desired tag and hit Delete on the
keyboard.
d. Required tags denoted with asterisks in the Acknowledgement Tags
column.
3. To completely customize a template, click on the Clear Template button.
4. To restore the system Passkey default template, click on the Copy Default
button.
5. Click Save Template button.
ii. HTML Format
1. Select the template to edit by selecting New, Modification, or
Cancellation from the Template dropdown list.
2. Make changes to the body of the template by editing free text, HTML code,
and/or acknowledgement tags.
a. Place cursor in the desired position in the Acknowledgement
Template.
b. To add a tag, select the desired tag in the list and then click on the
arrow button to add the tag.
c. To delete a tag, highlight the desired tag and hit Delete on the
keyboard.
d. Required tags denoted with asterisks in the Acknowledgement Tags
column.
3. To completely customize a template, click on the Clear Template button.
4. To restore the system Passkey default template, click on the Copy Default
button.
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5. Click Save Template button
iii. RTF (Rich Text Format) for fax or mail
1. Use Default
2. Edit Default
a. Download each template to desktop (New, Modification,
Cancellation) by clicking Download button.
b. Select Save this file to disk, click OK, Save, then Close.
c. Edit the template file and Save changes.
d. Upload templates.
e. Click Browse.
f. Select file.
g. Click Open.
h. Click Upload templates.
4. Copy Passkey Defaults
a. Click Copy Default for each template.
5. Preview Acknowledgements
b. Enter fax or email in Preview Destination field.
c. Click Preview for each template.
B) Print Mail Acknowledgements
1. Click on the Mail Zips link on the upper right hand corner.
2. Enter the Start Date and End Date in the appropriate text boxes and then click on the Search
button.
3. Click on the desired Zip file link named by date.
4. When the file download box pops up, click on Save or Open button, depending on the user‟s
preference.
5. Open the zip file to obtain the acknowledgement documents. Each mail acknowledgement is shown
as its own Word document.
6. Print document(s) and mail.
Page 75

Smart Alerts
This section will cover Smart Alerts and the functions
associated with them. Two types of Alerts can be
scheduled:
Default Smart Alerts
Updates
o Report Card
o Block & Pick-up
Alerts
Welcome/Introductory Alert
Overview
Hotel users and Organizers will be able to create Default Smart Alerts on the appropriate Hotel Profile page.
Any user associating a hotel to an event can use any of the default alerts that have been created.
The Hotel Profile screen has a button that will access the Default Smart Alert pop-up window.
Clicking the Default Smart Alert on the Hotel Profile page will present the following page:
Smart Alerts
This page can also be accessed by clicking the Smart Alerts link, from the Tools tab task list. The first time you
access Smart Alerts for an event there will be no alerts listed in your Manage Current Smart Alerts list.
There are two versions of Alerts:
Updates – These email alerts are sent based on a set schedule you determine. These include the Block
and Pickup, Delegate Report, Report Card and Wait List Updates.
Alert – These email alerts are sent based on a milestone, such as a certain percentage of occupancy, being
reached. There is only one Alert, Inventory Rule.
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Update Alerts
Adding an Update Alert:
After selecting the Add Update button the screen shown below will appear:
Add New Update – Block and Pickup
The Configuration tab displays the four Update Types: Block and Pickup, Delegate Report, Report Card and
Wait List. All Updates are configured by following the same process.
Start by entering a unique Update Name. Remember, you could be receiving many Alerts so you want the names to
be distinctive.
Step 1: Configure the Update
In the Setup area:
1. Update Frequency - Select the frequency option.
2. Update End Date - Select the end date option.
After completing the Configuration information for your Update select the Continue button to move to the
Recipients tab. You can also select the Recipients tab.
Selecting the Recipients tab, or the Continue button, will present the following page. Here you will select the
organizations and individuals that will be receiving the update. The name provided when you configured the
update will appear in the Name field.
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Step 2: Select a Recipient
Add Recipients – New Update or Block and Pickup
The Organization drop down box contains two lists, each in alphabetical order. The two lists are separated by
a line to distinguish them from one another. Names are listed alphabetically by last name.
The first list contains the event‟s Affiliates.
The second list contains the event‟s Hotels.
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When a selection is made, the Name & Title field updates automatically with the users from that affiliate or
hotel.
Once names are added to the Name & Title field they can be moved to the Current Recipients field.
Individual names can be moved from one field to the other by clicking the name.
Individual name can be removed from the Current Recipients field by clicking the name.
The Add All button will move all Name & Title entries to the Current Recipients field.
After being added to the Current Recipients field they disappear from the Name & Title field.
Any Affiliates listed in the Current Recipients field will be sorted by the Affiliate name followed by the names
of individuals within the Affiliate.
The Remove All button will move all Current Recipients entries to the Name & Title field corresponding to
the affiliate or hotel with which they are associated.
After selecting Affiliates and Hotels, that are associated with the event, you can also add individual recipients.
Enter individual e-mail addresses. Addresses must be in valid email address format to be accepted. Duplicate
addresses will be merged.
Separate each address with a comma.
Note: Each additional recipient will receive information about all hotels for CityWide events. This text will not
appear for HotelDirect event Smart Updates.
When changing your Updates, you will notice a list of checkboxes and e-mail addresses above the Additional
Recipients field. These represent previously added individuals who have been receiving alerts. If you need to
delete an e-mail address from the list just remove the check mark from the box and select the Save button.
After selecting and entering all Affiliates, Hotels and Additional Recipients select the Save button.
If you select the Previous button without saving your data, you will be taken back to the Configure page and
your work will not be saved.
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Alerts
Adding a New Alert:
After selecting the Add Alert button the screen shown below will appear:
Add New Alert
The Configuration tab, with the Alert Type “Inventory Rule” is displayed.
Start by entering a unique Alert Name. Remember, you could be receiving many Alerts so you want the names to be
distinctive.
Step 1: Configure the Alert
In the Setup area:
1. Alert Parameters – Determine the occupancy parameters you want to use.
2. Update End Date - Select the end date option.
After completing the Configuration information for your Alert select the Continue button to move to the
Recipients tab. You can also select the Recipients tab. The Recipients page is not available until you enter
a number in the % pickup field.
Selecting the Recipients tab, or the Continue button, will present the following page. Here you will select the
organizations and individuals that will be receiving the Alert. The Alert name provided when you configured the
update will appear in the Name field.
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Step 2: Select a Recipient
Add Recipients – New Alert
The Organization drop down box contains two lists, each in alphabetical order. The two lists are separated by
a line to distinguish them from one another. Names are listed alphabetically by last name.
The first list contains the event‟s Affiliates.
The second list contains the event‟s Hotel(s).
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When a selection is made, the Name & Title field updates automatically with the users from that affiliate or
hotel.
Once names are added to the Name & Title field they can be moved to the Current Recipients field.
Individual names can be moved from one field to the other by clicking the name.
Individual name can be removed from the Current Recipients field by clicking the name.
The Add All button will move all Name & Title entries to the Current Recipients field.
After being added to the Current Recipients field they disappear from the Name & Title field.
Any Affiliates listed in the Current Recipients field will be sorted by the Affiliate name followed by the names
of individuals within the Affiliate.
The Remove All button will move all Current Recipients entries to the Name & Title field corresponding to
the affiliate or hotel with which they are associated.
After selecting Affiliates and Hotels, that are associated with the event, you can also add individual recipients.
Enter individual e-mail addresses. Addresses must be in valid email address format to be accepted. Duplicate
addresses will be merged.
Separate each address with a comma.
Note: Each additional recipient will receive information about all hotels for CityWide events. This text will not
appear for HotelDirect event Smart Updates.
When changing your Updates, you will notice a list of checkboxes and e-mail addresses above the Additional
Recipients field. These represent previously added individuals who have been receiving alerts. If you need to
delete an e-mail address from the list just remove the check mark from the box and select the Save button.
After selecting and entering all Affiliates, Hotels and Additional Recipients select the Save button.
If you select the Previous button without saving your data, you will be taken back to the Configure page and
your work will not be saved.
Welcome Smart Alert
New Alert
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A Welcome Smart Alert is an alert sent to recipients who have just been added to a Smart Alert. The alert contains
the following information in the following format:
Subject: Welcome to Alerts!
Hotel Logo (or Event Logo) [Event Logo]
Event Name Event Date
Dear , [if we know it]
[otherwise]
Dear ,
Welcome to Smart Alerts for . Shortly, you will
start receiving regular updates, called , at this email
address.
[If Smart Update]
This report is a “report card” which
features at-a-glance information about the event’s inventory status.
You’ll be able to use it to monitor overall event status regularly.
[If Pickup Report]
This report is a “block & pick-up
snapshot” which features block and pick-up information for each
hotel in the event. You’ll be able to use it to monitor pick-up
status for your event’s blocks quickly.
[If Inventory Alert]
This alert is sent to you when the condition
is met. You will get
OR .
Please click here to view a sample.
[This link pops-up a browser, showing the static HTML preview
version of the appropriate Smart Alert]
In order to send a Welcome [OR – we Smart will embed Alert the you sample must manually inside of place this preview] a checkmark in the Send a Welcome Smart
Alert once to each recipient checkbox.
If you have any questions about this Smart Alert, please contact Welcome at . once for each recipient when the alert is saved. If
recipients are added later, they get the welcome alert when the alert is re-saved.
[Powered by Passkey]
If the checkbox is checked, the Welcome Smart Alert saved, then unchecked/saved, then re-checked/saved, the
system does not forget which recipients have already received an alert; no double-alerts should be sent.
If a recipient is removed and the Welcome Smart Alert is saved, but then the user is re-added and the alert is resaved,
the recipient is treated as a new recipient for the purposes of the Welcome Smart Alert.
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Managing Current Smart Alerts
Once Smart Alerts have been scheduled they can be managed from the main Smart Alerts page.
Selecting the Name of an Alert will display the original Alert Configuration page.
Edits can be made to the Configuration and Recipients for an Alert.
Alerts can be disabled by unchecking the Enabled box and then clicking the Update button.
An Alert can be copied by clicking the orange Copy icon. This will allow you to create multiple alerts for an event.
The Type and Frequency columns can be sorted by clicking the column title.
Manage Current Smart Alerts
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Hotels & Inventory
This section will cover Hotels & Inventory and the
functions associated with them. Items covered include:
Setting up your Hotel Parameters to include
inventory shoulder nights
Creating sub-blocks
Managing inventory & rates
Overview
There are three (3) types of hotel and inventory tasks within Passkey:
Hotel Setup
Block Setup
Manage Inventory
Passkey's hotel setup and inventory management tools automate the complex relationships among reservations,
pickup, and housing data. The critical services offered by this automation include quick access to:
Hotel Setup: view, search, add, modify, or delete event hotels
Block Setup: room types and sub-blocks can be added, modified or deleted from a hotel
Manage Inventory: room information (e.g., allocations, costs, availability, etc.) can be setup on a night-bynight
basis
Hotel Setup
In order to set up hotels, an event must have been previously defined. Hotel Setup is accomplished in two (2) steps:
Adding hotels to events
Defining hotels
Block Setup is accomplished in two (2) steps:
Defining room types and nightly inventory
Defining sub-blocks (room types & attendee types)
Manage Inventory
Manage Inventory setup tasks are completed in anticipation of room reservation activities. The system allows the user
to adjust inventory as room block requirements change. Inventory information is available to both the Hotels and the
Affiliates associated with the event. By constantly monitoring the real-time housing information, housing needs are
quickly adjusted by "tweaking" existing inventory information to meet current business needs.
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Hotels Tab
Clicking the Hotels tab will present the following page:
Hotels & Inventory – Hotels
For HotelDirect users only:
From the Hotels tab you can:
Edit the Hotel Parameters
Access the Hotel Profile from the Hotel Parameters display
For CityWide users only:
From the Hotels tab you can:
Add a hotel to your event by selecting the Hotel Lookup button – this button will open the Add a Hotel
screen where you can search either:
o By Name
o By City
o By State
Select the Search button
The resulting search will display all hotels meeting the search criteria. You can then select the appropriate
hotel(s) by placing a checkmark in the box to the left of the hotel name and then selecting the Add Selected
Hotels button at the bottom of the screen.
After selecting the appropriate hotels they will be added to the list of Current Event Hotels on the main Hotel
tab screen. Close the Hotel Lookup window after selecting your hotels.
If a hotel cannot be found in the Hotel Lookup list of hotels in the Passkey Hotel Library you can add the hotel
by clicking the Add Hotels button that will appear under the No Results Found heading. This will display the
Hotel Profile page where you can enter the required information on the needed hotel.
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Add a Hotel
From the Hotels tab you can also:
� Request a new hotel by selecting the Request Hotel button – this button will open the Request Hotel
screen where you can enter the information on the hotel you would like to have added to the Passkey Hotel
Library.
� After selecting the Send Request button (not shown here), an e-mail will be sent to Passkey requesting
the addition.
Request a Hotel
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For both CityWide and HotelDirect users:
If you select the orange Edit Hotel icon located to the right of the hotel listing you will be able to edit the:
� Hotel Profile information for that hotel by selecting the hotel‟s name link at the top of the display.
� Hotel Inventory Dates – Add pre and post event dates to the hotel‟s inventory.
� Hotel Sell Status – Sell to options:
o New & Existing Reservations – New reservations, modifications and cancellations will be
accepted.
o Existing Reservations Only – Only guests with an existing reservation can modify or cancel
their reservation. They can also add room nights to their stay. If an individual does not have a
reservation, they will not be able to make one.
o Don’t Sell Inventory – Only guests with an existing reservation can modify or cancel their
reservation. They cannot add room nights to their stay. If an individual does not have a
reservation, they will not be able to make one.
� Hotel Sell Status – Sell via: Web or Call Center – removing the check mark will prevent reservations
from being taken by either of these methods. Event creators (Hotel access for HD users and Organizers
for CW users) will still be able to access the Reservations Form to make, modify and cancel reservations.
� Hotel Information – These fields are used in various places on the Attendee Website and Reservations
Form. The advantage of entering the correct information here is to allow this data to pre-populate the
relevant fields in the web site and Reservations areas.
o The Event Hotel Description and Tax Disclosure information will populate from your Hotel
Profile page. You may update the information here to customize for each event.
Hotel Parameters
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If you need to make a change to any of the Hotel Information after saving your Hotels tab data and entering and
saving all details in the Blocks tab section, you will need to do the following:
1. Open the Hotel Parameters display
2. Make the change to the Hotel Information
3. Select the Save button
4. The propagate screen will appear
a. If you wish to apply the changes to all sub-blocks, select Propagate
b. If you wish not to apply the changes globally to all sub-blocks, select Don’t Propagate
c. Select Cancel to cancel out of the process
Propagation Confirmation
For CityWide users only:
Once your hotels have been added you can use the Edit Display Order to determine how the hotels will be
displayed on the attendee web site.
Edit Hotel Display Order Options
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Blocks Tab
Clicking the Blocks tab will present the following page:
For HotelDirect users, your hotel will be displayed in the Hotel text field.
For CityWide users, you will need to select a Hotel from the drop down list.
Hotels & Inventory – Blocks
Using the drop down list allows you to select and view the room types and sub-blocks of any of the hotels you added
to your event via the Hotels tab.
� The initial Hotel for this field is the first hotel in the drop down list (CityWide events only).
� When a hotel is selected from the drop down list, all items on this screen revert to their default state: the
calendar reverts to the first week of hotel inventory, any added room types are collapsed, sub-blocks are
hidden, etc.
On the main Blocks page, clicking the Add a Room Type button will open the Add Room Type page.
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Add Room Type
Once the Add Room Type page opens you will be able to add the:
This is an Upsell room – placing a checkmark in this box will allow you to run a report on the amount of
incremental revenue experienced from offering this upgraded room type.
Contracted Number of Rooms – this number is the number of rooms confirmed in the client‟s contract.
By default the Original Contract will display up to seven nights of inventory based on your event dates.
Using the From: and To: date fields and the Apply button will allow you to view certain dates within a
long event.
Using the View All Dates button will display up to fourteen nights of inventory.
Room Type Information:
Room Name for Event – You might consider simply Standard Room if you are offering this room type as
a “run of house” room category. Otherwise, enter the name for the Room Type. Room names can be up
to 80 characters in length.
Display smoking preference field – Placing a checkmark in the box will allow this option to be
displayed
on the Attendee Web Site, as well as the Reservations Form.
Room Description: Provide an informative description of the room type. This will be displayed on the
Attendee Web Site, as well as the Call Center page.
Room Image - Use the Browse button to locate and upload an image of the Room Type.
Room Type Library:
If the hotel has set up room types in their Room Type Library those rooms can be selected from the
library and the Room Type Information will pre-populate.
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Rate Information:
Contract Rate – Base Rate
Minimum Nights Stay – Select from the drop down list
Maximum Number of Guests – Select from the drop down list
Fees – For additional guests staying in the room
Notes for the Call Center – Consider these items as anything that may help a call center agent handle a
reservation request for an event.
Example:
Is there a shortage of connecting rooms (family reunion event)?
Is there a shortage of cots (youth sports event)?
Notepad – Internal notes/comments can be added at any time.
Once a Room Type has been added, you will need to associate the Attendee Types to the Room Type to create
each sub-block.
Clicking the orange Add Sub-block icon next to a Room Type will display the Create/Edit Sub-Block page.
Create Sub-block
1. Click the box to the sub-block name to add a checkmark in the box to create a sub-block for that Attendee
Type.
2. Click Save
Clicking on a listed Room Type will expand the field to display the attendee type sub-blocks associated with a
particular room type.
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Blocks tab with Room Types & Attendee Types Added
Clicking the orange Edit button next to a sub-block will display the Edit Sub-Block page.
Edit Sub-block
Once the Edit Sub-Block page opens you will be able to edit the:
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Rate Information:
� Contract Rate – Changes made to the rate will apply only to future reservations made for this subblock.
You must confirm that you want to propagate the rates.
� Minimum Nights Stay
� Maximum Number of Guests
� Fees - For additional person charges
Changes made to any of these areas will apply only to future reservations made for this sub-block.
Notes for the Call Center – Consider these items as anything that may help a call center agent handle a
reservation request for an event. For example: Is there a shortage of connecting rooms (family event)?
Notepad – Internal notes/comments can be added at any time.
Sell Status & Tax Disclosure:
� Sell To:
o New & Existing Reservations – New, Modified, and Cancelled reservations will be accepted.
o Existing reservations only – Only attendees with an existing reservation will be able to modify
their reservation, including adding additional nights to their stay (depending on availability).
o Don’t sell inventory - Only attendees with an existing reservation will be able to modify their
reservation, however, they will not be able to add additional arrival nights to their stay.
Sub-Block Marketing Message – This message will appear on the Attendee Web Site for this sub-block.
Hotel and Block Setup – Workflow Summary
A) Click on the Hotels Tab
1. Click Hotel Lookup button to add hotels to the event (CW events only – HD events will
automatically have the hotel displayed)
a. Enter search criteria (By Name, By City, By State)
b. Click the Search button
i. Select program hotels by clicking in the checkbox next to hotel name in list
ii. Click a checkbox a second time to remove a hotel that was added incorrectly
iii. After selecting the appropriate hotels from the viewed list click on Add Selected
Hotels
iv. If additional hotels are needed, click on additional pages of hotel listings, select the
hotels, and click on Add Selected Hotels before moving to another page of
hotels.
2. To view Hotel Profile for each hotel click on the hotel name under Current Event Hotels.
B) Hotels & Inventory Setup
1. Select a hotel from the Current Event Hotels list and click on the orange Edit Hotel Parameters
icon.
2. In the hotel parameters screen, complete the following:
a. Hotel Inventory Start Date (defaults to Event Start Date)
i. Manually type new date
ii. Change date by using UP or DOWN arrow keys
b. Hotel Inventory Shutoff Date (defaults to Event End Date)
i. Manually type new date
ii. Change date by using UP or DOWN arrow keys
c. Hotel Sell Status (defaults to Sell To New And Existing Reservations)
a. Sell to new and existing reservations
b. Sell to existing reservations only
c. Don't sell inventory
d. Sell Via: Web
e. Sell Via: Call Center
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d. Hotel Information – Event Hotel Description (pre-populates with the Default hotel
Description)
i. Add any new or event specific hotel information in this area.
e. Enter Default Hotel Cancel Policy (For CW events this information will pre-populate from
Cancellation Policy / Commerce Details)
f. Marketing Message
i. Add any marketing information
g. Tax Disclosure
i. Add appropriate hotel guest room tax information
h. Show Hotel on Closed Page:
i. Check to display phone#, fax# and toll-free number on the Attendee Web
Site Closed page. This information can help attendees who want to contact the
hotel once the Attendee Web Site has closed down.
i. Rates include tax
i. Click on the checkbox if your room rates include all taxes
j. Click the Save button
3. Click Edit Display Order on the Hotels page
a. Select the default sort order of the hotels
b. If User Defined is selected, customize the sort order in the Event Hotels list
c. Click Save
C.) Click on the Blocks Tab
1. Click on the Add Room Type button. The Add Room Type screen appears. Enter the
following:
Contracted Number of Rooms
Room Name for Event
Display smoking preference field (defaults to “Off”)
Room Type Description
Room Image
a. Click Upload Image
i. Open the room type folder
ii. Click on Browse
iii. A Choose file window will open. Go to the file where the new image has been
saved
(a) Highlight the new image file
(b) Click Open
(c) The Choose file window will close and the file string for the new image
will pre-populate in the Upload Image area
� Rate (defaults to “0.00”)
� Minimum Nights Stay (MNS) (defaults to “1”)
� Maximum # of Guests (defaults to ”1”)
� Fees (2nd, 3rd, 4th, 5th guest - all default to “0.00”)
� Notes for Call Center
� Notepad
� Click Save
2. Click on the Add Room Type button to add additional room types
3. Click on the orange Edit icon next to a room type to edit any of the details
4. Click on the orange Edit Sub-block icon next to a room type to add Attendee Types to a
Room Type
a. Create sub-blocks by assigning the appropriate attendee types to the room type
b. Enter a Cancellation Policy for the sub-block
c. Click Save
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Manage Inventory Tab
Clicking the Manage Inventory tab will present the following page:
Hotels & Inventory – Manage Inventory
For HotelDirect users, your hotel will be displayed in the Hotel text field.
For CityWide users, you will need to select a Hotel from the drop down list.
In the Manage Inventory section you have the ability to filter your view of the inventory calendar. You can
filter by:
View All Dates – Select this option to display the entire event‟s date range with no filters applied. The
entire range of dates, with no maximum limit of nights, will be displayed.
Date Range – Select the start and end dates for which you want to display inventory. By default, if the
Inventory Start Date and Inventory End Date are displayed, including any shoulder nights. If the
event has 14 or more nights of inventory the default date displayed is 14 days after the Inventory
Start Date. This date can be changed to display the entire range of dates, with no maximum limit of
nights.
Room Type – Select the room type from the drop down list of options. All room types for the event are
displayed in alphabetical order. By default, All Rooms is the displayed option. If a specific room type
is selected, only that room type will be display.
Attendee Type – Select the attendee type from the drop down list of options. All attendee types for
the event are displayed in alphabetical order. By default, All Types is the displayed option. If a specific
attendee type is selected, only room types associated with that attendee type (i.e., sub-block) will be
displayed.
After selecting your filter criteria, click the Apply button to display the Manage Inventory Calendar.
NOTE: Selecting the View All Dates button will instantly display the Manage Inventory calendar with no filters
applied.
The View All Dates filter button will present a condensed display of inventory information. Selecting the Apply
button in the Filter Your View area, with no changes made to the filter options, will present the same display. The
only data that can be changed in this initial view is the number of rooms in the Current Contract field.
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Manage Inventory – View All Dates
To view additional details, click the right facing triangular arrow located next to the room type or sub-block you wish
to expand. If you select the View All Details button located above the ALL BLOCKS heading, you can expand
everything.
An expanded View All Details display includes the following categories for each block/room type:
1. Original Contracted number of rooms (can be edited)
2. Current contracted number of rooms (can be edited)
3. Free-Sell
4. Assigned to sub-blocks number of rooms
5. Rate
6. Unassigned to sub-blocks number of rooms
7. Guaranteed number of rooms
8. Pickup & Pickup % of rooms (Toggle Pickup % on or off by clicking on the % button)
9. Final Reported Pickup (can be edited)
10. Available number of rooms
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The Edit Defaults button expands the display so you can propagate changes into sub-blocks. By default, the Rate
to be Applied and MNS to be Applied fields are blank and the Default Open box is checked. Edits made to any
of these three areas will only be applied to the sub-blocks in your filter. If you have selected View All Details, the
changes will apply to all sub-blocks with the block/room type in which you are editing the defaults. The Edit Default
process can be done for each room type, as needed.
Edit Defaults
After making your edits and selecting the Apply button, you will be presented with a Warning display.
From an expanded Room Type display, the following tasks can be performed for each block in the filter:
Contracted Rooms
Revisions to the Original Contract can be entered here
Revisions to the Current Contract can be entered here
Final Reported Pickup
The final reported pickup for each night can be entered after the event has ended
Edit Defaults
Change the nightly Default Rate assigned to the Room Type
Change the nightly Default MNS restrictions for the Room Type
Manage the nightly Open status
Expanded Edit Sub-block
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From an expanded Sub-block display the following tasks can be performed for each sub-block in the filter:
The Assigned number of rooms can be managed as needed
The Rate can be managed as needed
The MNS can be managed as needed
o 0 = Closed to arrival although stay through reservations will be accepted
o 2 = Reservation must stay at least two or more nights
The Open checkbox allows you to manage the availability of rooms for each room block
o If checked reservations will be accepted over that date (based on MNS restrictions)
o If unchecked no reservations will be accepted (no arrivals and no stay through reservations)
The Pickup & Pickup % of rooms
o Toggle Pickup % on or off by clicking on the % button
The Available rooms remaining in the sub-block
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Once the View All Details button has been selected, it becomes the Hide All Details button. Selecting this button
again will collapse the view to its original state. If you try to apply another filter, or attempt to move away from the
Manage Inventory page, without saving the data, you will be able to collapse the view without saving the changes
you have made to any sub-blocks. You will be presented with a Warning display. The warning will appear as
follows:
All changes made to a sub-block, or sub-blocks, on the Manage Inventory Calendar can be saved at once by
selecting the Save button located at both the top and bottom of the displayed page. After saving your changes, you
will be presented with confirmation that your data has been saved.
If you do not want to save your changes, select the Cancel button and the page will be returned to its previous
state. You will not be presented with a warning asking if you want to cancel all changes.
For instructions on how to add or subtract inventory, see the Inventory Management Workflow Summary.
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Inventory Management – Workflow Summary
1. Click on the Event tab from main Event page
2. Click on the name of the event for which you want to manage inventory
3. Click on Hotels & Inventory
4. To add additional inventory dates:
a.) Select a hotel from the Current Event Hotels list and click on the orange Edit Hotel Parameters icon
b.) To change the Hotel Inventory Start Date or Hotel Inventory End Date:
1.) Manually type new dates or change the date by placing your curser in the date field and use the UP or
DOWN arrow keys
2.) Click Save
5. To change Hotel Sell Status:
a.) Select Hotel
b.) Select appropriate Hotel Sell Status
1.) Sell to new and existing reservations
2.) Sell to existing reservations only
3.) Don't sell inventory
4.) Save changes
6. To change Block Sell Status:
1.) Select the Blocks tab
2.) Display the sub-blocks by clicking on the Room Type name.
3.) Click on the orange Edit icon next to the appropriate sub-block
4.) In the Sell Status and Tax Disclosure area select appropriate Block Sell Status
a.) Sell to new and existing reservations
b.) Sell to existing reservations only
c.) Don't sell inventory
d.) Save changes
7. To change Rates:
1.) Select Manage Inventory
2.) Select the appropriate Filter View and click Apply
3.) Click on Edit Details
4.) Change the Rate
5.) Click the Apply button
6.) Click on the Hide Details button
8. To shutoff inventory by Room Type:
1.) Select Manage Inventory
2.) Select the appropriate Filter View and click Apply
3.) Click on Edit Details
4.) Change the Open status for each day – uncheck boxes to turn off appropriate nights
5.) Click the Apply button
6.) Click Continue when the Warning window appears
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9. To shutoff inventory by Sub-block:
1.) Select Manage Inventory.
2.) Select the appropriate Filter View and click Apply
3.) To display the sub-blocks, click on the blue Sub-blocks link
4.) To view each sub-block, click on the Edit Sub-blocks button
5.) Change the Open status for each day – uncheck boxes to turn off appropriate nights
6.) Click on the Save button at the bottom of the page to save changes
7.) Click on the blue Sub-blocks link to collapse the list of sub-blocks
10.) To change Minimum Night Stay:
1.) Select Manage Inventory
2.) Select the appropriate Filter View and click Apply
3.) To display the sub-blocks, click on the blue Sub-blocks link
4.) To view each sub-block, click on the Edit Sub-blocks button
5.) Change the MNS for each day – default is „1‟, Closed to Arrival is „0‟
6.) Click on the Save button at the bottom of the page to save changes
7.) Click on the blue Sub-blocks link to collapse the list of sub-blocks
11. To Add Inventory:
1.) Select Manage Inventory.
2.) Select View All Dates and View All Details.
3.) Add the number of rooms per night as needed to the Current Block row. Rooms that have been
added are populated in the Unassigned to sub-blocks row.
4.) Click on the Save button at the bottom of the page to save changes
5.) To display the sub-blocks, click on the blue Sub-blocks link
6.) Update the Assigned rooms by adding the number of rooms needed on a night-by-night basis. The
rooms that were Unassigned are now reduced by the number of rooms that have now been assigned
to the block.
7.) Click on the Save button at the bottom of the page to save changes
8.) Click on the blue Sub-blocks link to collapse the list of sub-blocks
NOTE: Inventory cannot be added to a Room Type if all new inventory has already been allocated.
12. To Subtract Inventory:
1.) Select Manage Inventory
2.) Select View All Dates and View All Details
3.) To display the sub-blocks, click on the blue Sub-blocks link
4.) Reduce inventory on a night-by-night basis from Assigned row. The number of nights
reduced from inventory is now in the Unassigned row for the Room Type.
5.) Click on the Save button at the bottom of the page to save changes
6.) Click on the blue Sub-blocks link to collapse the list of sub-blocks
7.) Reduce the rooms, based on the number of rooms displayed each day in the Unassigned to sub-
blocks row, for the Room Type.
8.) Click on the Save button at the bottom of the page to save changes.
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Flexiblocks & Event Level Inventory (CityWide & Hotel Direct Users)
Managing Event Level Inventory (CityWide & Hotel Direct Users)T
The Flexiblock feature at the event level is called Free-Sell. With the new Free-Sell field, users building events will
be able to create a pool of shared rooms that can be accessed by any sub-block. You can also set a date to “roll-up”
available sub-block inventory into the Free-Sell pool. All event inventory can be managed in one Free-Sell row
rather than having to constantly make sure inventory is available within each sub-block. In other words, you do not
have to maintain inventory in each sub-block. All available inventory for a single event can be assigned to the Free-
Sell pool at each room type made available, or it can be used when you do not want to assign specific amounts of
inventory to sub-blocks. This is also perfect for shoulder nights where not as much control is needed as event nights.
Access
While both Citywide and Hotel users of Passkey can take advantage of the event-level Flexiblock features, there is a
difference in the access available to these users.
Citywide users have the ability to create inventory pools at the room type level for all of their events, in every hotel.
In addition, Citywide users can see when Primary Inventory has been enabled by a participating hotel but cannot edit
or view how many Primary Inventory rooms are available.
All Hotel users can enable Primary Inventory for any event – both hotel-managed and city-wide events. This is only
available after the event‟s cut-off date has passed and the hotel‟s access will allow them to save changes to their
inventory. Hotels managing their own HotelDirect events are able to use the event level Free-Sell functionality.
Note: Primary Inventory set-up for hotels will be reviewed in greater detail in a separate section of this document.
Event Level Inventory
The ALL BLOCKS fields are shown here for the Event level inventory image shown on the following page:
Row Content
Original Contract Sum of all Original Contracts fields from the room type level.
Current Block Sum of all Current Blocks fields from the room type level.
Assigned Sum of all Assigned fields from the room type level.
Free-Sell Sum of Free-Sell fields from the room type level.
Free-Sell will be shaded green if the value is greater than 0.
Free-Sell will be shaded red if the value equals 0 and there is no Primary
inventory available.
Free-Sell will be shaded orange if the value equals 0 and there is Primary
inventory available.
Unassigned Sum of all Unassigned fields from the room type level.
Guaranteed Sum of all Guaranteed fields from room type level.
Pickup Sum of all Pickup fields from room type level..
Pickup % Ratio between Pickup and (Available + Free-Sell) that defines how many rooms
have been sold.
This value can be greater than 100% if Primary Inventory is active.
Available Sum of all Available fields from the room type level. It can also be calculated:
Available = Current Block – Pickup – Unassigned.
Available will be shaded orange (with green font) if all event inventory is
sold-out (assigned and Free-Sell) and Primary inventory is still available.
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ALL BLOCK Fields
The ALL BLOCKS table on the Manage Inventory page summarizes all room types and sub-blocks for an event.
In the ALL
BLOCKS section,
you see the total
number of rooms
that have been
made available
from all of the
combined rooms
and their
respective subblocks.
By default, all
Free-Sell
inventory fields
are shown as
zero.
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Room Level Fields
The Room Levels Fields table is displayed for each room type added to an event.
In the Room
Level section,
you see the total
number of rooms
for each subblock
that have
been made
available for
Free-Sell.
The number of
daily available
Free-Sell rooms is
calculated as:
Current Block
minus the
number of
Assigned
inventory rooms
associated with
each sub-block.
For example:
50
-30
-5
Free-Sell = 15
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Enabling Free-Sell Rooms at the Event Level
Sub-block Free-Sell Icons
Each sub-block will have three icons in the Manage Free-Sell row.
Icon Field Action Notes
Allow Free-Sell Room
Selling
Allow/Disable
Free-Sell Rooms Over-
Ride Sub-Block Rate
Enable/Disable
Roll-up Assigned
Inventory into Free-
Sell
Enabling Free-Sell Rooms at the Event Level
Any sub-block night without assigned
rooms will pull from the Free-Sell pool as
needed.
Any room pulled from the Free-Sell pool
will use the Free-Sell rate instead of the
sub-block rate.
All unsold assigned inventory will be
automatically moved into the Free-Sell
pool at the selected date.
All users can enter a Roll-Up Date or
select a date from the calendar.
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Free-Sell must be enabled
for a sub-block to use
Primary inventory. If Free-
Sell is not enabled on the
sub-block, only assigned
inventory will be available
for reservations.
Default is off.
Option is dimmed until
“Allow Free-Sell room
selling” is enabled.
Default is off.
Option is available to all subblocks
only if “Allow Free-
Sell Room Selling” is
enabled.
Default is off.
1. Enter the number of shared rooms in the Room Level’s Free-Sell field.
The default value of each night is 0. Once data is entered in the field, the cell is highlighted in green. These
rooms are potentially available to each sub-block in the room type. By default, any enabled sub-block will
have two effects:
a. Each inventory night will have the Free-Sell icon displayed in the icon row. You can click each nightly
icon to turn each night on or off for Free-Sell inventory. For example, event dates can be turned
off if only shoulder nights are to use Free-Sell inventory.
b. The Free-Sell row will be shaded green for any night with Free-Sell inventory, provided the nightly
icon is also enabled.
2. Disable Free-Sell for any desired sub-block.
a. Sub-blocks can use Free-Sell inventory automatically until they are disabled by clicking the Free-Sell
icon in the sub-block title row to off. Once you click the icon, an alert message appears and must be
confirmed.
3. Enable Rate Rules.
Free-Sell rooms by default will use the sub-block rate. The rate can be over-ridden with the Room Level
Free-Sell rate by clicking the Free-Sell rate icon. Once you click the icon, an alert message appears and
must be confirmed. Enabling the sub-block will have the following effect:

a. Each inventory night will have the Rate icon displayed in the icon row. You can click each nightly icon
to on (use Room Level rate for Free-Sell rooms) or off (use sub-block rate for Free-Sell rooms).
After selecting the Rate icon the confirmation window will appear.
Sub-Block Roll-Up Process
1. You set the roll-up inventory date on a sub-block‟s settings drop-down window. All users, including HotelDirect
users, can manually select a date from the pop-up calendar. By default the roll-up inventory date is turned off.
After selecting the checkbox the Roll-Up Date field and the calendar icon will appear.
2. On the assigned date, any unsold inventory is removed from the sub-block‟s Assigned value and added to the
room-level Free-Sell value.
3. Whenever a reservation is cancelled after the roll-up date, the cancelled reservation‟s inventory will be placed in
the Free-Sell allocation and not the sub-block level.
4. The Assigned sub-block field is still enabled, but if you try to add inventory to the field an alert message is
immediately shown stating:
“This sub-block is only using Free-Sell inventory. To enter Assigned inventory, please turn off Roll
Assigned Inventory into Free-Sell using the icon next to the sub-block name.”
Sub-Block Roll-Up Scenario
Using the Sub-Block Roll-Up option gives you the opportunity to allow all future reservations for a particular room
type, regardless of the sub-block to which the attendee is associated, to access the same single source of available
inventory. This feature frees you from needing to constantly check to see if rooms are available for each sub-block
within a room type. This would typically be used after the event‟s cutoff date when managing inventory at the
attendee type or sub-block level is no longer necessary.
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Sub-Block Availability Scenarios
The cell color and shadings in the sub-block level will differ based upon different levels of availability. The four
scenarios are presented below. In all scenarios, Free-Sell is enabled for the sub-block.
1. Available > 0, Free-Sell = 0
Assigned sub-block inventory is still available and Free-Sell is enabled but sold-out. The Free-Sell has
white fill with normal font color. Available is shown with the normal color and font.
2. Available > 0, Free-Sell > 0
Sub-block and Free-Sell inventory are still available. Free-Sell has a green fill and blue font. Available is
shown with the normal fill color and font.
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3. Available = 0, Free-Sell = 0
Both sub-block and Free-Sell inventory are sold-out. Free-Sell has a green fill and blue font.
Available is shown in the normal fill color and red font color.
4. Available = 0, Free-Sell > 0
Sub-block inventory is sold-out but Free-Sell is still available. Free-Sell has a green fill and blue font.
Available is shown in the normal fill color and font color. In this case, Available is shown as a normal
colored “0” because there is Free-Sell remaining for pickup.
Re-allocating Inventory After Cancellation
1. If a sub-block has allocated inventory and pickup is less than the total assigned number of rooms, the inventory
is returned to the sub-block.
2. If the sub-block is pulling from the Free-Sell pool (either because there is no allocated sub-block inventory or it
is after the cutoff date), the room is returned to the room-level Free-Sell pool.
3. If returning the room to the Free-Sell pool would violate business rules by having event inventory exceed
Current Contract (Assigned + Free-Sell + Unassigned + Available > Current Contract), the room will
be returned to Primary inventory, if enabled by the Hotel.
4.
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Primary Level Inventory for an Event (Hotel Direct Only)
Managing Primary Level Inventory for an Event
Managing Primary Icons
The Flexiblock feature at the hotel level is called Primary Inventory. Primary Inventory allows for multiple events
to pull from the hotel‟s overall inventory loaded at the hotel level. Within individual events, each Room Level will
have three icons that control Primary (Hotel) Inventory settings. Note: only hotels can decide which events use
inventory from the Primary Inventory pool.
Icon Field Action Notes
Roll-up inventory
setting
Enable/Disable
Allow Primary
Inventory Selling
Enable/Disable
Over-ride event rates
(but always sell the
higher rate)
Allows a date to be set for rolling up
unsold inventory into the Free-Sell
inventory.
Pull inventory from Primary Inventory if
the Event level inventory is sold-out.
Otherwise only event inventory is
available for reservations.
User clicks the icon on and off. A
warning message is displayed before
changing.
Primary rooms will be sold at the
Primary rate unless the rate is lower
than the corresponding event night rate
(in which case sell the Event rate).
User clicks the icon on and off. A
warning message is displayed before
changing.
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Default is off (no roll-up date).
Default is off.
Option is hidden until Allow
Primary Inventory Selling is
enabled.
Default is off.
Primary Inventory and Rate Changes
Once an icon in the Room Level is turned on, the top row of each calendar day will have the same icon. This
allows you to turn each individual day either on or off.

Managing Primary Inventory at the Hotel Level (Hotel Direct Users Only)
Primary Inventory
Primary inventory allows hotel users to enter inventory that can be used by any associated event. The value
represents the number of available rooms and is decreased as rooms are sold.
Primary Rate
Hotels can set the daily rate for Primary inventory. Hotels can charge the prevailing rate for any inventory above the
event contracts but hotels also have the option to charge the group rate (event level) if desired.
Access
While both CityWide and HotelDirect events can take advantage of the Primary Inventory feature, Hotels only control
whether any events have access to this inventory. Access for Hotel and CityWide users is outlined below.
All Hotel users can enable Primary Inventory for any event. Even a city-wide event can have the Primary Inventory
enabled. This is only available after the event‟s cut-off date has passed and the hotel‟s access will allow them to
save changes to their inventory.
Citywide users do not have access to the Hotel Inventory page to create or manage Primary Inventory. Only hotels
(and associated Hotel Multi-Property Organizers) can view and edit Primary Inventory.
Citywide users can see that Primary Inventory has been enabled but cannot edit or view how many Primary
Inventory rooms are available.
Primary Inventory Page
The Primary Inventory page is a one-page “dashboard” for viewing a complete list of a hotel‟s event inventory.
Hotels can view pickup across all events and also create Primary inventory which can be used in any event. The
result is one location where a hotel to manage post-cutoff inventory. Room inventory and rates can be changed in
one section that will flow into all open events. You will no longer have to edit each individual inventory sub-block
night.
Initial view:
When opening the page, only the filters are shown. Clicking on the From calendar will auto-populate the current
date on the calendar. Selecting a From date will auto-populate the To date to ten days later.
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Basic View:
After selecting dates, the view shows All Rooms and each room type is shown in closed view.
Page Layout
The page is broken into three sections
All Rooms - Summary of all room inventory.
Room Level - Each room type‟s inventory is shown. This is where you can enter Primary inventory and
the daily rate.
Event Level - Each room type can be drilled down to show all events using the room type. From here, you
can link directly to the event‟s Manage Inventory page.
All Rooms
The All Rooms section totals all room inventory across all events for a given date range.
The following fields are defined at the All Rooms level:
Default view:
The following fields are defined on the All Rooms level:
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View with Pickup Percentage shown:
Row Content
Primary The total number of Primary rooms available across all room types. Non-zero values are
shaded in a light-orange color.
Cell is shaded orange if the value is greater than 0.
Current Blocks The total number of contracted rooms across all room types.
Pickup The total number of sold rooms across all room types. The orange % icon is added to
show or hide the Pickup percentage line.

Pickup % Ratio between Pickup and Assigned that defines how much of rooms have been sold
across all room types. It cannot be calculated if no rooms are assigned.
This line is shown if the Pickup % icon is clicked in the Pickup line. Once open, the line
can be hidden by clicking the icon in the Pickup % line.
Available Number of rooms available for sale and is calculated:
Available (All Rooms) = Available (Each Room Type) + Primary Rooms
This cell is shaded red (white font) if all event inventory and Primary
inventory are sold- out.
This cell is shaded orange (green font) if Assigned and Free-Sell inventory is
sold-out but Primary inventory is available.
Room Level View:
The Room Level displays the total of each room type inventory across all events. From here hotels can allocate
Primary inventory to be used in any associated event.
Any created room type in the Room Type Library can have associated Primary Inventory. The Room Type
Library page has a default rate field for each room type. This rate will default for any Primary inventory entered on
the Event Inventory page.
Clicking on a room type expands the table to show that room‟s data plus the event view in closed form.
The following fields are used in the Room Level table:
Row Content
Primary Number of Primary rooms entered for all events. Any non-zero value is outlined in
light-orange.
The Primary House icon is always shown next to the label.
Primary Available Number of Primary rooms that are available for all events (unsold from the Primary row
value). Any non-zero value is outlined in light-orange.
Rate Defines the rate for this room type. The three-letter currency code is shown after the
label.
Open A flag allowing (on) or closing (off) sales for the day. The flag only affects primary
inventory and not event inventory.
Current Blocks Total number of current blocks allocated across all events for that room type.
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Pickup % Percent ratio between Pickup and Assigned that defines how much of rooms have been
sold across all events for that room type. It cannot be calculated if no rooms are
assigned.
Not shown by default. The close button will hide the row.
Available Number of rooms available for sale and is calculated:
Available (Hotel Room Level) = Total of Assigned(Event Level) + Primary(Hotel Room
Level)
This cell is shaded red (white font) if all event inventory and Primary
inventory are sold-out.
This cell is shaded orange (green font) is Assigned and Free-Sell inventory is
sold-out but Primary inventory is available.
Event Level View:
Beneath each Room Level is a separate table for each event that includes the room type. Users can quickly view the
status of each event and navigate to the event if more details are needed.
Click Events to view each event in compact view (Dates, Current, Pickup, Available fields).
Click an individual event to show expanded details (all Compact view fields plus Assigned, Free Sell and
Unassigned).
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Accessing the Primary Inventory Page
The Primary Inventory page can be accessed in two ways:
1) Via the “House” icon at the top right of the Passkey screen, next to the “Create a new event” button.
2) Via a link on each Hotel Profile page.
These links are only shown for the following users:
Hotel users - links to their Hotel‟s Primary Inventory screen.
Special Organizer (Organizer for full access, Sr. Organizer for read only) users - links to the Hotel Profile
Search screen to select the hotel and then access Primary Inventory.
The Hotel‟s Primary Inventory page will open in a new window.
2
Unassociated Rooms
During the initial Flexiblocks roll-out, no existing rooms will be associated to Room Type Library rooms. The Hotel
Inventory page will not have any associated events as only newly created event rooms will be linked to Room Type
Library rooms.
Any event room-type that is not associated to a Room Type Library room (either existing events or any new room
type created from scratch), will be grouped in an “Unassociated Rooms” category. This new category will be listed
last on the Hotel Inventory page.
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The Unassociated category will be similar to the other Hotel Inventory room types and will display the Current,
Pickup and Available rows.
Primary Inventory cannot be added to Unassociated Rooms. It is only for display and calculation purposes.
In the expanded view, the summary table shows all unassociated room types within the events. Each event is then
shown in the next section. Since Primary rooms cannot be assigned to Unassociated rooms, the Primary and Primary
Available rows have been removed from each section.
The Current, Pickup, and Assigned values will be included in the All Blocks section.
Associating Event Rooms to the Library
By default, no existing room types will be associated to Room Type Library rooms. This will restrict the ability to
use Primary Inventory.
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A room type that is not associated to a Room Type Library room will have the word “Enable Primary Inventory”
in the row below the room type name (the Primary Inventory row). The text is a link to open the Enable Primary
Inventory pop-up window.
The pop-up allows you to associate an event room to the room type library. Each room is shown in alphabetical order
and as a room type is selected, the Room Description (from the Room Type Library) is shown. The Room Description
is shown for identification purposes only - it is not copied to the event.
You can make the selection and click Save to save the association.
Select the
matching room
type from the
hotel’s Room
Type Library
here.
Once a Room Type Library room is associated, the room‟s name is shown on the Primary Inventory row. You can
switch the association by clicking the link. This link is only enabled if the room has not already used any primary
inventory.
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If the event room has used primary inventory from any room type in the Hotel Inventory, the Room Type Library
association cannot be changed and the word “Active” is displayed after the Room Type Library name.
Example for Associating Event Rooms to Hotel Inventory
1. Existing event room type is unassociated to Hotel Inventory.
a. If you copy the room from the Room Type Library on the Blocks page, the room is automatically
associated to the Event Room instead of being “Unassociated”.
2. Open pop-up window to associate the room to a Room Type Library room.
3. Select the Room Type Library room.
4. The Manage Inventory page is updated to display the new association.
5. You can now turn on Primary Inventory for the event room type.
6. If Primary Inventory has not been sold in the Event Room, you can switch the Hotel Inventory
association.
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Scenarios
Enabling Primary Inventory
Primary inventory allows a room to be available to any associated event. Hotels can create inventory above
contracted values to be sold at prevailing rates, or can manage all post-cutoff inventory from one location.
To use primary inventory, a hotel user will enter inventory on the Hotel Inventory page and then enable it in each
desired event.
1. Enter the number of Primary rooms in the Hotel Room Level’s Primary inventory field.
The default value of each night is 0. Once data is entered in the field, the cell is outlined in light-orange to
denote a non- zero value. These rooms are potentially available to any associated event using the room
type.
The Hotel All Rooms level will be updated to display the total Primary inventory.
2. Update Primary room rate for each desired inventory night.
The default Room Type Library rate is entered for each Primary inventory night. The user can change
the rate on a nightly-basis (even if the Primary value is zero).
3. Enable Events
Each room type in an event will have an icon to enable Primary room selling after the event inventory is
depleted.
a. By default, selling Primary inventory on the event level is off. Clicking the Primary inventory icon
next to the room type name will enable Primary inventory selling after accepting the warning
message.
b. Each room-level inventory night will have a Primary icon in the icon row. The default nightly
value, after enabling the room-level icon, is On (use Primary inventory). The user can click the
icon to reset to the dimmed Off setting (do not sell Primary inventory after event inventory is
depleted).
c. Free-Sell must be enabled for any sub-block to use Primary Inventory. If Free-Sell is not enabled,
the sub-block will only sell Assigned Inventory.
4. Enable Primary Rates
Once Primary inventory is activated at the room level, the user can decide if Primary rooms are sold at
the Primary rate or at the sub-block rate.
a. By default the Primary Rate icon is off (use the sub-block rate). Clicking the icon at the room level will
enable selling at the Primary rate after accepting the warning message.
b. Each room-level inventory night will have the Primary Rate icon displayed in the icon row. The default
value, after enabling the room-level icon, is On (use Primary rate for Primary rooms). The user can
click the icon to reset to the dimmed Off setting (use sub-block rate for Primary rooms).
Primary Inventory Set-up and Rate Selling
1. Modify the Room-level settings to accept Primary inventory.
2. If an attendee requests a night that is sold-out at the sub-block and Free-Sell level, the system will check
the Primary inventory for available nights.
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3. The available primary inventory‟s rate is based on:
a. If the Room-level setting to not over-ride the Event rate is set, the room will be sold at the Primary
rate.
1. If the Primary rate is lower than the Event rate, sell the room at the Event rate
regardless of the setting.
b. If the over-ride setting is unchecked, sell the room at the no sub-block rate (if entered).
c. Otherwise, the room will be sold at the Event Free-Sell rate.
Multi-Room Rate and Availability Display for the Attendee Website & Call Center
Whenever an attendee performs a multi-room availability search that includes rooms selling at different rates for the
same date (Primary, Free-Sell and Assigned at different rates on the same date), the higher rate will be displayed for
all rooms.
For example, a user requests two rooms for a one night reservation. Only one room is available at the sub-block‟s
assigned rate and the second room is from Free-Sell inventory at a higher rate. On the Search results page, the user
will be quoted the higher rate for both rooms. The actual (and possibly lower) rates will be shown on the
confirmation screen and will be sent in the acknowledgement.
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Reporting
All reports can show the Assigned Free-Sell amount (and not the remaining Free-Sell as shown on each subblock).
The Pickup amount will reflect any inventory sold regardless of whether it was sold as Assigned, Free-Sell or
Primary inventory.
With Primary inventory, it is possible for % Sold calculation values to be greater than 100%. All Unassigned values
do not reflect Primary inventory unless specifically stated.
Report List
All Events With Room Types by Date (Single Hotel)
1. Within each event, the “Free-Sell” row located before the Assigned row will display the total Free-Sell
assigned on each night (for the given event) in the room type.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. Unsold will reflect unsold Free-Sell and Assigned inventory.
4. For each Room Type Total, the “Free-Sell” row displays the total Free-Sell assigned on each night (across all
events) in the room type.
5. In the Summary Totals table, “Free-Sell” row displays the total Free-Sell assigned on each night (across all
events) for all room types in the hotel.
All Room Types by Date (Single Hotel)
1. The Free Sell row located before the Assigned row will display the total Free-Sell assigned on each night
(across all events) in the room type.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. Unsold will reflect unsold Free-Sell and Assigned inventory.
4. In the Totals table, the “Free-Sell” row will display the total Free-Sell assigned on each night (across all
events) for all room types in the hotel.
All Hotel Pickup Detail / All Hotel Pickup Summary / All Hotel Pickup
1. The “Free-Sell” row will display the total Free-Sell assigned on each night in the hotel.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. In Totals table, the “Free-Sell” row will display the total Free-Sell assigned on each night in the event.
Event Totals by Type
1. The “Free-Sell” row will display the total Free-Sell assigned on each night in the group type across the
event.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. In Totals table, the “Free-Sell” row will display the total Free-Sell assigned on each night in the event.
Single Hotel Group Type Detail
1. For each group type, the “Free-Sell” row will display the total Free- Sell assigned on each night in the group
type (across all assigned room types).
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. In Totals table, the “Free-Sell” row will display the total Free-Sell assigned on each night in the hotel. This is
the same value as shown in the “All Blocks” table of the Manage Inventory page.
Single Hotel Group Type Summary
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1. The “Free-Sell” row will display the total Free-Sell assigned on each night in the hotel.
2. All group Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
Single Hotel Room Type Detail
1. The “Free-Sell” row will display the total Free-Sell assigned on each night in the room type.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
3. In Totals table, the “Free-Sell” row will display the total Free-Sell assigned on each night in the hotel. This is
the same value as shown in the “All Blocks” table of the Manage Inventory page.
Single Hotel Total
1. The “Free-Sell” row will display the total Free-Sell assigned on each night in the hotel.
2. Pickup totals will reflect all inventory sold through Assigned, Free-Sell and Primary inventory.
Setup Summary Report
1. In the Hotel Total table (first table in the report), the “Free-Sell” row will display the total Free-Sell assigned
for each night in the hotel. This is the same value as shown in the “All Blocks” table of the Manage
Inventory page.
2. For each room type / group type breakdown, the following fields are also seen after the 5 th + additional
guest charges:
Sell Free-Sell inventory [Yes/No]
Over-ride block rate [Yes/No]
Roll-up inventory date for Free-Sell [Sub-block roll-up date in mm/dd/yyyy format]
3. For each room type / group type breakdown, an “Avail. Free-Sell” column will show the number of unsold
Free-Sell rooms for each inventory night.
a. The Pickup amount will include sold Assigned, Free-Sell and Primary Inventory.
b. The Unsold amount will include unsold Assigned and Free-Sell inventory (not Primary inventory).
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Attendee Web Site
Web Site Dashboard
View All URLs
Overview
Site Format
Search & Display Options
Event Details
Home Page Messages
The Passkey Attendee Website is a separate interface specifically designed to enhance an attendee's booking
experience. Through this interface, the attendee has the ability to "shop" for a reservation for an event based on realtime
availability.
The Attendee Website can be customized. If you are a CityWide Licensee the web site will be activated for use once
an event has been approved by Passkey. Approval is not needed for HotelDirect licensees. After an event has been
approved, the Attendee Website is active as of the Open Website Date that was defined in Event Setup.
Passkey currently offers English and French versions of the Attendee Website. This is set from the Event Local in the
Event Details section. If an event is enabled for both English and French, click the appropriate button located on
the top of the Home page to switch between English to French, (if the event takes place in France or Canada).
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Attendee Web Site Dashboard
The Passkey Attendee Web Site is based on templates and includes many features such as customizable event
photos and event descriptions. Furthermore, previously created web sites from other events can be copied into a
new event by using the Component Copy feature.
Component Copy – Attendee Web Site
When creating a new event, the Copy From Another Event function allows you to copy any or all of the
components from another event into the new event. You can also copy the Attendee Web Site components into a
new event by using the component copy feature.
To use this feature, from the Attendee Web Site page in your new event follow these steps:
1. On the left side of the page, select the Search Events link, located below Copy this data from another
event. After selecting the Search Events link, the Simple search options will appear. If necessary, select the
Advanced search link for additional search criteria. You can also search by My Favorites or Most Recent
events.
2. Enter the search criteria to find the event from which you want to copy the information.
3. After entering your search criteria, a list of events will appear in a pop-up window. Depending on the number of
events available, you may have to scroll down the list or use the page links at the bottom of the display window
to view additional events.
4. Click on your desired event to select it.
5. To confirm the copying of the component selected select OK on the small pop-up window that appears.
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After confirming your selection, your original Attendee Web Site page will appear with a display confirming the
component was copied successfully.
Selecting the Preview Home Page button will display the newly copied information.
If you decide not to copy that event after selecting an event from the list:
Select Cancel.
Select another event or select the Close button located in the bottom left corner of the page to close the
list of events.
Attendee Web Site Dashboard
The Attendee Web Site Dashboard displays both the web reservation open and close dates (that were setup on
the Event Details page) at the top of the same page. These dates will also be shown on all web setup pages.
Step 1 – Create Your Own Home Page
This is the main page for web site administration. From here you can quickly navigate to any of the other pages
within the Web Site Dashboard.
Attendee Web Site Dashboard
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Rollover Preview Functionality:
� Within the Attendee Web Site Dashboard, each section has rollover functionality that will highlight the
corresponding right-side page image. When you place your cursor over a template section on the left side
of the page, the corresponding area of the web site template will be displayed as a green highlighted area:
Example of Rollover Preview Functionality
Preview Home Page
� Clicking this button opens a new window with a preview of the Home Page for your attendee web site.
The preview will use the selected template and have all currently saved options (colors, images, text fields,
etc.)
Please note: The web link generated by the Preview Home Page button should never be distributed to
attendees to book reservations. This link is provided only as a means of previewing your web site. To obtain
the correct URL, click on View All URLs in the left hand task bar under Attendee Web Site.
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Site Format Page
From the Site Format page you can select the template and customize the colors with any valid hex color code. A
color preview will be displayed to help visualize the changes. You can also select event photos to be displayed on
the Attendee Web Site.
Edit Site Format
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Page Template
This section displays a thumbnail of each template associated to the primary affiliate or hotel (HotelDirect
events). You can select a template for the event from all available templates. The template library is on a
per-affiliate or hotel basis. Up to three templates will be displayed per row.
Site Color Patterns - Required
Primary Template Color
This textbox is for entering a specific primary color, or HEX Value, for the template.
Hex Color Codes
This link will open a pop-up color grid to allow you to select a particular color. This link appears in both
the Primary Template Color and Template Background Color areas.
Preview Color
Clicking this button will update the color swatch to the left of the textbox‟s hex value. Please note
clicking Preview will not save the change. The Save button must still be clicked for the color value to
be saved. This button appears in both the Primary Template Color and Template Background
Color areas.
Template Background Color
This textbox is for entering a background color or Hex Color Code for the template.
Event Photos & Captions
This area at the bottom of the Site Format page allows the user to upload and preview event images. The small
graphic of a template to the left of the heading (Event Photos & Captions) is a rollover that will show you where
the photos and their captions will appear on the Attendee Web Site.
Display
This checkbox determines whether the corresponding event photo is displayed on the event web site
Welcome page. The default is set checked so the photos will appear on the web site Home page. If
the checkbox is unchecked, the photos will not show on the web site Home page.
At least one checkbox must be selected in order to save the page. In other words, at least one picture
must appear on the Attendee Web Site Home page.
File Name
Clicking this link will display the photo file name. If you roll our cursor over the hyperlink, you will see
a thumbnail of the corresponding photo.
Please note that after an image is replaced, the words “Click „Save‟ To Upload” will appear in place of
the previous photo‟s filename hyperlink.
Image Caption
If desired, you can enter a caption for each photo in this textbox. Captions are optional for each photo.
The caption will appear below the corresponding photo on the Attendee Web Site Home page.
Replace Photo
This button will open a standard pop-up window to replace each photo. Once open, you can navigate to
the directory containing your photos and select the appropriate photo to upload.
The uploaded file must be a jpeg image. (See Appendix I for image size requirements.)
Revert to Default Photos
This button replaces all photos with the set of Passkey default photos. After reverting to the default
photos, individual photos can be replaced. Filenames revert to template defaults as well.
A warning will be presented to the user before reverting.
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Search & Display Options
From this page you can select the Search & Display Options that will appear on the web site, such as:
Parameters used to display available lodging
Availability for guests to make, modify and cancel individual reservations
What hotel information will be displayed
Availability of Air & Car Reservations
Edit Search & Display Options
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Search Preferences
This area is a series of checkboxes that will allow you to configure information about what information is
displayed on the attendee website Home page.
The small graphic of a template to the left of the heading (Search Preferences) is a rollover that will show
you where the hotel search details will appear on Attendee Web Site.
Hotel Search Options
This drop down list controls how the attendees view hotel availability on the Search page. There are four
options in the list.
Option Display
1. Display available lodging only Only show hotels that meet the search criteria. No
partially available or sold-out hotels and room types
are shown. The checkbox for “Show only available
hotels” in the Find a Hotel search box on Attendee
Web Site is not shown.
2. Display all lodging only Always shows all hotels and room types regardless of
whether or not they meet the search criteria. The
checkbox for “Show only available hotels” in the Find a
Hotel search box on Attendee Web Site is not shown.
3. Display both available and all, default
to available (this is the default for
CityWide events)
4. Display both available and all, default
to all
Default to #1 option, but show the controls to allow
the attendee to switch to option #2. The checkbox for
“Show only available hotels” in the Find a Hotel search
box on Attendee Web Site is shown, and is checked.
Default to #2 option, but show the controls to allow
the attendee to switch to option #1. The checkbox for
“Show only available hotels” in the Find a Hotel search
box on Attendee Web Site is shown and is unchecked.
For all of the above, only hotels and room types that are configured to show on the Attendee Web Site will be
displayed.
Allow search by rate range
This checkbox determines if the rate range search fields are displayed in the search options. By
default this is turned off (does not show the rate options).
Reservation options:
Allow new reservations via web site
This checkbox determines if new reservations are allowed on the web site. By default this is turned on
(allow new reservations).
Allow reservation modifications via web site
This checkbox determines if reservation modifications are allowed on the Attendee Web Site. By
default this is turned on (allow modifications).
Allow reservation cancellations via web site
This checkbox determines if reservation cancellations are allowed on the Attendee Web Site. By
default this is turned on (allow cancellations).
Show Access Code Box in New Reservation Search
This checkbox determines if an Access Code box will be displayed in the Hotel/Room Search area. By
default this is turned off (does not display the Access Code Box).
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Allow guests to modify Hotel or Room Type Prior to Cutoff Date (CityWide events only)
If this checkbox is on, attendees can change hotel and room types on the website before cutoff. If
this checkbox is off, the Hotel Search page is not shown for modifications. Because the cutoff date
does not apply this field is not shown for HotelDirect events.
Enable air and car reservations
This checkbox determines if attendees will be able to link to the Air & Car Reservations site. By
default this is turned on (displays the link). See details information below.
Hotel Info
Display Hotel Address
This checkbox determines if the Hotel‟s address is shown in all the relevant places on the web site
when the event is open and accepting online reservations. By default this is turned on (show Hotel
address on web site).
Display Hotel Phone/Fax Numbers
This checkbox determines if the Hotel‟s local phone and fax numbers are shown in all the relevant
places on the web site when the event is open and accepting on-line reservations. By default this is
turned on (show Hotel phone/fax numbers on website).
Reservation Contact Info – Current Settings
Display Toll-Free Number
This checkbox determines if the Event‟s toll-free phone number is shown in all the relevant places on
the web site when the event is open and accepting on-line reservations. By default this is turned on
(show Event toll-free phone number on the Attendee Web Site).
Display Non Toll-Free Number
This checkbox determines if the Event‟s non toll-free phone number is shown in all the relevant places
on the web site when the event is open and accepting on-line reservations. By default this is turned
on (show Event non toll-free phone number on the Attendee Web Site).
Display Fax Number
This checkbox determines if the Event‟s fax number is shown in all the relevant places on the web site
when the event is open and accepting on-line reservations. By default this is turned on (show Hotel
fax number on the Attendee Web Site).
Display Reservation Email Address
This checkbox determines if the Event‟s email address is shown in all the relevant places on the web
site when the event is open and accepting on-line reservations. By default this is turned off.
Display Reservations Mailing Address
This checkbox determines if the Event‟s mailing address is shown in all the relevant places on the web
site when the event is open and accepting on-line reservations. By default this is turned off.
Edit Source:
To quickly edit any of the Event Contact Information, click Edit Source to be brought to the Event Contact
Information page.
Air & Car Reservations
The Attendee Web Site Confirmation page contains a search box that links to a travel site. From here you will be
taken to a new site to book air and car reservations. Links will also be available on the Modify and Cancel pages of
the Attendee Web Site so attendees can also modify or cancel air and car reservations. Attendees will receive a
separate acknowledgement from the travel provider.
In order to take advantage of this feature Passkey must activate the option. Once the option is enabled, each event
can be individually enabled or disabled.
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Enabling Your Organization/Hotel
The Air & Car Reservations option must be activated on your Organization/Hotel Profile in order for you
to have the ability to offer this option for any event.
Once enabled for your organization/hotel the Attendee Web Site Dashboard Enable air and car
reservations checkbox will be turned off by default. If you wish to offer Air & Car Reservations for any
existing event you must enable the option by manually checking the Enable air and car reservations
checkbox.
For any new events created enabling your organization/hotel for Air & Car Reservations the Enable air
and car reservations checkbox will be turned on by default.
Attendee Website Dashboard > Search & Display
Once your organization/hotel is enabled, your Attendee Web Site Dashboard will have a checkbox that will
enable the event to have air and car reservations.
This checkbox can be changed by any user who has the ability to Save changes made to an event.
The default is “off” for existing events and “on” for any events created after Passkey enables the Air & Car
Reservations option.
Attendee Website Confirmation Page
The Attendee Web Site Confirmation page will have two additions once the Air & Car Reservation option has
been enabled.
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Travel Link
Need to make travel reservations? – Clicking this link will take the user to the Search box on the bottom of the
page. This travel link will also appear on the appropriate confirmation pages if a reservation had been modified or
cancelled.
Search Box
At the bottom of the page the attendee will find the Search For Travel Options area. The default arrival and
departure dates will be the same as the attendee‟s reservation dates.
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View, Modify or Cancel Existing Reservation Page
Attendees will also have a link to modify or cancel Air & Car Reservations. Once an attendee selects the View,
Modify or Cancel Existing Reservation link on any Attendee Web Site page the following screen will appear as a
pop-up window.
The Need to make travel reservations? text will only be displayed if the event has been approved for Air & Car
Reservations.
Disabling Events
Unchecking the Enable air and car reservations checkbox on the event-level after the event is created
will remove the Air & Car Reservations features from the Attendee Web Site Confirmation page and the
View, Modify or Cancel Existing Reservation page.
Disabling Your Organization’s/Hotel’s Ability to Offer Air & Car Reservations
Only Passkey can disable the Air & Car Reservations option for your organization/hotel.
Events previously enabled will not be affected by turning off the Air & Car Reservations option.
Individual events must be manually turned off by any user who has the ability to Save changes made to an
event.
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Event Details
From this page you can customize the event details that will appear on the Attendee Web Site. Customization can
include event logos and images, event name, banner text and a description of the event.
As you saw on earlier pages of the Web Site Dashboard the small graphic of a template to the left of each of the
headings is a rollover that will show you where the material will appear on the Attendee Web Site.
In cases where form fields are used to override behavior already set in Event Setup > Event Details (such as
Event Name, Banner Text), the textbox fields remain blank if you do not change the default text. The “default”
text is not displayed here in the corresponding textboxes on the Event Details page but it is displayed on the
Attendee Web Site.
Edit Event Details
Select Event Logo
The first logo is the Event Logo. The second logo is the Hotel Logo (HotelDirect events only). Neither
logo is required. For CityWide events the Event Logo will be displayed in the Banner area. For HotelDirect
events the Hotel Logo will be displayed in the Banner area.
The appropriate logo image size requirements are listed in the blue header. Images must be within the
dimensions stated.
Please note the width dimensions are equal the entire width of the Attendee Web Site Banner area. There
is no blank space included on either the left or right side of the banner display area. You may want to add
space at each side of your image if you choose to use the maximum width dimension. There is blank space
provided at the top and bottom of all banner images.
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Choose New Image
This textbox will display the file path of an image you wish to upload. The file path will be selected from
the pop-up initiated from the Browse button. If desired, a path can also manually be entered.
Browse
After selecting the button, you will be presented the standard file upload pop-up window.
Current Image
These hyperlinks will display the currently uploaded event logo file name. Any uploaded file will be
renamed to a standard format of “eventlogo[sequential number]”. In addition, the link will also serve as
a rollover to display the image in a separate window.
Banner Text
There is a drop down list associated with the Banner Text. Three options are available:
1. Show Text (Default setting) – The Attendee Web Site Banner will display the Event/Hotel Name,
Banner Text (Event Location is the default), and the Event Dates. This information will be
displayed to the right of your selected image. The text will be centered vertically with the center
line of text aligned with the vertical middle of the image. The Customize Banner Text box will be
displayed.
2. No Text – This option would be selected for Banner images that include the Event Name, Event
Location and Event Dates. The Customize Banner Text box will not be displayed.
3. Custom HTML – This option would be selected for customizing the Attendee Web Site Banner.
You can enter the appropriate HTML code in the text field that will be displayed. The Customize
Banner Text box will be replaced with the Enter HTML text field.
The Enter HTML text field has a limit of 2000 characters. If this option is selected and no new
code is entered into the text field the standard default banner will be displayed.
The Reset to Default button will allow you to delete all entered text and the text field will be
empty. However, the standard default banner will be displayed.
Delete Icon
Both logos can be deleted if an incorrect logo has been uploaded.
After clicking the button, the user will be presented with a pop-up warning.
Please note the image is not actually deleted until you explicitly click the Save button at the bottom of
the page.
Customize Event Name (HotelDirect events only)
This section allows you to customize the Event Name on the web template. The Event name is defined
by the web template and is defaulted to the name of the event from Event Setup > Event Details.
Customizing this field is optional.
The maximum number of characters allowed in this field is 80.
Customize Banner Text
This section allows you to customize the Banner Text field on the web template based on the Show
Text setting outlined in the Banner Text details shown above.
Customizing this field is optional.
If the Banner Text is not provided, the event‟s City and State are shown.
The maximum number of characters allowed in this field is 95.
Customize Event Description
This section allows the user to customize the Event Description field on the web template. The
default field is defined by the web template.
Customizing this field is optional.
The maximum number of characters allowed in this field is 3000.
Copying Events
When copying an Attendee Web Site, either when copying an entire event or simply copying the Attendee
Web Site from another event, the following will be copied into the new event:
Event and/or Hotel Logos (depending on whether the event is CityWide or HotelDirect)
The previously selected Banner Text drop down setting
The HTML code if the original event was set to use Custom HTML text
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Home Page Messages
From this page you can customize the various messages that appear on the website. Customized messages can be
created for the Event and Closed Event Welcome pages, as well as messages for new, modified and cancelled
reservations.
As you saw on earlier pages of the Web Site Dashboard the small graphic of a template to the left of each of the
headings is a rollover that will show you where the material will appear on the web site.
Home Page Messages Edit Button
Clicking the Home Page Messages Edit button will display the Home Page Messages page. As on previous
pages, rolling your curser over any of the template images will show you where the text area will be displayed on the
web site.
Welcome – Open Event: This textbox contains the Welcome Message default text but it can be edited.
Welcome – Closed Event: This textbox contains the Closed Message default text but it can be edited.
Reservation Intro Message
The Reservation Intro Message is where you can add optional web site reservation messages for new, modified and
cancelled reservations. The template icon appears to the left of the header and will show the location of all of the
reservation messages. If no text is added no default message will be displayed.
Edit Reservation Options - This button will take you to the Search and Display Options page and will
anchor at the Reservation Options section. If any of the Reservation Messages checkboxes are unchecked
(to not display on the web site), the corresponding edit text box on this page will not be shown, and a message
will be shown instead.
New Reservations - This textbox contains the New Reservation message. The number of allowed characters
is 3000. If the Allow new reservations via web site checkbox on the Search and Display Options page is
unchecked, the New Reservation text box will not be shown and will be replaced by the message New
reservation function is not activated.
Modify Reservations - This textbox contains the Modify Reservation message. The number of allowed
characters is 3000. If the Allow reservations modifications via web site checkbox on the Search and
Display Options page is unchecked, the Modified Reservation text box will not be shown and will be replaced
by the message Modify reservation function is not activated.
Cancel Reservations - This textbox contains the Cancel Reservation message. The number of allowed
characters is 3000. If the Allow reservation cancellations via web site checkbox on the Search and
Display Options page is unchecked, text box will not be shown and will be replaced by the message Cancel
reservation function is not activated.
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Edit Home Page Messages
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Map Your Hotels
This section will cover the various options you have to
Map Your Hotels. Items covered include:
Google Maps
Geocodes
Location Markers
Location Names
Distances
Passkey (Custom) Maps
Links to Maps
Google Maps
Passkey uses coordinates from the Google® Map database to position hotels and event venues on a Passkey event
map. These coordinates are referred to as "geocodes."
Adding Geocodes
A geocode is added automatically when an address is entered for an event's location under Event Details. If
the geocode is incorrect, or is missing, it can be changed. To add the correct geocode:
Select the mini-map on the Event Setup>Event Details page.
Zoom in on the map.
Using your curser, click on the correct location.
Event Details Page
Hotel geocodes are added automatically when a hotel's address is entered on the Hotel Profile page. As with
an event location, incorrect or missing geocodes can be corrected on the mini-map.
Attendee Web Site – Configuring the Map for Users
Location Markers
If an event location is valid it will be displayed as a marker on the map. For HotelDirect users this will
typically be the only marker displayed and it will represent the hotel. For CityWide events, all event hotels,
as well as the event venue, will be displayed with markers on the map.
Individual location markers can be hidden by clicking on the Remove button. If hidden they can be redisplayed
by clicking the Add button. If markers are deleted users viewing the Attendee Website will not
see them. Clicking on a marker displays a balloon with the address information.
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Location Names
Each location name (whether a venue or a hotel) around this location that appears in a list below the map is
a hyperlink. Clicking on a link centers the location on the map and also displays a marker if the marker was
previously hidden.
Distance
A distance can be manually entered into the text field for each hotel. The distance unit is selected with a
drop down list. For events using multiple hotels, clicking on a hotel‟s name link (not the pin marker) will
show the approximate distance (in miles) from that hotel to the event location. This information will be
displayed in the pop-up bubble along with the hotel‟s address.
Options
Distance Unit - This will be displayed on the Attendee Website along with the value entered.
Save changes to map's zoom level and default starting point - If this checkbox is selected, any
changes to the default zoom level and starting point of the currently displayed map will be retained when
the Save button is selected. When you access the map on the Attendee Website, you will see the
modified center point and zoom level.
Display "Add Driving Directions" links for mapped locations - This affects the balloon that appears
when a marker is clicked. If this option is enabled, all balloons will feature a Driving Directions hyperlink.
This hyperlink will take you directly to the Google Maps website.
Map Your Hotels
Additional Information
If the event and hotels all have invalid addresses, no map will be displayed on the Attendee Web Site. If
the event location is missing, or invalid, the map will be shown but the event location will be missing. A link
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will allow you to manually enter the missing event location information. The same is true if a hotel's
address is missing or invalid.
Use Passkey Map Below
Passkey allows you to use your own custom map on your Attendee Web Site. There are size limitations for
these maps. The minimum size shown below will allow a map to appear that will not have to be scrolled. The
maximum size map will allow the user to scroll up and down only.
Images must be in JPEG format.
Min. Size in pixels
(length x height)
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Max. Size in pixels
(length x height)
Max size
allowed
Custom Map Images 440 x 310 440 x 600 200 KB
To utilize your own custom map:
1. From the Map Your Hotels screen select Use Passkey Map Below
2. Select the Upload Map button on the Show/Upload Image window
3. Select the Browse button to locate your custom map
4. Select your desired map image. It must be in JPEG format
5. Select the Upload Image button
6. After uploading the image you will be brought back to the Map Your Hotels screen
7. Select Save
To add location pins for event hotels:
1. From the drop down list select the hotel to be associated with Pin 1
2. Select the radio button for Pin 1
3. Click on the map where Pin 1 will appear to show the location of this hotel
4. Select the Save button to the right of the image
5. Repeat steps 1 through 4 for each additional hotel
6. When all hotels have been added select the Save button at the bottom of the page
Link to Map
To link to a map on the Web:
1. Enter the URL (Web Address) for the map you want to use.
2. Select the Save button at the bottom of the page.
No Map
No map is displayed and there is no link to view a map on the Attendee Web Site.

View All URLs
Selecting the View All URLs link in the task bar below Attendee Web Site will bring you to the page displayed
below. From this page you can view all web site URLs (web site addresses) that have been created for the event.
Clicking on any of the URLs will display the corresponding web site in a new window.
View All URLs
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A hyperlink is displayed for every attendee type. Each link will take you to the specific section of the View All
URLs page that pertains to that specific attendee type‟s URLs.
General View
� General URLs are listed in order. Each one links to the relevant attendee web site home page, in a
pop-up window.
URLs by Attendee Type
� Each attendee type is displayed in a separate section with useful URLs and other settings which affect
the Attendee Web Site.
Access Code Required
� This shows Y if an Access Code is required in Event Setup>Advanced Options>Attendee
Types & Payment Plans setting is checked to ON. Otherwise it shows N.
Show URL on Acknowledgements
� This shows Y if the corresponding setting in Event Setup>Advanced Options>
Acknowledgements is checked to ON. Otherwise it shows N.
Edit Source
� This button links the user over to the Event Setup > Advanced Options > Attendee Types &
Payment Plans edit screen for the specific attendee type referenced in the section. After completing
edits, you will be returned to the View All URLs page.
Back
� This button links returns you to the main Web Site Dashboard page.
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Custom URL Functionality
Custom URL Functionality
� You will be able to create and customize each URL on the View URL page. Creating a shorter, custom URL
makes it easier to share links with attendees in a format that can be sent by email. A long URL in an email
often cannot be clicked or opened because it gets split into multiple lines in the email and the links are
broken and abbreviated URLs alleviate this challenge.
� All Custom URLs will have the naming convention of: https://resweb.passkey.com/Go/[unique code].
This unique code can consist of up to 30 characters. Do not include the brackets.
� All Custom URLs will automatically redirect to the original URL and the original URL can still be used.
Default (No Custom URL Created)
� Each standard URL on the page will have a new button (an orange flag) to create a shortened URL.
� Once the button is clicked, the default shortened URL is issued.
� The Closed Page URL cannot be customized. No button will be shown.
Save/Modify a Custom URL
� Once the Create Custom URL button is clicked, the page will expand to show a new link below the
original URL. The text will be the standard “https://resweb.passkey.com/Go/”, followed by a textbox with
the system-generated unique code. You will be able to edit the code in the textbox. The edited code must
be unique to all of Passkey.
o The system-generated extension will be alphanumeric without spaces with a maximum length of
eight characters.
� While the user is editing the custom URL all other URL buttons (Create, Edit, Delete) are inaccessible.
o Clicking on any other URL button (Create, Edit, Delete) will cause an alert to be displayed:
“Please finish editing the URL before proceeding.”
Custom URLs Created
� After the Custom URL is saved the Custom URL will have an Edit and Delete button on the right side of
the page.
o The Custom URL button on the original URL is dimmed as only one custom URL per original URL
is allowed.
� Edit – Allows the user to edit the Custom URL.
� Delete – Deletes the Custom URL after presenting the user with a standard warning.
o Once a user-entered Custom URL is deleted, it will be available for future Custom URLs. For
example, you could edit a URL with the code “Attendee”, delete the URL, and then create a new
Custom URL with the same code.
Custom URL Error Message
� If a URL with invalid characters or a non-unique code is entered, a warning message will be displayed. To
correct, the user must either enter a valid code or cancel the change to return to the VIEW ALL URLs page.
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Page 148

Reservations
This section will cover the Reservations form and the
functions associated with it. Items covered include:
Creating a New Reservation.
Creating a New Reservation with Event Search.
Finding an Existing Reservation to:
o View
o Modify
o Cancel
o Copy
o Resend Acknowledgement
Overview
Passkey supports three reservation mechanisms – the Attendee Web Site, the Reservations form and Room List
Manager. This section describes the Reservations form that is used by Passkey users to make reservations.
The Reservations form is a full-featured application that expedites reservation data entry, whether the data is received
via phone, fax, or mail.
There are multiple ways of accessing the various reservation tasks:
Select the Create a New Reservation button to view the New Reservation with Event Search screen.
Select the Reservations tab to view the Find Reservation form.
Select the Reservations tab to view all of the Reservation Task options.
The Reservations form consists of three frames:
The left frame supports data entry. Please note that the left frame is designed for TAB operations (e.g.,
complete a field and TAB to the next). If you prefer, use the mouse to select fields.
The top right frame contains options you can select to enter data in certain fields in the left frame.
These options are laid out across two or more columns. Each column can be sorted by clicking on the
column name.
The bottom right frame contains information details of the item you selected in the top right frame.
Left Frame Top Right Frame
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Bottom Right Frame

Types of Fields
Reservation Form
In addition to buttons, check boxes, and radio buttons, there are three types of fields that are used in the
reservation form:
Option List Fields: Fields where an item is selected from a list of options listed in the frame appearing on
the right side of the screen. They may or may not be required.
Required Fields: Fields that must be completed prior to saving a reservation include an asterisk, for
example, * First Name.
Optional Fields: The text field title does not include an asterisk, for example, Email.
Option List Fields
There are many fields that require the user to select from a list of options. For example, the Event field allows
the user to select from a list of open events.
When the cursor is placed in an option list field, the list of options automatically appears in the right frame of the
browser.
To select an item, type the number for the desired option. Once an option has been selected, tab onto the
next field. The field itself is changed from the number selected to a coded number (internal Passkey use
only).
You can also use your mouse to select the appropriate item from the list. Use your mouse again to
reposition your curser in the next field on the Reservation Form.
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Options List Field
To narrow the list of options, begin typing the name of the desired option in the appropriate field. After each
keystroke, the option list is narrowed down to show only the items that match what was typed. To select an item
from the narrowed list, enter the number of the desired option (it is not necessary to delete the text, simply
append the option number to the end of the text), or press the TAB key when the desired option is shown first on
the narrowed list.
Please note that the option numbers may change from reservation to reservation. DO NOT assume that the
number is consistent based upon previous reservations. For example, a new event may be added which will cause
the option number for other events to change. Similarly, if a hotel sells out, the option numbers for the remaining
hotels will change.
Please note that all option list fields are required unless otherwise noted.
For example, entering the number "1" in the Event field selects the first item in the list of events.
The number "1" is replaced by the Passkey event ID (with the event name displayed to the right) after
tabbing to the next field.
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Accessing Details on Option List Items
When an option list appears in the right frame, click an underlined link to display details about the linked item.
The clicking of the link will also populate the corresponding field on the Reservations form. For example, to see
more information about the event, click the underlined event name in the right frame and detailed
information appears in the lower right frame:
Creating a Reservation
Option List Details
Passkey‟s Reservations form supports quick event reservation information entry and retrieval. Reservation
information is entered on a scrollable form. Data entry for many fields is simplified by option lists of
information that appear in the right frame.
To create a reservation:
1. a. Click the Create New Reservation button located on the header frame of most Passkey
screens.
b. Click the Reservations tab and then select New Reservation or New Reservation with
Event Search on the Task Bar on the left side of the screen.
2. Enter the name of the caller or person that the reservation was Received From in the field.
3. If using the New Reservation option, select the desired event from the list on the right side
of the screen. The event can be selected by any of the following methods:
� Type the corresponding event number or the name in the Event field.
� Type in the name of the event.
� Click on the name of the event. A new window opens on the bottom right side with detailed
event information.
� Press the TAB key to move to the next field.
If using the New Reservation with Event Search option, enter any appropriate search criteria.
For the event name you can enter as few as three letters.
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After entering your search criteria, press the Enter or Tab keys on your keyboard (the
curser will automatically move to the Event text field).
Type the Event number (1, 2, 3, etc.) that appears in the # column in the list to the right.
� Press the TAB key to move to the next field.
NOTE: When the event name has been entered, it is changed to an internal Passkey code when
you exit the field.
4. Select the desired Type from the list on the right side of the screen. Use one of the following
methods:
Click on the name of the type. A new window opens on the bottom right side displaying
availability information for that group.
Type the corresponding group number or the name of the group in the Type field.
Press TAB to move to the next field.
5. Enter the number of Rooms. It is recommended to book one room at a time. Press TAB to move to
the next field.
6. Enter the total number of Guests. Press TAB to move to the next field.
7. The Arrival field is pre-populated with the Event Start Date. Dates can be changed either by typing
the new date or by using the UP and DOWN arrows on the keyboard. Press TAB to move to the
next field.
8. The Departure field is pre-populated with the Event End Date. If required, change the date
either by typing the new date or by using the UP and DOWN arrows on the keyboard.
Press TAB to move to the next field.
9. Select the desired Hotel/Room from the list on the right side of the screen. Select the
hotel using one of the following methods:
Click on the name of the hotel/room. A new window opens on the bottom right side with
detailed hotel/room type information. Select one.
Type the name or corresponding number of the hotel/room type in the Hotel/room field.
NOTE: Click the Policy Rates button to display hotel cancellation policy and room rate
information from this point on.
Press TAB to move to the next field.
10. Enter any special requests in the Requests field.
Press TAB to move to the next field.
11. If required, press the space bar to select the Handicap Access field option.
Press TAB to move to the next field.
NOTE: This option will only be shown if the chosen hotel has Handicap Accessible rooms as
defined in the Hotel Profile.
12. Select the smoking preference from the list on the right side of the screen. Select the smoking
preference by typing the name or corresponding number of the preference in the Smoking
Preference field.
NOTE: This option will only be shown if the chosen room type has “Show smoking preference”
checked and “Show Smoking Preference Fields” is checked in the Event Details.
Press TAB to move to the next field.
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13. Select the Rewards Program from the list on the right side of the screen. Select the rewards
program by typing the name or corresponding number of the program in the Rewards Program
field.
NOTE: This option will only be shown if the chosen hotel type has accepted rewards programs
as defined in the Hotel Profile and “Show Rewards Program Fields” is checked in the
Event Details.
Press TAB to move to the Account Number field and enter the account number of the guest‟s
rewards program. Press TAB to move to the next field.
14. Enter the appropriate title for the attendee in the Title field. A list of choices appears on the
right. Select the appropriate number or type the title. Press TAB to move to the next field.
15. Indicate if the guest is the primary guest by pressing the space bar in the Primary radio
button. If you do not, the system automatically defines guest 1 (if there are multiple guests) as
the primary guest. Press TAB to move to the next field.
16. Enter the name of the guest in the Name fields. Enter the first name (given name) followed by
the middle initial, the last name (family name) and any suffix if applicable. Press TAB to move
to the next field.
NOTE: Passkey checks for duplicate names based on an exact match of last name and first
initial. If duplicates are found, a list of reservations for each known duplicate appears in
the right frame. To view the duplicate reservation, click the acknowledgement number
link. A window pops up and the reservation information can be changed if required. If
changes are made, press the Submit button. The Reservations page reappears.
17. Enter the guest‟s Email address if applicable. Press TAB to move to the next field.
18. Ask the caller if they would like to be notified about upcoming event specials
and promotions. If they do place a click in the box to add a checkmark.
19. Enter the guest‟s Position if applicable. Press TAB to move to the next field.
20. Enter the guest‟s Company if applicable. Press TAB to move to the next field.
21. Enter the guest‟s Arrival Date. The date will default to the reservation arrival date. Press TAB to
move to the next field.
NOTE: Dates can be changed by using the arrow UP and DOWN arrows or by typing the dates in
the field. Individual guest occupancy dates cannot be outside of the Reservation dates.
22. Enter the guest‟s Arrival Time. The guest‟s Arrival time can be selected by matching one
of the hourly options from the list in the right column.
NOTE: Arrival Time option will only be shown if selected on the Event Details page. Press TAB
to move to the next field.
23. Enter the guest‟s Departure Date. The date will default to the reservation departure date. Press
TAB to move to the next field.
NOTE: Dates can be changed by using the arrow UP and DOWN arrows or by typing the dates in
the field. Individual guest occupancy dates cannot be outside of the Reservation dates.
24. Enter the guest‟s Departure Time. The guest‟s Departure time can be selected by matching one
of the hourly options from the list in the right column.
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NOTE: Departure Time option will only be shown if selected on the Event Details page.
Select the appropriate Country from the options list on the right by entering the
corresponding line number of the country you would like to select or by entering the 2digit
country code. The default is United States.
Press TAB to move to the next field.
25. Enter the guest‟s Zip Code. In most cases, this will pre-populate the City and State fields below.
Press TAB to move to the next field.
26. Enter the guest‟s mailing address in the Street #1 and Street #2 fields. Press
TAB to move to the next field.
27. The City may be pre-populated. If there is more than one city per zip code, a list of cities is
featured in the right frame. Select a city by clicking in the desired radio button. If the city is not
pre-populated, it can be manually entered.
Press TAB to move to the next field.
28. The State may be pre-populated. If required, enter another state code. Press TAB to move to the
next field.
29. Enter the guest‟s phone number in the Phone # field. Press TAB to move to the next field.
30. Enter the guest‟s fax number in the Fax # field. Press TAB to move to the next field.
31. If there are multiple guests, repeat the above Steps.
32. Select the appropriate payment option. After selecting a payment method, the payment
instructions set up in the selected guarantee plan will appear in the right column.
If selecting the Credit Card option, please do the following:
Select the appropriate credit card in the CC Type field from the list on the right. Only the
credit cards accepted by the selected hotel and event are listed.
Enter the credit card number in the CC Number field.
Enter the expiration date in the Expires field.
If selecting the Other option, please do the following:
If there is a deposit applied to the reservation:
i. Enter the Amount. Press TAB to move to the next field.
ii. Enter the Date that the deposit was received. In order for the current date to appear
in the field, press the SPACE bar once and then TAB through the field.
iii. Enter the Reference Item. Press TAB to move to the next field.
iv. Enter Check Number. Press TAB to move to the next field.
v. If the deposit has been Received, check the field by pressing the space bar. Press
TAB to move to the next field.
vi. The Due field is the date the payment must be received by when sending another
payment option. The default value is the Due in days field in the guarantee
plan setup. Press TAB to move to the next field.
vii. Enter any appropriate notations in the Comments field. Press TAB to move to the
next field.
NOTE: When using the Other option, several fields may have default options that were
entered in the Guarantee Plan setup. The values in these fields can be overridden by the
user.
33. The Billing information fields default to the primary guest‟s information. Make changes to
the fields as necessary. Press TAB to move to the next field.
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34. Select How Booked from the list on the right by typing the name or typing the corresponding
number in the How Booked field. Press TAB to move to the next field.
35. If applicable, any additional notes can be entered in the Reservation Note field (these notes are
not seen by the guest nor are they shown on room list reports). Press TAB to move to the next
field.
36. The Send Acknowledgement button is checked (On) by default. This indicates that
acknowledgements are sent to the user as defined in the Acknowledgement Setup page.
Uncheck this field to prevent an acknowledgement from being sent. Press TAB to move to the
next field.
37. The Custom1 through Custom 5 fields may be used to enter information for each reservation in an
event. Press TAB to move to the next field.
NOTE: Custom field names cannot be labeled and are not reportable.
38. Click the Submit button to create the reservation, or Close the window to discard the reservation.
Now that the reservation has been made, there are several ways to continue. Click one of the following
buttons from the Next Actions options on your screen:
New Blank
New Copy –
Clear Payment
New Copy –
Same Payment
Close Window
Display a blank reservation form and enter the next reservation.
Display a copy of the previous reservation minus the payment
information. This feature is useful when entering a series of
attendees who share the same reservation information except
the payment data.
Display a copy of the billing information only from the previous
reservation. Credit card numbers and expiration dates will need
to be re-keyed.
Close the Reservation form page.
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Managing Existing Reservations
A number of search criteria are specified to locate a reservation and make required changes. Having located
the reservation, perform the following tasks:
To find a reservation:
1. Select the Reservations tab from the main Passkey screen. This will automatically take you to
the Find Reservation page.
2. Select which events to search: a single event, all open events, or all events. If searching a
single event, select the event from All events or All open events.
3. Enter the search criteria. You may use the wildcard character (%) in the Last Name, First Name, and
Company fields.
4. Click the Find Reservation button to start the search. A list of reservations appears and you are
allowed to:
Modify or Cancel a reservation.
Copy a reservation.
Display a Printable Summary of a reservation.
Resend an acknowledgement.
To copy a selected reservation:
1. Select the radio button next to the desired reservation
a. Click the Copy button.
b. Complete the reservation fields for the new reservation.
c. Click the Submit button.
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To show a reservation summary:
1. Select the radio button next to the desired reservation.
2. Click the Show button.
To resend an acknowledgement:
1. Select the radio button next to the desired reservation.
2. Click the Resend button. The most recent acknowledgement is resent to the attendee.
To view, modify, or cancel a reservation:
1. Click the referring Ack # link next to the desired reservation to open the Reservation Agent form.
2. To exit without changes, click Quit after viewing the reservation details.
3. Click Close Window to exit the reservation screen, or click Close after viewing the reservation details.
4. To view the reservation notes, click into the Reservation Notes text box. The notes are in the top right
frame.
To modify a reservation:
1. Make necessary changes.
2. Click Update Res.
To remove a guest from a reservation:
1. Click the Remove button next to the name.
2. If guest to be removed is the Primary, select another guest as the Primary and click Remove.
3. Click Update Res.
NOTE: Do not change Number of Guests field. The system will automatically update this field.
To cancel a reservation:
1. Add any necessary information in the Requests or ResNotes boxes.
2. If cancellation fees need to be waived, check the Exception box and enter exception comments.
3. Click Cancel Res.
Reservation Messages
Errors
Use this section as a handy reference when entering reservations and coming across error or warning
messages that you do not understand. There are three types of reservation messages:
Errors
Warnings
Messages
Data entry errors prevent the submission of a reservation. For example, most reservation fields are required
and they may require that data be entered in a specific format (e.g., dates). Failure to enter data according to
field-specific rules means that your reservation cannot be submitted until the error is fixed.
Reservation Not Saved Error
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Warnings
If a Departure date that is before the Arrival date is entered into the system, an error appears
below the Departure date field. Typically, uncorrected field errors prevent reservations from being
submitted.
Passkey warnings are meant to alert you to a possible data entry error. Field warnings do not prevent
submission of a reservation, but the user should be careful to make sure that the data in the field is correct.
Warnings are shown directly below the field with the word "warning" and an explanation for the warning.
ZIP Code Warning
If entering a US Zip code that is less than five numbers, a warning is presented asking for verification
that the ZIP code is correct. (See the example on the previous page.)
Duplicate Reservation Warnings
After entering each guest‟s name and pressing TAB through the Last Name field, the system performs a
duplicate guest check and presents a list of potential duplicate names in the right frame. An alert frame
may also appear.
If a list of potential duplicates appears, verify that the reservation or guest being entered is not a
duplicate prior to proceeding with the reservation. You can do this by reviewing the attendee data, stay
dates, and attendee status.
If there appears to be a legitimate duplicate, verify that the Reservation and Attendee status (Res and Occ
fields) of the duplicate are:
Act (new active reservation or guest);
Mod (modified active reservation or guest); or
Canc (the reservation or guest has been cancelled).
Passkey performs duplicate checks on each guest (not just the primary guest).
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Messages
No Hotels Available Warning
During reservation data entry, if there are no hotels available for the Event, Group, Number of
Rooms, Number of Guests or Stay Dates, a message appears in the right frame stating:
"No hotel sub-block for this group has x room(s) available for this
group for the requested stay dates or number of guests. Try
reducing the stay-dates, number of rooms or number of guests."
Modify the Stay-Dates, Number of Rooms, or Number of Guests fields to search for availability.
One solution is to return to the Group field and click on the selected group in the right frame to see a list
of all available dates for each hotel for this group. This will help identify dates for which a reservation can
be made.
Required Information Missing Warning
If certain required fields are left blank, the system presents a warning in the right frame stating:
"Required information missing – have all fields been filled in?"
Locate the empty field and complete the missing information.
A Passkey message appears to inform you of the system status. A typical message is illustrated
below:
Hotel Shutoff Message
If a reservation is pulled up and the hotel is already shutoff, the following message appears:
“This hotel is shutoff. Any changes to this reservation will not be
communicated to the hotel”.
This warning is to help prevent changes being made to reservations after shutoff.
Reservation Hints and Tips
1. When entering U.S. postal codes with the four-digit extension, include the dash (e.g. 02169-4475) to ensure
that the information will go through in any hotel data transfers.
2. When setting up master billing be sure to place a checkmark in the Received box.
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Wait List
Overview
The Wait List feature allows attendees to have their reservation request added to a reservation wait list in Passkey
when the event is enabled for taking a wait list and there is no inventory available that matches the attendee‟s
overall reservation dates. The event‟s creator and other managers can be notified, via a Smart Alert Update, when a
Wait List request has been made. The status of the Wait List can be viewed at any time on the Passkey Home Page,
the Menu panel or the Manage Inventory Calendar.
The reasons for a Wait List request could be:
Specific event dates have no available inventory for the attendee.
Shoulder night dates have no available inventory for the attendee.
Dates before and/or after the event shoulder night dates have no available inventory.
Enabling a Wait List for an Event
Users with the ability to create an event have access to enable the Wait List feature:
User Type Event Type
CityWide HotelDirect HotelDirect-Multi
Hotel NO YES YES
Organizer YES NO YES – only if Spec. Org.
Enabling Wait List reservations for an event can be accomplished two ways:
By placing a checkmark in the Enable Wait List box on the Event Express page (HotelDirect only)
By placing a checkmark in the Enable Wait List box on the Event Details page accessed from the Event
Summary page for an event.
From Event Express, the Enable Wait List box can be found by selecting the Edit button for the Event Details display.
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From the Edit Details section of the Event Summary, the Enable Wait List box can be found in the list of
other event options that can be turned on/off for an event.
Whether in Event Express or Event Setup, when the checkbox is unchecked the “Add Me to the Wait List”
buttons and links do not appear for guests who receive no available inventory after having entered a
lodging search request. When checkbox is checked the buttons/links do appear.
Please note: It is possible for the checkbox to be turned on and then off (and vice versa) mid-event. This
means names may already be on the Wait List when the switch is turned off. If this happens, housing
managers still have access to the Wait List Application and can make reservations for guests on the list.
The default setting for the Wait List option is unchecked (OFF). It may be overridden in numerous ways,
such as during an event copy, via EventExpress, and by use of event templates (HotelDirect customers).
For CityWide events (or hotel multi-property events) it will be the decision of the event Organizer to
make the decision on which hotels will have the Wait List feature enabled for an event.
How an Attendee Can Add Their Reservation Request to the Wait List
1. Adding a Name to the Wait List from the Attendee Website
After an attendee searches for room availability on the Attendee Website, an option to add his or her name to the
Wait List will appear if no available inventory matches the request, and if Wait List has been enabled for this event.
Inventory Search Results - CityWide Event:
When the Attendee Website Search Preferences are selected as either “Show Only Available Hotels” or “Show Only
Available Hotels”, and no inventory is available for the guest‟s entire requested stay, the resulting message will
display as “No lodging matches your search criteria. Please change your search options and retry, or
click here add your name to the wait list.”
If the “Show Only Available Hotels” Search Preference is unchecked the following will occur. At the top, just below
the words “Available Hotels,” the following message would be displayed prominently “Please note that there is no
lodging that perfectly matches all of your search criteria. You can change your search options and
retry, browse the hotels below and book a matching portion of your stay, or you can click here to be
added to the wait list.” This message will appear for each hotel, if there is more than one.
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Inventory Search Results - HotelDirect Event:
When the Attendee Website Search Preferences are selected as either “Show Available Lodging Only” and no
inventory is available for the guest‟s entire requested stay, the resulting message will display as “Please note that
there is no lodging that perfectly matches all of your search criteria. You can change your search
options and retry, or you can click here to be added to the wait list.”
Wait List Request Form – Attendee Website
After the Button or link has been selected, a Wait List Request Form will appear. Passkey will have already collected
the Attendee Type, the stay dates, the number of guests and the requested number of rooms.
On the Wait List Form the following required fields must be completed:
The primary guest‟s first name.
The primary guest‟s last name.
The primary guest‟s telephone number.
The primary guest‟s e-mail address.
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The following optional fields may also be provided:
The primary guest‟s middle name or initial.
The primary guest‟s company name.
Some comments or requests from the guest (limited to 100 characters).
For CityWide events, a guest may also indicate hotel preference. Two drop-down lists of hotels will allow the guest
to enter a hotel first choice (select by hotel name or “First Available”) and a hotel second choice (select by hotel
name or “First Available”). This selection option will not be visible for HotelDirect events.
Definition of “First Available”: The use of “First Available” in the first list will indicate to the housing
manager that the guest does not have a hotel preference and would like “First Available” consideration.
CityWide and HotelDirect “multi-property” events: The lists may appear, but hotels that are closed to
Web reservations will not appear on these lists.
Interaction between the two lists: If an attendee selects “First Available” from the first drop down list,
the second list is grayed out because there is no need for it. If an attendee selects an actual hotel from the
first list, the second list will be visible, with the first entry option being “First Available”. The hotel selected
from the first drop down list cannot be the same as the hotel selected in the second drop-down list.
The reservation form will also display the following information:
The overall stay dates.
The number of rooms requested in the attendee website search.
The maximum number of guests per room requested in the attendee website search.
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An Example of the Wait List Form on the Attendee Website
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Wait List Confirmation Screen
After the Wait List Request form has been submitted, the guest will see a read-only version of the Wait List Request
form with the information they just submitted displayed. This screen allows a user to make corrections by clicking
the “Back” button, or allows confirmation and final submission of information.
An Example of the Confirmation Screen
When the Save & Continue button is clicked, the guest is taken to a “Thank You” screen.
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Wait List Confirmation E-mail
If this option is enabled on the Event Contact Information page for the event, an e-mail will be sent to the guest
informing them that the process of being added to the wait list was successful.
The guest can remove themselves from the wait list via a link on Wait List email they received. This marks the guest
as WITHDRAWN in the Wait List Status column. Note – this will occur for all unfulfilled requests that are part of a
multi-room wait list request.
After the guest confirms his/her desire to withdraw from the wait list, the message “Your name has been successfully
removed from the wait list for this event. Thank you for your interest” is shown.
If the guest has already been booked, he/she may not withdraw. The screen will display “You are no longer on the
wait list because a reservation for this event has been made for you. If you wish to make further changes, please
refer to your reservation acknowledgment for instructions.”
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2. Adding a Name to the Wait List from the Reservations Screen
The Reservations Screen (or Call Center Screen) works quite differently from the attendee website in that the agent
has a lot more flexibility in terms of inventory searches and results. In addition, websites always refer to a specific
event while the Reservations Screen does not.
Users with the ability to make, modify and cancel reservations on the Reservations Screen have access:
User Type Event Type
CityWide HotelDirect HotelDirect-Multi
Generic Call Center YES YES YES
Hotel NO YES YES
Hotel Call Center YES YES YES
Organizer YES YES YES
Sr. Organizer YES YES YES
Wait List Request Form – Reservations Screen
A wait list request can be processed by any Passkey user who has access to the Reservation (call center) form.
If Wait List is enabled for an event, then directly below the standard “no inventory” message, a button will appear
which says “Add Guest to the Wait List”. This button allows the call center agent (or housing manger, etc.) to place
a guest on the wait list.
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After the Add Guest to Wait List button is clicked, a pop-up window will appear. It is very similar to the Attendee
Website‟s Wait List form.
HotelDirect “multi-property” events: All hotels associated to the event appear on the lists. There must
be more than 1 hotel in order for the drop down lists to display.
CityWide Events: A hotel can be “closed” to call center reservations. If so, it will not be displayed. (Note
that this is not the same thing as being sold out.) If this brings the total number of “visible” hotels to 1 or
fewer, then the two drop downs are not displayed.
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Wait List Communication Preferences
When a guest completes the wait list process, a confirmation page appears thanking him or her for their interest. A
confirmation email can also be sent with the same detail. Whether the reservation is made on the Attendee Website
or through the call center form, a housing manager may or may not wish to communicate contact information for the
guest to follow up with.
The “Thank you” email checkbox located on the Event Contact information screen controls whether or not an email
gets sent to the guest as soon as their name is added to a Wait List. The default setting is checked (ON). If the
checkbox is unchecked (OFF), an email does not get sent. Also, when the Wait List feature is turned on during an
existing event, current guest names already on the list will not get emails. The content of the email text and the
Attendee Website Thank You screen are controlled by the “„Thank You‟ Message” text box shown below.
Managing the Wait List
Access Level Required to Manage a Wait List
The permissions below apply to all aspects of accessing the Wait List Application – whether it‟s done through the
Smart Alert, Home tab, Menu item, or Manage Inventory Calendar:
User Type Event Type
CityWide HotelDirect HotelDirect-Multi
Hotel NO YES YES
Organizer YES YES YES – only if Spec. Org.
Sr. Organizer YES YES YES
In the case of the Smart Alert, if the recipient has a Passkey account with the access level required (see
chart), he/she may log in and access the Wait List Application.
In the case of the Home Tab and Menu item, only user types marked with a “YES” below will see these
items.
In the case of the Manage Inventory Calendar button, access is superseded by access to the Manage
Inventory Calendar itself. If a hotel is associated with a CityWide event, and does not have access to this
screen, they cannot use this option to access the Wait List.
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Accessing the Wait List
The Wait List can be accessed from several areas within Passkey:
1. Link from the Passkey Home page:
When you log in, the Home tab area is the first page you see. This page displays a small table of all events that
contain at least one name on a wait list.
Each “Manage List” hyperlink leads to the Wait List for that event. This link is only available if the there is at least
one name on the list for that event. Up to 10 events will be shown.
2. Link from the Event Summary page:
From the Events Tab, the Wait List feature appears under Advanced Options. An event must already have been
selected for the Wait List task to be displayed.
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3. Link from the Manage Inventory Calendar:
There is a link to the Wait List feature from the Manage Inventory page.
4. Smart Alert:
Passkey can also “push” Wait List information to a housing manager or other interested party using Smart Alerts.
A Wait List Smart Alert is available in the Updates category. It is available for all events but will only become active if
there is at least one name on the list. It will default to “Daily” but may also be set for Weekly and Monthly deliveries.
When it activates, it will inform the recipient that there are names on the wait list.
o It will list all “WAITING” status names (up to 20 names).
o If there are more than 20 names, it will display the first 20 and then provide a total number of names.
o It will display a total number of names on the Wait List in any status.
o It also features a link directly into the Wait List application in Passkey.
o CityWide events only: the Recipients tab address book does not show affiliated hotels, and consequently
does not show users from those affiliated hotels. This is because individual hotels participating in a
CityWide event will not receive information about Wait Lists for the entire event.
This situation DOES NOT APPLY to HotelDirect Multi-Property events.
o Hotel users in a CityWide event cannot set up this kind of Smart Alert.
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Managing the Wait List
An Example Alert
Wait Lists are event specific so an event must be selected in Passkey before this screen can be viewed.
If there is not at least one name on the list, the wait list table is replaced with a message stating “There are currently
no names on the wait list.”
The screen itself consists of a table with Wait List information. It contains some of the information collected during
the request for being added to the Wait List, along with current availability information.
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An Example Wait List
The table can display up to 20 names at a time. It will contain additional pages if there are more than 20 names.
Links are available to navigate back and forth through the pages.
Automated Availability Colors & Status
The Wait List table features colors in the “Status” column that should indicate the inventory availability status of the
guest, based on the inventory search parameters stored in the wait list database.
After the table has loaded, the button can be used to re-load the inventory search on
each item on the current page. To update a single item only, the icon located to the left of each name, can be
clicked.
If inventory is available for that guest, the status column of the entry is shown in GREEN. If there is no match, the
status column is shown in RED. Once the Reservation Screen is opened by clicking on the “Reserve” icon, the
housing manager is free to modify the inventory search parameters. In the Status column, if the inventory status is
for any reason unavailable, the entry is shown in black type. When a reservation has already been made and is in
BOOKED status it will also be show in black type. A slightly grayed out version of the text is used if a guest has
withdrawn his/her request and the status is WITHDRAWN.
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An Explanation of the Columns
Name: First Name + Middle Initial/Name (if any) + Last Name
In addition, if a guest asks for more than one room in the wait list request form, they will be enumerated
one-by-one, one room per row. The room request “number” is shown to the right of the name, for
example, if guest “Yousif Hassan” selects 3 rooms from the drop down list in the wait list reservations form,
the table will display as follows:
Name Date Listed
Walter Johnson (1) 12/12/2007
Walter Johnson (2) 12/12/2007
Walter Johnson (3) 12/12/2007
Date Listed: This is the date the guest placed himself (or was placed) on the list. The time of day is also
collected but is only used for prioritization in the list order.
Company: This is an optional field so it may be empty.
Telephone: The telephone number of the guest.
Attendee Type: The attendee type of the guest.
Checkin & Checkout: Provided by the guest or call center agent during the inventory search.
Status: Either BOOKED, WAITING, or WITHDRAWN
o BOOKED means a reservation has been made one way or the other – it can be automatically set to
booked based on the process initiated when the icon is clicked, or a housing manager may
manually mark a guest as booked. This is useful when a housing manager does not want to delete
a guest from the list, even if booked. BOOKED statuses may have a link immediately below them
to display acknowledgment number below them.
o WAITING means the guest has not had a reservation made. It is the default status for all new
entries on a wait list. By clicking on you may enter the acknowledgment number manually via
a small text field. Any number may be used. If a Passkey acknowledgment number is used, a link
to the reservation is created.
This process manually changes the status to Booked and cannot be undone.
o If a guest is in the WITHDRAWN status, a reservation can no longer be made for him/her (the
“reserve” icon disappears). This means the guest has removed him/herself using their wait list
email. All rooms for a multi-room request will be withdrawn, or none will – this can happen if one
or more but not all of the multi-room requests are fulfilled.
Sorting
The table‟s default sort order is by Date Listed, from earliest to latest. The column names can be clicked to initiate a
sort. The table may be sorted by:
Attendee Type (A-Z alphabetically).
Status (WAITING, then WITHDRAWN, then BOOKED).
Name (A-Z alphabetically by FIRST name).
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Date Listed (earliest date to latest).
Company Name (A-Z alphabetically – empty company names last).
Checkin/Checkout date.
The table‟s columns may be filtered by Company, Attendee Type, Status and Stay Date Range
Actions Column
There are 3 icons in the right-most Actions column.
1. When clicked, the Reservation Screen appears, (as if “Create New Reservation” was clicked from the main
Passkey application). This will allow the housing manager to quickly make a reservation for the user. The
reservations form pre-populates with all of the collected information in the wait list database.
If the reservation screen (call center form) is submitted successfully after having been opened and pre-filled by
the “reserve” icon, the status for that guest in the wait list will update to “booked.” In addition, the primary
guest acknowledgment number of the reservation is added to the table.
2. When clicked, a Edit Notes window opens. The upper half of this window is a read-only section with the
hotel choices and comments/requests with the attendee‟s wait list information. The second half is a free-form
text field, which will display existing manually-entered “notes” (if any) and/or allow the housing manager to edit
the text.
“Edit” does not appear if there are no user-supplied notes. Instead, the “Save” button appears and the text
field is enabled. This is also the case when the “Edit” button is clicked in the case of pre-existing notes.
3. Housing managers may need to delete names from a list, such as when a guest no longer wishes to be
considered for a room, or for other reasons. Also, some users will want to delete names when bookings are
made, rather than “crossing them off.”
Wait List Report
A Wait List report can be accessed by selecting the Reports tab. There are several sorting, filtering and search
options that can be used to create a customized Wait List report. The report includes a table with the information for
everyone in the list. This version of the table is read-only and cannot be used to make reservations.
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GroupLink (CityWide Only)
Individual Reservation “Other Payment”
Credit Card
Deposit Received (DR)
Deposit Pending (DP)
Guarantee to Master (GM)
Overview
Call Center Screen View
Payment Plan View
Passkey‟s GroupLink electronic data transfer service for group reservations helps to improve inefficient and errorprone
processes. As a meeting date approaches, information must be transferred from the Passkey reservation
database to each participating hotel's local property management system (PMS). Until now, this process has
required hotels to receive reservation data via fax or mail, which then needed to be manually re-keyed into the local
hotel system. Automating this process can save time and effort and, ultimately, minimize inaccurate data.
Each hotel property has different data transfer requirements and capabilities, which results in different data transfer
methods. Passkey currently provides two different methods of data transfers, one-time and multi-time. All
properties with manual data transfer capabilities will receive one data transfer per event. Properties with automatic,
multi-time data transfer capabilities can schedule data transfers to occur any time after the event cutoff date up until
the event shutoff date.
In order for any hotel to receive an electronic data transfers in any format, the hotel must either be a Passkey
Licensee or have licensed the Passkey GroupLink technology separately. For a complete list of licensees, please
contact Passkey.
Individual Reservation Other Payment Support
Individual reservations can be flagged as Credit Card, Deposit Received (DR), Deposit Pending (DP) or Guarantee to
Master (GM) based on what has been entered on the reservation in the Reservation Agent form.
Credit Card - If the reservation was saved with a credit card guarantee, the reservation will be sent with the
corresponding credit card guarantee codes. The option is available in GroupLink to not send this guarantee type and
instead place them in the reject list.
Deposit Received (DR) - If the Other Payment option is selected, with an Amount greater than 0 and the Received
box checked, GroupLink will transmit the reservation with a Guarantee Type of “DR” or Deposit Received. The option
is available in GroupLink to not send this guarantee type and instead place them in the reject list.
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Deposit Received - Reservation Form View
Amount greater than 0
Received box checked
Deposit Pending (DP) - If the Other Payment option is selected with an Amount greater than 0 and the Received
option is NOT selected, GroupLink will transmit the reservation with a Guarantee Type of “DP” or Deposit Pending.
The option is available in GroupLink to not send this guarantee type and instead place them in the reject list
Deposit Pending - Reservation Form View
Amount greater than 0
Received box unchecked
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Guarantee To Master (GM) - If the Other Payment option is selected with an Amount equal to 0 and the Received
option is selected, GroupLink will transmit the reservation with a Guarantee Type of “GM”. The option is available in
GroupLink to not send these at all and instead place them in the reject list.
Guarantee to Master - Reservation Form View
Amount equal to 0
Received box checked
Guarantee to Master - Payment Plan View
Received box checked
Amount equal to 0
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GroupLink
GroupLink
Overview
Hotel Settings
Hotel Search
GroupLink SM provides the electronic transfer of reservation data directly into a property inventory system (CRS or
PMS). The reservation data includes new, modified, and cancelled reservations. Modified and cancelled reservations
are transferred as full-data overlays so that all reservation values are overwritten, not just the values that changed.
To begin transfers, the property‟s information must be configured so that GroupLink can send the reservation with
the proper values. To accomplish this, GroupLink provides a customizable interface that lets Passkey map payment
type codes, room codes, rate codes, and other information to the values required by the property‟s inventory system.
GroupLink also provides interactive reports so that the hotel user can track the transfer history of each reservation.
Using these reports, the hotel user can generate a list of reservations that were transferred successfully, rejected by
the hotel system, or excluded (prevented from transferring because of a business rule violation defined by the
property). Reservations that do not transfer can be resent or processed manually offline to ensure complete
synchronization between the Passkey system and hotel inventory system.
This section describes the setup process and how to run reports for transferred reservations.
Hotel Settings
This section describes how to set up a GroupLink-enabled hotel for reservation transfers. The GroupLink hotel
settings are defined by the global PMS/CRS settings and are used as the default values for each Passkey event
created in the GroupLink enabled property.
NOTE: Depending on the hotel‟s configuration, some of the following settings may not be available through the user
interface. Other settings may be visible in “Read Only” format and may not be edited by the hotel user.
Hotel Search
To configure a hotel to use GroupLink, click the Hotel Setup link in the left-side navigation menu.
Enter Search Parameters
Organizer-level (Vendor/System) users that have access to view more than one hotel must search for the hotel to set
up. Enter as many search values as needed to find the desired hotel. The text entered in each field is treated as if it
was part of a wildcard string. For example, entering “Quincy” in the Name field matches “Quincy Hotel” and “Hotel
Quincy”.
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In addition to the Name and Address fields, the setup status of GroupLink-enabled hotels may also be used as search
criteria. The Show: drop-down list allows the following status options:
Field Description
All GroupLink Properties Returns all GroupLink enabled hotels that the user is associated with.
GroupLink Setup Complete Returns only GroupLink enabled hotels that the user is associated
with and that have competed GroupLink setup.
GroupLink Setup Pending Returns only GroupLink enabled hotels that the user is associated
with and that have not competed GroupLink setup.
Once search parameters are entered, click the Search button to view the results.
Select a Hotel
Click one of the column headers to sort the results by hotel name, hotel address, or GroupLink setup status. Click the
same header again to sort the results in descending alphabetical order. When the desired hotel is found, click the
row in the search results containing the hotel name to configure its GroupLink settings.
NOTE: Only GroupLink enabled hotels are shown in the search result. If the desired hotel is not shown in the
listing, please contact a Passkey representative for further assistance.
Hotel Setup
After selecting the proper hotel on the Hotel Search page, the Hotel Setup page allows the user to configure the
default settings for all GroupLink reservation transfers. Depending on the hotel‟s configuration, some of the options
listed below may not be shown because the settings are not used for the hotel.
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Hotel Codes
This section displays the Brand, Chain, and Hotel codes to be used in reservation transfers. Enter the correct value
for each of the codes, or if a value is already entered, you may click the Edit link next to each code to change the
value.
Credit Card Codes
These fields show the codes that are sent with credit card guarantee or credit card deposit reservations. Each of the
five Passkey-accepted credit cards (Visa, MasterCard, American Express, Diners Club, and Discover) can have a
separate code specified. Enter the correct code next to each credit card type, or if a code is already entered, you
may click the Edit link next to each credit card type to change the value.
Automatic Email Reminders
GroupLink sends an automatic email reminder to the Reservation contact email address when reservations have been
rejected by the hotel inventory system, have been excluded by GroupLink because of business rule configurations, or
have experienced an error during transfer. GroupLink sends an automatic email to the Network/IT contact email
address in the event a transfer has failed because of network communication errors. Enter email addresses for the
Reservation and Network/IT contacts in the fields provided.
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Transfer Restrictions
Users can specify whether or not GroupLink should transfer reservations that have been modified or canceled by
selecting the appropriate check box next to each selection. Please keep in mind that any modification sent during a
transfer is a full data-overlay. GroupLink does not send only the updated fields.
Payment Types
This section specifies which guarantee types are sent during GroupLink transfers and the mapping code to use.
Depending on the vendor setup, up to five options may be available:
Field Description Common Definitions
Credit Card Payments Any reservation guaranteed with a credit card Credit Card Guarantee/Deposit
Payment Received = Yes Any reservation with the “Payment Received” check Master Bill
Amount = 0
box selected and the amount value set to zero (0).
Payment Received = Yes Any reservation with the “Payment Received” check Deposit Received
Amount > 0
box selected and the amount value greater than
zero (0).
Payment Received = No Any reservation with the “Payment Received” check Comp
Amount = 0
box cleared and the amount value set to zero (0).
Payment Received = No Any reservation with the “Payment Received” check Deposit Pending
Amount > 0
box cleared and the amount value greater than
zero (0).
In addition, any credit card payment may be sent as a deposit or a guarantee, depending on how the reservation
system is configured to handle the payments. By default, credit card payments are sent as a guarantee.
Select the check box next to the payment types to include it in the transfer, and enter the payment type code next to
each payment type description. The payment type selections defined for the hotel are used as the defaults for the
event.
Suspend Reservation Transfers
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This check box immediately suspends all reservation transfers to this hotel for all events. This may be useful if hotel
transfers need to be suspended temporarily for any reason. Clear the check box to resume transfers. Please note that
selecting the check box affects all event transfers that have been setup for the hotel.
Saving Changes
After entering all required information, click the Save button to save changes or the Reset button to revert back to
the last saved changes.
Setting Up An Event
After the hotel configuration is complete, the GroupLink transfer settings must be enabled for each event before the
first transfer can begin. Enabling and approving Event setup eliminates any accidental transfers to the hotel system
before the appropriate GroupLink codes have been defined. Follow the steps below to approve each event for
transfer.
Enter Search Parameters
The first step is to locate and select an event to configure and approve. Enter information in as many of the listed
fields as needed to locate the target event. The text entered in each field is treated as if it was part of a wildcard
string to assist in locating the event.
In addition to the text fields, it is possible to narrow the search by selecting events that are open or closed, or by
selecting events before or after a specific cutoff date. Once the search parameters are entered, click the Search
button to view the results.
Select an Event
Click one of the column headers to sort the results by event name, transfer status, or the event open, cutoff, or
shutoff date. Click the same header again to sort the results in descending order. When the desired event is found,
click the row in the search results containing the event name to configure its GroupLink settings.
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Event Setup
Meeting IDs
Enter a value for both the Meeting Code and the Meeting Sub-Code. These values are transferred with each
reservation in this event. If the values have been previously entered, click the corresponding Edit link to change the
value. The meeting codes and meeting sub-codes defined for the event are used as the defaults for the group.
Payment Types
This section specifies which guarantee types are sent during GroupLink transfers for this event and the mapping code
to use. Any settings entered on the Hotel Setup page are used for event defaults and can be overwritten on a per
event basis. Depending on the vendor setup, up to five options may be available.
Field Description Common Definitions
Credit Card Payments Any reservation guaranteed with a credit card Credit Card Guarantee/Deposit
Payment Received = Yes Any reservation with the “Payment Received” check Master Bill
Amount = 0
box selected and the amount value set to zero (0).
Payment Received = Yes Any reservation with the “Payment Received” check Deposit Received
Amount > 0
box selected and the amount value greater than
zero (0).
Payment Received = No Any reservation with the “Payment Received” check Comp
Amount = 0
box cleared and the amount value set to zero (0).
Payment Received = No Any reservation with the “Payment Received” check Deposit Pending
Amount > 0
box cleared and the amount value greater than
zero (0).
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Event Transfers
This section specifies the time window to send GroupLink transfers for this event. Use the Start Transfers section to
specify a date and time for the first event transfer and the End Transfers to specify the date and time of the last
event transfer.
NOTE: The Start Transfer and End Transfer date and times must be after the event cutoff date (for non-HotelDirect
events) and on or before the day after the last inventory date.
Suspend Reservation Transfers
This check box immediately suspends all reservation transfers to this hotel for this event only. This may be useful if
event transfers need to be suspended temporarily for any reason. Clear the check box to resume transfers. Please
note that selecting the check box does not affect any other event transfers that have been setup previously.
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Saving Changes
After entering all required information, click the Save button to save the changes or the Reset button to revert back
to the last saved changes.
Rooms Setup
After the Event Setup page is completed, the Rooms Setup page can be configured for each room type within the
GroupLink transfer.
Select a Room Type
This list displays each room type available in the event. Each available room type shows a column for the room type
name, the approval status, and the number of blocks for that room type across all group types. Click one of the
column headers to sort the results in ascending order. Click the same header again to sort the results in descending
order.
Click the row containing the desired room type name to configure its GroupLink settings. To work on more than one
room type at a time, select the Display Multiple button. A pop-up window appears and allows the selection of
additional room types to be edited simultaneously.
Room Code and Rate Codes
Depending on the vendor system configuration, each room type in an event may have a code that is sent during
GroupLink transfers. Enter the room code and the rate code for the room type selected. If the code has previously
been entered, you may click the Edit link to change the code. The room codes and rate codes entered here are used
as the defaults for the block.
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Setup Status
After the setup for a room type is complete, the settings can also be applied to additional rooms. Click the Select
Room Types button to display a pop-up window with the event‟s room types. Select the additional rooms desired and
click the Apply Settings button or click Cancel to close the window without applying the settings to additional rooms.
Select the Approve the room for transfer check box to finish the room setup. The Block Setup for this room type
cannot be completed until the room is approved.
Saving Settings
After entering all required information, click the Save button to save changes or the Reset button to revert back to
the last saved changes.
Groups Set-up
Select a Group
This list displays each group type available in the event. Each available group type shows a column for the group
type name, the approval status, and the number of blocks for that group type across all room types. Click one of the
column headers to sort the results in ascending order. Click the same header again to sort the results in descending
order.
Click the row containing the desired group type to configure its GroupLink settings. To work on more than one group
at a time, select the Display Multiple button. A pop-up window appears and allows the selection of additional group
types to be edited simultaneously.
Meeting Codes
Enter a value for both the Meeting Code and the Meeting Sub-Code. These values are transferred with each
reservation in this event. The codes default to the event-level values, but can be changed for each group type by
clicking the corresponding Edit link. The meeting codes and meeting sub-codes defined for the groups are used as
the defaults for the block.
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Payment Types
This section specifies which guarantee types are sent during GroupLink transfers for this group type and the mapping
code to use. Any settings entered on the Event Setup page are used for the group type defaults. Depending on the
vendor setup, up to five options may be available:
Field Description Common Definitions
Credit Card Payments Any reservation guaranteed with a credit card Credit Card Guarantee/Deposit
Payment Received = Yes Any reservation with the “Payment Received” check Master Bill
Amount = 0
box selected and the amount value set to zero (0).
Payment Received = Yes Any reservation with the “Payment Received” check Deposit Received
Amount > 0
box selected and the amount value greater than
zero (0).
Payment Received = No Any reservation with the “Payment Received” check Comp
Amount = 0
box cleared and the amount value set to zero (0).
Payment Received = No Any reservation with the “Payment Received” check Deposit Pending
Amount > 0
box cleared and the amount value greater than
zero (0).
Setup Status
After the setup for a group type is complete, the settings can also be applied to additional groups. Click the Select
Groups button to display a pop-up window with the event‟s group types. Select the additional groups desired and
click the Apply Settings button or click Cancel to close the window without apply the settings to additional groups.
Select the Approve the group for transfer check box to finish the group setup. The Block Setup for this group type
cannot be completed until the group is approved.
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Saving Settings
After entering all required information, click the Save button to save the changes or the Reset button to revert back
to the last saved changes.
Blocks Setup
Select a Block
This list displays each available block in the event. Each block shows columns for the room type of the block, the
group type of the block, and the approval status. Click one of the column headers to sort the results in ascending
order. Click the same header again to sort the results in descending order.
Click the row containing the desired block name to configure its GroupLink settings. To work on more than one block
at a time, select the Display Multiple button. A pop-up window appears and allows the selection of additional block
types to be edited simultaneously.
Meeting Codes
Enter a value for both the Meeting Code and the Meeting Sub-Code. These values are transferred with each
reservation in this event. The codes defaults to from the group-level values, but can be changed for each block by
clicking the corresponding Edit link.
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Room Code, Rate Codes and Rates Enter the room code, the rate code for the block. If the code or rate has previous
been entered, click the Edit link to change the value.
Payment Types
This section specifies which guarantee types are sent during GroupLink transfers for this block and the mapping code
to use. Any settings entered on the Group Setup page are used for block defaults. Depending on the vendor setup,
up to five options may be available:
Field Description Common Definitions
Credit Card Payments Any reservation guaranteed with a credit card Credit Card Guarantee/Deposit
Payment Received = Yes Any reservation with the “Payment Received” check Master Bill
Amount = 0
box selected and the amount value set to zero (0).
Payment Received = Yes Any reservation with the “Payment Received” check Deposit Received
Amount > 0
box selected and the amount value greater than
zero (0).
Payment Received = No Any reservation with the “Payment Received” check Comp
Amount = 0
box cleared and the amount value set to zero (0).
Payment Received = No Any reservation with the “Payment Received” check Deposit Pending
Amount > 0
box cleared and the amount value greater than
zero (0).
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In addition, any credit card payment may be sent as a deposit or a guarantee, depending on how the reservation
system is configured to handle the payments. By default, credit card payments are sent as a guarantee.
Setup Status
After the setup for a block is complete, the settings can also be applied to additional blocks. Click the Select Blocks
button to display a pop-up window with the event‟s blocks. Select the additional blocks desired and click the Apply
Settings button or click Cancel to close the window without apply the settings to additional blocks.
Select the Approve the block for transfer check box to finish the block setup.
Saving Settings
After entering all required information, click the Save button to save the changes or the Reset button to revert back
to the last saved changes.
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GroupLink Reports
Hotel Search
Enter Search Parameters
Organizer-level (Vendor/System) users that have access to view more than one hotel can search for hotels before
running reports. Reports can be run for multiple hotels at once by entering search values to find the desired hotel(s).
The text entered in each field is treated as if it was part of a wildcard string. For example, entering “Quincy” in the
Name field matches “Quincy Hotel” and “Hotel Quincy”.
In addition to the Name and Address fields, the setup status of GroupLink-enabled hotels may also be used as search
criteria. The Show: drop-down list allows the following status options:
Field Description
All GroupLink Properties Returns all GroupLink enabled hotels that the user is associated with.
GroupLink Setup Complete Returns only GroupLink enabled hotels that the user is associated
with and that have competed GroupLink setup.
GroupLink Setup Pending Returns only GroupLink enabled hotels that the user is associated
with and that have not competed GroupLink setup.
Once search parameters are entered, click the Search button to view the results.
Select a Hotel Click one of the column headers to sort the results by hotel name, hotel address, or GroupLink setup
status. Click the same header again to sort the results in descending alphabetical order. When the desired hotel is
found, click the check box in the row containing the hotel name. Select multiple hotels for reporting by checking
additional hotel check boxes before clicking the Continue button.
NOTE: Only GroupLink enabled hotels are shown in the search result. If the desired hotel is not shown in the
listing, please contact a Passkey representative for further assistance.
Event Search
Enter Search Parameters
To select an event for reporting, enter information in as many of the listed fields as needed to locate the target
event. The text entered in each field is treated as if it was part of a wildcard string to assist in locating the event.
In addition to the text fields, it is possible to narrow the search by selecting events that are open or closed, or by
selecting events before or after a specific cutoff date. Once the search parameters are entered, click the Search
button to view the results.
Select an Event
Click one of the column headers to sort the results by event name, hotel name, transfer status, or the event open,
cutoff, or shutoff date. Click the same header again to sort the results in descending order. When the desired event
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is found, click the check box in the row next to the event name. Select multiple events for reporting by checking
additional event check boxes before clicking the Continue button.
Reservation Summary
The Reservation Summary page shows all reservations based upon the user-selected criteria. Here, successfully
transferred reservations can be viewed along with reservations that had errors during a transfer. The user may
resend reservations to the property system, or add reservations to the “To-Do list” for further manual processing.
To filter the list for a category of reservations, use the View drop-down list:
Field Description
All Reservations Shows all reservations.
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Successfully Transferred Shows all reservations that were successfully transferred to
the property.
All Rejected, Error, Excluded Shows all reservations that were rejected, had an error, or
were excluded from a transfer.
Rejected Reservations Shows all reservations that were rejected from a transfer.
Errored Reservations Shows all reservations that had an error during a transfer.
Excluded Reservations Shows all reservations that were excluded from a transfer.
The result list can be sorted by up to three levels of sorting by using the three Sort By drop-down lists. By default,
the list is sorted by hotel name, event name, and then by reservation status. After choosing the desired sorting
options, view the results by clicking the Apply Sort button.
Once the results appear, each reservation can be selected for further action by clicking the check box next to the
hotel name in each record. All reservations can be selected by clicking the Select all
reservations check box at the top of the result list. After selecting the desired reservations, the following actions can
be performed by clicking the corresponding button:
Button Action
Add to “To Do List Adds the selected reservations to the “To Do List” when
manual processing is required. After the reservations have
been manually entered in the Hotel Inventory System,
enter the hotel confirmation number in the “To Do List” and
mark the reservations as processed.
Resend Changes the reservation‟s transfer status to “Resend”
enabling GroupLink to resend the reservation automatically
in the next transfer.
View Details Shows all reservation details in a report formatted similar to
a Room List.
In addition, all transferred reservations can be viewed in an easily printed format by clicking the Printable View link.
Any reservation marked as “To Do” on the Reservation Summary page appears on the To-Do List page. Add
reservations to the To Do List when manual processing is required. After the reservations have been manually
entered in the Hotel Inventory System, select the checkbox next to each reservation record, and enter the hotel
confirmation number in the text entry fields provided. After entering the hotel confirmation number, mark the
reservations as processed to remove it from the To Do List.
The list can be sorted by up to three levels of sorting by using the three Sort By drop-down lists. By default, the list is
sorted by hotel name, event name, and then by reservation status. After choosing the desired sorting options, view
the results by clicking the Apply Sort button.
After selecting the desired reservations, the following actions may be performed by clicking the corresponding button
Button Action
Mark as “Processed” Changes the transfer status of the selected reservations to
“Processed”. The reservations must have an external.
Confirmation number entered before performing this action.
Resend Changes the reservation‟s transfer status to “Resend”
enabling GroupLink to resend the reservation automatically
in the next transfer.
View Details Shows all reservation details in a report formatted similar to
a Room List.
In addition, all transferred reservations can be viewed in an easily printed format by clicking the Printable
View link.
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GroupLink Setup – Workflow Summary
To configure a hotel for GroupLink:
1. Click Hotel Setup in the GroupLink menu.
2. Search and find the proper hotel (if applicable).
3. View the current hotel settings and complete the available fields (for example, codes, payment types, and
so on)
4. Click Save.
To configure an event for GroupLink:
1. Click Event Setup in the GroupLink menu.
2. Search and find the proper event.
3. Review and modify the event settings:
a. Complete the available fields, as needed.
b. Approve the event for transfer.
c. Click Save.
4. Review and modify the room settings:
a. Complete the available fields, as needed.
b. Approve the room(s) for transfer.
c. Click Save.
5. Review and modify the group type settings:
a. Complete the available fields, as needed.
b. Approve the group(s) for transfer.
c. Click Save.
6. Review and modify the block settings:
a. Complete the available fields, as needed.
b. Approve the block(s) for transfer.
c. Click Save.
To view GroupLink Reports:
1. Click GL Reports in the GroupLink menu.
2. Select the type of reservations to view in the drop-down list.
3. Select the reservations to move, resend, or view and do one of the following actions:
a. Select the Add to “To Do List” button to manually add an external confirmation number.
b. Select the Resend button to resend the marked reservations in the next transfer.
c. Select the View Details button to view the marked reservations in a report.
Tools Tab
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The Passkey Tools page displays all aspects of the Passkey application outside of the core product, such as:
� Reports
� Groupmaster Link (if licensed)
� RegLink
� RoomList Express
� Organization Profile (CW licensees)
� Hotel Profile
o Room Type Library
o Affiliate Event Defaults
� User Profile
� GroupLink (if licensed)
� General information
o Online Help
o Feedback/Comments
o Event Images
The Reports page has been set as the default screen for the Tools tab. This will allow all users (depending on their
level of access) to access and run reports on an event.
Tools Tab – Default View
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Organizations, Users and Administrators
Overview
Passkey identifies users of the system in the following ways:
User – A user is anyone who has access to the system. Users
are either associated with an organization or a hotel. Each
user has access to their own user profile to update personal
information (except for User Names) and reset their
password.
Organization – Organizations such as travel management
companies, planner organizations, travel agencies and
Convention & Visitors Bureaus all have their own organization
profile and users associated to them. While Passkey must
create each initial organization profile, all users associated to
the organization have the ability to update the Organization
Profile depending on access level.
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Permissions
Rules:
1. The Administrator has full
permission over user setup.
2. All Users have the ability to
update their profile.
3. Every User has the ability to
change his/her own
password and edit personal
information, such as name
and email address.
Hotel – All hotels in Passkey have their own default Hotel Profile. Depending on access levels,
associated with the hotel‟s Hotel Profile have access to update that profile. The Hotel Profile includes
information such as address, phone, fax and URL as well as the default hotel description, hotel logo,
hotel façade picture, accepted credit cards list, Room Type Libraries and Default Affiliates.
Administrators – Administrators have the ability to manage and maintain all users that are
associated within their organization or hotel. The Administrator has the ability to set temporary
passwords, create new users, change security levels, and disable a user‟s access.
Passkey Customer Code (PCC) – The Passkey Customer Code is a unique code assigned to each
organization. It is located in the Organization Profile and used when associating organizations to an
event as Affiliates. Hotels are not assigned a Passkey Customer Code.
All Passwords expire after 90 days of inactivity.
Temporary passwords expire seven (7) days after they are created.
If a user password expires, the Administrator can assign a new (temporary) password. If an Administrator
password expires, contact Passkey to create a new password.
If a user‟s password expires and that user is at an organization that is not a licensee of
Passkey, contact Passkey to create a new password.
The system will automatically prompt users to change their password every 120 days.

Administrator Maintenance Tasks
Adding New User
To add a user to your organization:
1. Access this feature in one of two ways:
If starting from the left Task Bar, click the User Profile task, and then click the Add New User button,
OR
If starting from the User Profile page, click the Add New User button. The User Profile page appears:
Add New User
2. Enter user information. Required fields are in bold.
Username: Enter the user‟s login name. The name must be unique within the entire Passkey system.
For example, first and last name as one word with no spaces (JohnSmith).
Password/Password again: Click on the Generate Password button. The system will automatically
generate a temporary password.
Inactive: If creating new users, this box is checked (inactive) by default. Uncheck this box if the new user is
to be activated immediately; keep the box checked if intending to activate the user at a later date.
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User Type: Select one of these access levels:
This security level … … grants these privileges.
Organizer (Org - Highest level of access)
Senior Organizer (Sr)
Hotel – CityWide (CW) - before cutoff date
Hotel – CityWide (CW) - after cutoff date
Can view and edit all event data they are associated with,
whether created by themselves or another organization.
Can view and edit any hotel associated with their events
Can view data for planner profiles that have been associated
using the PCC code
Can create new events (if a Passkey licensee) and new
hotels
Can edit personal organization profile
Can view and edit acknowledgement functions for all their
associated events
Can view, create, modify and cancel reservations for all their
associated events
Can run all reports
Can view all of their organization‟s event data
Can view data for all hotels
Can view and edit data for their organization profile only
Can view all room types for all their associated organization
events
Can view inventory for all events associated with their
organization
Can view, create, modify and cancel reservations for all
events
Can view acknowledgement setup for all events they
created and with which they are associated
Can run all reports
Can view all event details with which they are associated
Can view, create, modify and cancel reservations for all
events associated with their hotel
Can run reports with the exception of any delegate list
(e.g., Rooming List
Can update their Hotel profile
Can view, create and manage data for all room types for
events associated with their hotel
Can view and manage inventory for events associated with
their hotel
Can run all reports (including Rooming lists) but can only
see their own hotel‟s data in those reports. The exception is
the Event Block and Pick Up – All Hotels Report, in
which all aggregated hotel data is available
Can view and edit all event data that they created
Can view planner profiles that have been associated using
HotelDirect (HD)
the PCC code
Can edit personal organization profile
Can view and edit acknowledgement functions for all events
with which they are associated
Note: Due to credit card security regulations only designated users will have access to see credit card information
3. Click the Save Changes button. The user is added to the list of organization users.
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Modifying User Information
Use this feature to change user information.
To modify user information:
1. Click the User Profile task on the left Task Bar. The Users page appears.
2. As an Administrator, you see a list of all users in your organization. Select a user from the list.
3. Click the Edit User Information button. The User Profile page appears;
4. Enter user information. Required fields are in bold. Note these fields:
Username: cannot be modified;
Password/Password again: Click on the Generate Password button. The system will
automatically generate a temporary password.
Inactive: If initializing, this box is checked (inactive) by default or if a User Name has become
inactive. Uncheck this box if the user is to be activated immediately; keep the box checked if
intending to activate the user at a later date.
User type: Select one of the following:
a. Organizer
b. Senior Organizer
c. Generic Call Center
d. Hotel
e. Hotel Call Center
5. Click the Save Changes button.
Disabling/Enabling/Removing Users
Use this feature to control a user's access. When initializing a user in the system, the default is set to inactive.
This feature allows the Administrator to control the user‟s password status.
To disable or activate a user:
1. Click the User Profile task on the left Task Bar. The Users page appears
2. If activating a user, select Inactive users from the Show list. This will display all inactive users in
the organization. If disabling a user, find the appropriate User Name on the Active List.
3. Select a user from the list
4. Click the Edit User Information button. The User Profile page appears
5. Check (to disable) or uncheck (to enable) the Inactive box
6. Click the Save Changes button. The changes become effective immediately.
To permanently remove a user:
1. Click the User Profile task on the left Task Bar. The Users page appears
2. Select a user from the list
3. Click the Edit User Information button. The User Profile page appears
4. Check the Remove box
5. Click the Save Changes button. The change becomes effective immediately.
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User Maintenance Tasks
The user maintains personal data and passwords. Changes can be made to title, email addresses, phone and
fax numbers. To maintain security, users should periodically change passwords. The system will
automatically prompt users to change their password every 90 days.
To edit your own user data:
1. Click the User Profile task on the left Task Bar. Select your user name from the user's list and
press Edit User Information. The User Profile page appears.
Edit User Profile
2. Edit these values:
First Name/Last Name: Edit name.
Title: Edit title.
Phone: Edit phone number.
Fax: Edit fax number.
Email: Edit email address.
Password/Password Again: enter and re-enter new password. New passwords must be
different from previously used passwords. Passwords must consist of at least eight
characters: one letter and one numeric character are required.
NOTE: Temporary passwords are valid for seven days. All new users must log in within seven days
and change their password. Failure to do so will disable access to the system. The Administrator is
responsible for issuing new passwords to these users.
NOTE: Passwords expire after 90 days of inactivity. Administrators must reset expired passwords;
Passkey handles resetting expired passwords for Administrators.
Inactive: If a user‟s status is inactive, the inactive box is checked. Uncheck box to activate the
user. (Only Administrators have the ability to do this.)
Administrator: indicates whether user is an Administrator.
3. Click the Save Changes button.
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User Profile – Workflow Summary
1. Click User Profile
A. Screen shows the user currently logged in.
B. Review fields.
C. Change password.
D. Click Save Changes.
Organizer Profile – Workflow Summary
1. Click Organizer Profile
A. Screen shows the information for the Organizer affiliated to the user who is logged in.
B. Users with Organizer level access can edit the company information only.
C. Click Save Changes.
2. Click New User (Administrators only)
A. Fill in fields.
B. Click Save Changes.
C. Click on User name link view or modify current user information (Administrators only).
1.) Update personal information, if necessary.
2.) Update passwords by clicking Generate Password, if necessary.
3.) To disable a user, check Disabled checkbox.
4.) To remove a user, check Remove checkbox.
5.) Update access level, if necessary.
6.) Click Save Changes.
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Hotel Profiles and Hotel Database
Overview
Passkey contains a robust database of hotels that have been used in prior Passkey events. Based on access levels,
hotel information is available to all users within Passkey, creating a shared database of hotel information used across
all events created within the Passkey system. Within this database, users are able to both add new hotels and edit
existing hotel information based upon their access level.
It is imperative to understand that the database of hotels within Passkey is shared by all users of Passkey.
Therefore, it is critical that:
1. No event or organization specific information be entered into the Hotel Profile; the hotel profile
should contain general information pertaining to the hotel only.
2. Duplicate hotels are not created within the Passkey system. This will affect all users’ abilities
to effectively manage their groups.
If customization is required, all hotel specific information can be customized on an individual event level once the
hotel is associated to that event.
All hotels that need to be associated to your event may not be listed in Passkey. In this case, you will need to manually
add the hotel to the Passkey database and upload the hotel's picture and logo.
Once a hotel is added, only the Organizers and Hotel personnel are allowed to edit the hotel information. Hotel
information that is set up here is visible in the Attendee Website and to users of the reservation entry form and can be
edited on an event level if customization is required.
Create New Hotel
To add a new hotel and link it to the event:
1. Search for the hotel to ensure that it does not already exist within the Passkey Hotel database.
2. If the hotel does not exist, click the Create New Hotel button. A blank Hotel Profile page appears:
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Hotel Profile
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3. Enter the appropriate hotel name/address/credit card data.
The Default Description and Default Tax Disclosure fields are free-form
descriptions of the hotel and its tax disclosure. This information is displayed throughout Passkey and
should be formatted in HTML tags. Please refer to Appendix A for “HTML Tips”. Both fields can be
customized on the event level within the Hotel Parameters page.
Check the Rates Include Tax box to indicate that the rates are tax inclusive. This information
is displayed on the Attendee Web Site, when appropriate.
Check the Handicap Accessible Rooms Available box to indicate the hotel offers handicap
accessible rooms. This information is displayed on the Attendee Web Site, when appropriate.
4. Click the Save Changes button to add the hotel to the Passkey hotel list
NOTE: Only Organizers and the Hotel can make changes to the hotel setup information after it is saved.
5. Upload the hotel picture and logo from your PC or network.
NOTE: The picture and logo images must conform to the following format specifications:
Max. kbs Width in Pixels Height in Pixels
Hotel Logo JPEG 50 82 60
Hotel Image JPEG 50 220 220
To upload the hotel picture or logo:
1. If you are uploading the hotel picture, click the Upload Picture button. If an image has been previously
uploaded, the button changes to Show Image. If you are uploading the hotel logo, click the Upload
Logo button.
The Show/Upload window pops-up:
a. Select Browse. A Choose file window opens. Go to the file where the new image has been
saved and select the appropriate image.
b. Highlight the new image file.
c. Select Open. The Choose file window closes and the file path for the new image will prepopulate
in the Upload Image area. Select the Upload Image button. Any image currently
displayed is replaced with the uploaded image and becomes the new hotel image or logo.
d. NOTE: Select the Delete button to remove the current hotel image or logo.
e. Select the Close button to close the window.
f. Select the Save Changes button.
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To specify the Hotel Reward Programs:
1. Select the Rewards Program button.
The Rewards Program window pops-up:
Hotel Profile – Rewards Program Setup
2. To add a reward program, select a program from the Available Programs column and select the Add
button to move the program to the Accepted Programs column.
3. To remove a reward program, select a program from the Accepted Programs column and select
the Remove button to return the program to the Available Programs column.
4. Repeat as needed for any additional reward programs.
5. Select the Cancel button to close the window without saving your changes.
6. Select the Save Changes button to add the reward programs to the hotel.
To specify the Hotel Amenities:
1. Select the Amenities button.
The Amenities window pops-up:
2. To add amenities select one or more from the Available Amenities column and select the Add
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utton to move the amenity to the Accepted Amenities column.
3. To remove amenities, select one or more from the Accepted Amenities column and select the
Remove button to return the amenity to the Available Amenities column.
4. Repeat as needed for additional amenities.
5. Select the Return to Hotel Profile button to close the window without saving your changes.
6. Select the Save Changes button to add the amenities to the hotel.
Modifying Hotel Information
Once a hotel has been created, only Organizers or hotel personnel with Hotel level access can modify
that information.
To modify hotel information:
1. Go to the Event Summary page, click the Hotels link within Hotels and Inventory, and then click
on the hotel name on the right
NOTE: Hotel users can select the Hotel Profile link on the left task bar.
2. The Hotel Profile page appears:
3. Modify the appropriate hotel contact and credit card data information, as needed. Required fields are
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old. The Default Description and Default Tax Disclosure fields are free-form descriptions of
the hotel and its tax disclosure. If the hotel is associated with many events, this text becomes the
default text for each event and can be edited to reflect event-specific hotel text. This information is
displayed throughout Passkey and should be formatted in HTML tags. Refer to Appendix A for
“HTML Tips”. Both fields can be customized on the event level within the Hotel Parameters page.
Check the Rates Include Tax box to indicate the same. This information is displayed on
the Attendee Web Site where appropriate.
4. If required, modify the hotel picture and/or logo:
NOTE: The picture and logo images must conform to the following format specifications:
Max. kbs Width in Pixels Length in Pixels
Hotel Logo GIF or JPEG 50 60 60
Hotel Image JPEG 50 220 220
To upload the hotel picture or logo:
1. If you are uploading the hotel picture, click the Show Picture button, or if you are uploading the
hotel logo, click the Show Logo button. The Show/Upload window pops-up.
2. Under Upload Image, enter the path address of the hotel image to upload. Click the Browse
button to use Windows Explorer to locate the file on your PC or network and select the appropriate
image.
3. Click the Upload Image button. Any image currently displayed is replaced with the uploaded image
and becomes the new hotel image or logo.
NOTE: Click the Delete button to remove the current hotel image or logo.
4. Click the Close button to close the window.
Once Photos and Logos have been updated, you may also want to set-up:
Affiliate Event Defaults
Room Type Library
Default Smart Alerts
Default Group Campaigns
Affiliate Event Defaults
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Overview
Both the Hotel Profile and Organizer Profile screens have a button for Affiliate Event Defaults. Clicking this
button will bring you to the Affiliate Event Default page where you can add additional default affiliates or remove
existing affiliates. This feature will allow a licensed hotel and affiliates to create a list of default affiliates that are
automatically associated to each created event.
Clicking the Affiliate Event Default button on the Hotel Profile or Organizer Profile pages will present the
following page:
From the Manage Event Default Affiliates screen you can:
Select the Affiliate Lookup button to find and select an Affiliate and add them to your default list of
affiliates. Default affiliates will automatically be associated with every event built in Passkey.
Select the Add button to add an Affiliate using the appropriate Passkey Customer Code (PCC) number.
Note: The list of Your Default Affiliates will appear as you select and add new affiliates.
To remove an Affiliate from the list, click on the Trash Can icon next the appropriate Affiliate.
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Room Type Library
Overview
Hotel users will be able to control a library of room types. Any user associating the hotel to an event can use any of
the room types in the library. Once copied to an event, the room type can be modified as needed. The changes made
at the event level will not be updated back in the library.
The Hotel Profile screen has a button that will access the Room Type Library pop-up window.
Clicking the Room Types Library button on the Hotel Profiles page will present the following page:
From the Room Type Library you can:
� Select the Add Room Type button to create a new room type. This button allows you to create a new
room type.
o Clicking the button will create a new row in the Room List section with a room type name of
“[New Room]”. Fill in the appropriate information.
o Room Name – This name must be unique to the hotel. Room names can be up to 80 characters
in length.
o Room Description – This field contains the description that will appear in both the Attendee
Web Site as well as the Reservations form.
o Max # of Guests – Enter the maximum number of guests that will be allowed to stay in this
room type.
o Show smoking preference field – this checkbox controls whether the smoking preference field
is shown for this room type for each event on the Attendee Web Site and Reservations form. It is
subject to the setting s of the event-level smoking preferences.
� If smoking preference is not shown on the event level it will not appear on a room type
level regardless of what is set in the library.
o Room Image – You may upload a room type default image here. Clicking the button will open
the standard file upload pop-up.
� If an image is uploaded, a preview of the image will be displayed.
� If an image is not uploaded, the text “No image uploaded” will be displayed.
� The Delete icon will delete the image after the standard warning. This button is hidden if
the user does not have save permissions.
o GroupLink Code – This textbox is for entering the GroupLink code for this room type.
� Once the room type is copied to an event, the GroupLink code will be copied to the
GroupLink setup screens automatically.
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� When an event is created using GroupmasterLink, matching the room code value to this
code will copy all Room Type Library information into the event, along with any passed in
inventory values.
o Return to Profile – This button will return you to the Hotel Profile page.
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Default Smart Alerts
Overview
Both the Hotel Profile and Organizer Profile screens have a button for Default Smart ALERTs. Clicking this
button will bring you to the Default Smart Alert page where you can add/edit/delete default alerts or remove
existing affiliates. This feature will allow a licensed hotel or organizer to create a list of default alerts that are
automatically associated to each created event.
Clicking the Default Smart Alerts button on the Hotel Profile or Organizer Profile pages will present the
following page:
From this screen you can:
Select the Add Update button to add your default Update alerts. Updates are sent on a specific schedule
that you establish. The Updates include a Block & Pickup Report Delegate Report and a Report Card. Each
of these Update alerts will automatically be associated with every event built in Passkey.
Select the Add Alert button to add your default Alert alerts. Unlike Updates, Alerts are not sent on a
specific schedule. Each of these Alerts will be sent based on a level of occupancy you set as a minimum or
maximum. Each of these Update alerts will automatically be associated with every event built in Passkey.
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Default Group Campaigns
Overview
Both the Hotel Profile and Organizer Profile screens have a button for Default Group Campaigns. Clicking this
button will bring you to the Default Group Campaigns page where you can create and manage six different types
of Campaign emails. This feature will allow a licensed hotel and affiliates to create a list of default campaigns that
are automatically associated to each created event.
Clicking the Default Group Campaigns button on the Hotel Profile or Organizer Profile pages will present the
following page:
From this screen you can create six different types of Group Campaign:
PRE-ARRIVAL
POST-STAY
UPSELL
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ANNOUNCE EVENT
QUICK NOTIFY
REG / NOT BOOKED

Adult/Children Rates
This section will cover Adult/Children Rates and the areas
within Passkey affected by this feature:
Hotel Profile
Attendee Web Sites
Reservation Form
Hotels have the ability to offer a children‟s rate policy for
events where children will be occupying a guest room with
adults. This children‟s rate policy will be displayed on the
Passkey Attendee Website as well as the Passkey Reservation
Form. If this rate policy field is left blank, child reservation
information will not be collected on the website or
Reservation form.
This children‟s rate policy field, labeled Hotel Child Rate Policy, will accept up to 3,000 characters of text. If no
Hotel Child Rate Policy text is entered into the field, the number of children will not be collected in reservations.
Hotel Profile:
The Hotel Profile page contains the following Children Rate options:
Children Stay Free:
Children will not be included in guest counts for rates if the children‟s rate policy field contains text (i.e. “stay for
free”) and the “Children Stay Free” box is checked. Otherwise, if the rate policy field is left blank, a child occupying
the room will be treated as a full-adult. There will not be a tiered rate system (for example, under 13 stays free, ages
14-18 stay at half-price). This box cannot be checked until text has been entered in the Hotel Child Rate Policy
field.
Searching Rooms on the Attendee Website or Passkey Reservations Form:
For the purpose of selecting rooms, the total number of adults and children entered must be equal to or less than the
room type‟s “Maximum Number of Guests”. For example, if the maximum number of guests is four (4), there can be
four adults and no children, or three adults and one child, but not two adults and three children (a total of five
guests). Each reservation must have at least one adult.
Room Rates:
Children are not included for guest room charges unless specifically stated in the Hotel Profile settings (“Children Stay
Free”). A two adult and one child reservation will be quoted the two-person rate for the room if the “Children Stay
Free” box is checked. If the “Children Stay Free” box is unchecked, then the reservation will include adults and
children for the purpose of the room rates. In this example of two adults and one child, the guest would now be
quoted the three-person rate.
Collecting Guest Information:
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Guest contact information is not collected for children. This includes name, age, address fields, email, phone, and fax
numbers.
Attendee Website:
The search boxes will display the number of adults and number of children.
Reservation Form:
The Passkey Reservation form will also accept reservations including children.
A validation error (“At least one adult must be in the reservation.”) will be displayed if the number of adults = 0.
If the number of children is greater than zero, and the selected hotel does not offer Adult/Children Rates, a
warning will be displayed stating “The selected hotel is not configured to accept children. Only the adult information
will be saved with the reservation.”
The Passkey Reservation Summary Display will display the number of adults and children plus the Hotel Child Rate
Policy.
Reports:
Room List reports will reflect the number of adults and children in each room.
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Flexible Fields
This section will cover Flexible Fields and the areas within
Passkey affected by this feature:
Hotel Profile
Event Details
RoomList Express
Reservation Form
Reports
Flexible Fields allows hotels have the ability to accept
reservations without requiring complete address information.
There are two checkbox settings that apply to the activation of the Flexible Fields feature:
Hotel Profile Page
Event Details Page
Both of these checkbox settings must be checked in order for partial and blank reservation information to be allowed.
Hotel Profile Display:
The Hotel Profile page contains an Allow Blank or Partial Addresses in Reservations checkbox.
When this checkbox is unchecked, partial and blank reservation information IS NOT possible for any Passkey
reservations at that property.
If this checkbox is checked, partial and blank reservation information IS possible for Passkey reservations at that
property.
This checkbox can only be changed by a Passkey Level User. However, a Hotel Level User will be able to view
the checkbox to see the current setting.
The fields listed below are collected for every guest associated with a reservation. Blank or partial reservation
information will now be accepted in these fields:
Address 1 E-mail Address**
Address 2 Billing Address 1
City Billing Address 2
State/Province Billing City
Country* Billing State/Province
Postal Code Billing Postal Code
Telephone Number Billing Telephone Number*
* The Reservation form and RoomList Express will not accept faulty data to be entered for the Country field of a
reservation. Therefore, the country code must either conform to the country list in the database, or be omitted
entirely.
** In the Reservation application all e-mail addresses are now optional. Guest e-mail addresses will be
required for any guest submitting a payment and wishes to receive an email acknowledgment. If a guest is
paying, but their email address is not provided in the reservation, no email acknowledgement will be sent.
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Event Details Page Display:
There is also a checkbox at the event level, on the Event Details page, that allows you to turn the setting on
(check the box) or off (uncheck the box) on an event by event basis. For a Hotel Level user this checkbox is visible
only if the checkbox on the Hotel Profile page has been checked on. If it is visible it can be changed by a Hotel
Level User. Both checkboxes must be checked in order to enable the settings. For an Organizer Level user of a
multi-property event it is always visible.
For a Hotel Level user by default, the checkbox on the Event Details page is checked and blank or partial addresses
will be accepted as long as the Hotel Profile‟s checkbox has been enabled by a Passkey Level user. However, the
default setting may vary depending on the method of event creation used.
The following table summarizes the default settings for newly-created events:
Event Creation Method Default State of Event-level Setting
Normal 4-step wizard ON
Event Copy Same settings as the copied event.
EventExpress Same settings as the template event.
Groupmaster Link Same settings as the template event.
For an Organizer Level user working with a multi-property (CityWide) event, by default, the checkbox on the Event
Details page is not checked and blank or partial addresses will not be accepted. However, the default setting may
vary depending on the method of event creation used.
If a new event is created by copying from a previous event, the setting of this checkbox for the new event will be the
same as that of the previous event.
Reports:
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Deciding to accept blank or partial addresses in reservations will have an impact on the information displayed in a
number of reports. Reports that display some or all address information will be affected by this decision. Here is a
list of those reports:
Room List Reports:
o Initial/Update Report
o All Hotel/Single Hotel Report
o Real-time/Snapshot) Report
Delegate Report (postal code information)
RoomList Express (RLX) Reports
o Room List Report
o Error Report
GroupLink Reservations Reports
RegLink Reports
Event Commerce Report
Other Payments Report
Cancellation Report
Reports
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Overview
Passkey offers a wide variety of reports from which to choose. The
existing report library has been built in response to user reporting
requirements and should support the bulk of event management
reporting needs. These reports are accessed from the system in realtime;
a small number of reports are extracted as of 12:00AM the
previous day. A few reports are available for download in Comma
Separated Value (CSV) format. CSV-formatted reports can be
downloaded as HTML or CSV files. HTML is selected for normal Webbased
report viewing. CSV-based report formats are used to load report
data into a structured file viewing/editing application (e.g., Microsoft
Excel).
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Permissions
Rules:
Each standard Passkey report is
associated with a set of access
levels. Refer to the “Passkey
Report Descriptions” paragraph
below for reports and access
levels.
Passkey Reporter
The Passkey Reporter is a separate Passkey product that works using a Microsoft Access database. The Reporter is
discussed in another document titled "The Passkey Reporter". This product is available only to United States
Organizers.
Report Parameters
All reports require parameter values to limit the report output. The following are some of the most common types of
parameters:
Select Events
For most report selections, an event must be specified. There are four categories of event status:
� Pre-Open.
� Open.
� Closed.
� All events.
The default selection is Open events and presents a list of open events in alphabetical order. Some
reports that total information for a single Organizer will skip this step.
Event Selection
Select the desired reporting event. Each event name is followed in parentheses by the hosting city. A user may
only view the events with which he/she is associated. Typing the first character of an event name pulls up the
first event that starts with that character. When the event has been selected, click the continue button.
Date Selection Screen
Date ranges are specified to limit reports than span a time period. The typical report usually requires starting
and ending dates for either activity or inventory.

Running Reports
To run a report you have the option of accessing Reports from either the Reports Tab or the Tools Tab. The
Reports Tab displays reports in a new, more user friendly interface. However, not all of Passkey‟s reports have
been migrated to the new user interface. Currently available reports are displayed on the left side of the
screen. To access a report simply select one from the list and follow the steps.
The Tools Tab contains all of Passkey‟s reports. To run a report, select the category of reports from the
dropdown list. Then select the specific report in a category. Please keep in mind that certain user types are
restricted from viewing certain reports or specific information within a report, such as credit card information. In
addition, some reports may not be available for viewing until after the event cutoff date.
Reports from the Reports Tab
Reports from the Tools Tab
After selecting the report, the user is presented with another page that prompts for the report parameters. These
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parameters act to limit report output by date range, sort order, or several other values.
For example, the following screen illustrates how to select Block and Pickup – Single Hotel Total report:
There may or may not be other report parameters to select. Once selected, choose View Report button.
Reports will probably take from a few seconds to a minute to load. Wait for the completion notification at the
lower left corner of the report window. A new window pops up and displays your report.
Running a Report
For example, to run the Block & Pickup – Single Hotel Total report:
1. Select View Reports from the Reports menu on the Task Bar. The Report page opens.
2. Select Block & Pickup from the Select a Report Category dropdown list.
3. Select Single Hotel Total from the Select a report dropdown list.
4. Click the Continue button. The first report parameter page opens.
5. Limit the filtered event list by choosing one of these event categories from the Show field:
a. Open event: Relative to today, list only the events that are active after the event Start date.
b. Pre-Open events: Events prior to event open date.
c. Closed events: Events after the event end date
d. All events: Lists all events.
6. Select an event.
7. Click the Continue button to continue the report process. The second parameter page opens.
8. If desired, modify the inventory dates to suit the specific date range.
9. Select the desired hotel from the dropdown box.
10. Click the View Report button. The report begins to execute and is displayed in a pop-up window.
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Selecting a Report Format
At the end of the report download process, reports can be accepted as HTML or, in some cases, CSV format.
To choose a report format:
1. Select View Reports from the Reports menu on the Task Bar. The Report page opens.
2. Enter the required report parameters.
3. If the report is offered in CSV format, the user is prompted to choose Web page or CSV output. Choose
HTML for browser viewing or CSV Data File to save to your PC or to view in an application such as
Microsoft Excel.
If choosing Web Page, click the Web Page radio button and click View Report.
If choosing CSV, click the CSV Data File (Excel) radio button and click View Report.
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a. The File Download dialog appears.
b. The user is prompted to Open or Save the downloaded file:
By clicking Open, the .csv file opens in an ASCII editor; otherwise, if .csv files are mapped to
another application (e.g., Excel), it opens in that application. If there are no compatible
applications mapped to this file, the user is prompted to save the file.
By clicking Save the File, the Save As dialog box opens and prompts the user for a
directory folder to save the downloaded .csv file.
c. Enter the appropriate directory folder and click Save. The Download Complete dialog box
opens.
d. When download is complete, click:
Open: to open the .csv file into a specific folder.
Open Folder: to open Windows Explorer at the folder location.
At this point, the data in the .csv file is available to import into a report writer/spreadsheet program.
NOTE: There are no column headers in the CSV file.
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Report Descriptions
Accessibility to reports is based on type and level of user. Some reports may not be available for viewing until after the
event cutoff date.
Acknowledgements Reports
Acknowledgement Reports provide information on the status of delivered acknowledgements and their method of delivery
as email, fax, or mail.
Report Name Description Access Level
Acknowledgement Totals Lists aggregate activity totals for all
events for a specified date range.
Acknowledgements By Last
Name
Alphabetically lists each reservation
for a specified date range, showing
the method by which
acknowledgements were sent and
the reservations status.
Acknowledgements By Method Categorizes acknowledgements
sent for a specified date range by
method sent: email, fax and mail.
Agent Productivity Reports
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Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Agent Productivity Reports display the reservation activity by user within an associated Organizer. Reservation
activity can be displayed by number of reservations booked and their status (e.g., new, modified, and cancelled),
number of room nights booked, and number of rooms booked for each user.
Report Name Description Access Level
All Events Lists ALL events by event to which
an Organizer is associated, featuring
all users associated with the
Organizer. Reports can be created
based on total number of
reservations, number of room nights
booked or number of rooms booked
activity with totals for a specified
date range.
Single Event Lists the individual user‟s activity for
a single event by UserID name, level
of access to system and the number
of new, modified and cancelled
reservations with totals made for a
specified date range.
Totals This report is a summary report to
the All Events report featuring the
total reservation activity for each
user based on number of
reservations, number of room nights
or number of rooms booked for a
specified date range.
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)

Report Name Description Access Level
User Activity – All Events/Single User This report is available for
Administrators to view each
reservation a single agent has
created, modified, or cancelled
within a given time period. The
Administrator can sort the
reservations by acknowledgement
number, chronological order, event
name, last name of the attendee, or
by type of transaction (e.g., new,
mod, or cancel), and can enter in
start and end dates for the report.
User Activity – Single Event/Single
User
Similar to the “All Events/Single
User” report but only shows
transaction detail on a single
selected event.
User Activity – All Events Allows a user to view all reservation
transactions he/she has made
between a start and end date. The
user can sort the reservations by
acknowledgement number,
chronological order, event name,
last name of the attendee, or by
type of transaction (e.g., new, mod,
or cancel).
User Activity – Single Event Similar to the User Activity – Single
Event report but only shows
transaction detail on a single
selected event.
Block and Pickup Reports
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Organizer
Hotel
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Call Center
Hotel
Hotel (HD)
Hotel Call Center
Organizer
Senior Organizer
Call Center
Hotel
Hotel (HD)
Hotel Call Center
The Block & Pickup Reports display how well the room allotment is selling. The inventory date is in the far left
column, followed by the block allocation, the number of rooms sold and the amount remaining.
Report Name Description Access Level
Event Total by Hotel This report shows the daily total
block and pickup for every hotel
associated to an event.
Event Total by Type This report shows the daily block
and pickup for an entire event
broken out by attendee type.
Single Hotel Detail This report presents a breakdown
by room type and attendee type of
the pickup for a single hotel
property. A hotel user can view this
report at any time but can only
access information for the user‟s
own hotel.
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff) Hotel (CW
Pre-Cutoff)
Organizer
Senior Organizer
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff) Hotel (CW
Pre-Cutoff)

Report Name Description Access Level
Single Hotel Total This report calculates the overall
total for the hotel. The number of
room reservation arrivals and
departures for each day are
displayed on the right side of each
block table.
Block & Pickup – All Events with
Room Types by Date (Single Hotel)
Report
Block & Pickup – All Room Types by
Date (Single Hotel) Report
Commission Report – By Event
Allows Hotel users to view all room
types sold over a date range by
event including both CityWide and
HotelDirect events. This is a detailed
report showing block and pickup by
event and totals. We recommend
using standardized hotel room type
names to utilize this report most
effectively.
Allows Hotel users to view all room
types sold over a date range
including both CityWide and
HotelDirect events. This is a
summary report showing block and
pickup by room type with totals. We
recommend using standardized hotel
room type names to utilize this
report most effectively.
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Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff) Hotel (CW
Pre-Cutoff)
Hotel (HD)
Hotel (CW Pre & After- Cutoff)
Hotel (HD)
Hotel (CW Pre & After- Cutoff)
This report displays commissions due based on a percentage rate, a flat rate or both. The report
displays the commission for each individual reservation as well as the grand total for the hotel and
event.
Report Name Description Access Level
Single Hotel
This report displays the commission
due for one hotel.
Organizer
Senior Organizer
Hotel (HD)
All Hotels This report displays the commission Organizer
due for each hotel as well as a total Senior Organizer
commission due for the event. Hotel (HD)

Event Activity Reports
Event Activity Reports display event reservation activity for a specified date range based on reservation status (e.g.,
new, modified, cancelled) and the method used to book the reservation (e.g., email, fax, mail, phone, Web, and
other). Also included in these reports are the total number of no-show reservations (i.e., those reservations
cancelled after the reservation arrival date) and net new reservations (less cancellations) for the specified date
range and event total as of the date the report was run.
Report Name Description Access Level
Date Range
This report displays event
reservation activity for a specified
Organizer
Senior Organizer
date range.
Hotel (HD)
Single Event This report displays event
reservation activity.
Event Billing Reports
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Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Report Name Description Access Level
Single Event
The purpose of this report is to
provide the data. and backup for the
billing of Hotel Direct events. The
report will list the number of net
reservations for a single HotelDirect
event and a unique reference
number for invoice purposes.
Hotel (HD)
Several Events Similar to the Single Event report but
shows all events within a given time
period. The report will display each
event separately with the net
reservations and event reference
number.
Hotel (HD)
Event Commerce Reports
NOTE: Due to credit card security regulations, only designated users will have access to view detailed credit card
information.
Report Name Description Access Level
Check Reconciliation
This report is similar to the “Other
Payments” report. It will list all
Organizer
Senior Organizer
reservations with other payments
but group the reservations by check
number or reference number.
Hotel (HD)
Commerce Reconciliation A summary of all credit card charges
for fees. Grouped by exceptions,
invalid cards, and valid transactions.
Organizer
Senior Organizer
Hotel (HD)

Report Name Description Access Level
Commerce Exception Lists all reservations that have been
marked as commerce exceptions
(not charged a cancellation fee).
Reservations can be sorted by
chronological order, company, hotel,
last name, or attendee type.
Other Payments Lists all reservations that have
guarantees or payments other than
credit cards. The list totals the
number of reservations and totals
the dollar amount of the other
payments
Cancellation Report Lists all reservations that have been
cancelled since a specified date.
Reservations are displayed with
detailed reservation information.
Hotel Pickup History Reports
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Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Hotel (CW Pre-Cutoff)
Organizer
Senior Organizer
Hotel (HD)
Hotel (after cutoff)
Hotel Pickup History Reports display the pace at which reservations are made based on 120, 90, 60, 45, 30, 21, 14 and 7
days prior to arrival for each hotel property within an event. In addition, featured on these reports is a snapshot of the total
number of confirmed reservations in the system at cutoff and event arrival dates. The percentage of wash is also
calculated based on the difference between the final number and cutoff.
Report Name Description Access Level
Single Hotel
This report displays pace
information for a single property
Organizer
Senior Organizer
within an event.
Hotel (HD)
Hotel (CW After-Cutoff)
Hotel (CW Pre-Cutoff)
All Hotels This report displays pace
Organizer
information for all hotels.
Senior Organizer
Other Reports
Report Name Description Access Level
Delegate
Lists all delegates for an event and a
single hotel by either Check-in date,
Organizer
Senior Organizer
Check-in date within type, company, Hotel (HD)
last name or type.
Hotel (CW After-Cutoff)
Delegate - All Hotels New report similar to the current
delegate report but will include all
hotels. Hotels will have access to this
report after the Passkey shutoff date
to help with reservation arrivals.
Disability Needs Lists all bookings where a “Provide
Handicap Access” option has been
selected. Includes all reservation
information including special
requests, if any.
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)

Duplicate Lists all exact duplicates based on
last name and first letter of first
name. If the “Approx. match” box
is checked, approximate name
matches are included with exact
name matches. For example,
“Smith” and “Smyth” are examples
of approximate matches.
Event Actuals Shows a summary of all upcoming
events to help in forecasting future
revenue and staffing needs.
RegLink Reports
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Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Hotel (CW Pre-Cutoff)
Senior Organizer
Hotel (HD)
RegLink Reports are only available to Organizers if utilizing an Application Programming Interface (API) for
their event. Reports are based on a single event for comparing registration records to housing records.
Report Name Description Access Level
Registered – Hotel Booked
This report displays attendee
information of those who have
Organizer
Senior Organizer
registered for an event AND made
their hotel reservation.
Hotel (HD)
Registered – No Hotel Booked This report displays attendee
information of those who have
registered for an event but have
NOT made their hotel reservation.
Hotel Booked – No Registration This report displays attendee
information of those who have made
a hotel reservation but have NOT
registered for the event.
All Registration Records This report displays a list of attendee
information of those who have
registered for the event.
All Records This report displays ALL records of
attendees that have registered
and/or made their hotel reservation
Revenue Reports
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Revenue Reports display the total reservation revenue generated for a single hotel or a total event, including
number of reservations, number of rooms, and number of rooms nights booked, as well as the number of
reservations with multiple guests.
Report Name Description Access Level
Single Hotel
This report displays the revenue and
reservation totals for a single hotel
Organizer
Senior Organizer
within an event.
Hotel (HD)
Hotel (CW before and after
Cutoff)
All Hotels This report displays the revenue and Organizer
reservations total for all hotels within Senior Organizer
an event and includes a total for the
event.
Hotel (HD)

All Registration Records This report displays a list of attendee
information of those who have
registered for the event.
All Records This report displays ALL records of
attendees that have registered
and/or made their hotel reservation
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Organizer
Senior Organizer
Hotel (HD)
Organizer
Senior Organizer
Hotel (HD)
Room List Reports
Revenue Reports display the total reservation revenue generated for a single hotel or a total event. The Room List
Reports display a list of all reservations for a specified property. It lists detailed reservation information, including
rate changes, special requests, and share-with information. Hotel users are not able to access this report until
after the cutoff date for the event.
The Room List update reports are run to view activity since a specific date, generally the date when the Initial Room List
was run or a previous Room List Update was run. This report is divided into three sections - new, modified and cancelled
reservations. Select the appropriate date and single hotel property for an update list or select All Hotels for a list broken
down by hotel. Two sort orders can be defined in the Room List reports, with a choice of acknowledgement number, type,
company, last name, room type, and reservation arrival date.
Note: Due to credit card security regulations, only designated users will have access to view detailed credit card
information.
Report Name Description Access Level
Initial - Single Hotel
This report displays the revenue and
reservation totals for a single hotel
Organizer
Senior Organizer
within an event.
Hotel (HD)
Hotel (CW After-Cutoff)
Initial - All Hotels This report displays detailed
Organizer
reservation information for all hotels
within an event.
Senior Organizer
Update – Single Hotel This report displays updated
reservation information for a single
hotel property based on reservation
status (e.g., new, modify, or
cancel). The report is current as of
midnight of the previous day.
Update – Single Hotel Real Time Similar to the Single Hotel report but
in real-time. The report will help on
the day of shutoff to allow agents to
quickly enter the last reservation
changes.
Update – All Hotels This report displays updated
reservation for all hotels within a
specific event, breaking down the
information for each hotel based on
reservation status (e.g., new, modify
or cancel). The report is current as
of midnight of the previous day.
Update – All Hotels (Real Time) Similar to the All Hotels report but in
real-time. The report will help on the
day of shutoff to allow agents to
quickly enter the last reservation
changes.
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Organizer
Senior Organizer
Hotel (HD)
Hotel (CW After-Cutoff)
Organizer
Senior Organizer
Organizer
Senior Organizer

Setup Summary Reports
Setup Summary Reports display the sell status parameters within an event as they pertain to hotels, subblocks
and night-by-night inventory, including sell status, shutoff date, block & pickup information, rates,
cancellation policies, availability to the Web and/or Call Center, maximum number of guests, and minimum
night stay rules.
Report Name Description Access Level
Event Summary
An overview of an event that is
similar to the Event Summary page
Organizer
Senior Organizer
but shows additional detail. This Call Center
report is helpful for gaining a Hotel (HD)
complete overview of an upcoming Hotel (CW)
event.
Hotel Call Center
Single Hotels This report displays the sell status
parameters for a single hotel within
an event.
All Hotels This report displays the sell status
parameters for all hotels within an
event.
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Organizer
Senior Organizer
Call Center
Hotel (HD)
Hotel (CW)
Hotel Call Center
Organizer
Senior Organizer
Report Troubleshooting
The following are some common questions and answers to running reports. If problems persist after trying
these tips, please submit a Feedback/Comments report.
If selecting “continue” and the report does not appear (i.e., the Report Selection Screen or the Date Selection
Screen), it may be that not all required information was completed. Look for a colored error box above the entry
fields and make the necessary corrections.
No Information In The Report
It may be possible there is no information to report. Check the dates in the report window. The dates entered
may not be valid event inventory dates.
Cannot View The Room List Update Report
If today's date is prior to the event cutoff date, hotel users cannot view room list information. Hotel user‟s can view
this information after the specified cutoff date.
Cannot Find A Reservation In The Rooming List Update Report
Any event information entered today is found in only the real-time version of the room list. Also, a reservation that
was cancelled or was last modified before the Updates Since date is not included in the View Rooming List
report because the reservation has not changed since the last update.
Nothing Happens After Selecting "View Report For Printing"
The report generates in a different browser window than the selection screen. Check the Windows task bar at the
bottom of the screen to find the second browser window containing the reports. Once in that window, click the
back or forward buttons to view previous reports.
When I Print Reports, Every Other Page Is Blank
Internet Explorer 4.x and Internet Explorer 5.5 with Service Pack 2 browsers sometimes exhibit strange behavior
when printing multiple pages. This is a known problem with IE 4.x and IE 5.5 browsers and the solution is to
download and install Internet Explorer 6.0.

Report Hints and Tips
See Appendices K & L for Report Hints and Tips.
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RegLink
Overview
Modes
Passkey‟s RegLink, implemented through an Application Programming Interface (API), provides a simple and
effective method of re-using registration, travel or membership information to make a meeting attendee‟s
shopping experience for a hotel room easier and more satisfying. This interface provides two options for
completing housing process – either via the Attendee Website or the Reservations form. RegLink provides the
attendee a seamless way to register for a meeting and complete the housing process. The attendee connects to
the meeting registration Website, submits their registration, and then links to Passkey‟s Attendee Website for that
particular event. RegLink pre-populates the personal information fields into the Attendee Website so the attendee
does not have to re-key their data. RegLink allows Call Center/reservation agents to transition from the
registration application directly into Passkey‟s Reservation Agent form with the attendee‟s information.
RegLink is implemented in one of the following modes to satisfy varying client needs:
Step Mode – Allows the user to continue through the registration process and enter into the housing
process without the need to re-key personal information. The share-with information will also be carried
through RegLink.
Save for Later Mode – Allows the user to come back at a later time to complete the housing process
after completion of the registration process. This mode will populate the housing site when the attendee
returns.
Approval Mode – Allows the meeting Organizer to review the registration prior to approving housing
requests.
Auto Mode – Automatically saves data directly into housing without attendee interaction.
Hotel Room Type Availability Mode – Implement the room block selection process in your own product
instead of providing the attendee the shopping experience of Passkey‟s Attendee Website interface. This is
used in conjunction with Auto Mode.
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RegLink Records
When records are loaded into Passkey via RegLink, they arrive in different states of completeness and/or
approval. Passkey tasks allow you to:
Find RegLink records
Manage records
Finding RegLink Records:
Use the RegLink find tool to locate all RegLink records. These records show completed registration data that has
been passed through the API. RegLink stores registration records regardless of whether housing has been
completed.
To find RegLink records:
1. Click the Find RegLink Record link in the left pane of the Welcome window. The
Find an existing RegLink record screen will appear.
2. Select which events to search: a single event, or All events. If choosing to search a single event, then
select the event from the list. This list will only show events that are API-enabled.
3. Enter the search criteria:
RegLink Ack # is the bridge number that is written in Passkey database. This criterion is not
used often.
Last Name field allows the wildcard character, '%', to be used.
External Registration Number is the attendee registration if the developer has shared
this information with the housing system.
NOTE: To retrieve all records for single events only, you can simply place '%' in the last
name field.
4. Choose the appropriate entry in the RegLink Approval dropdown list to search for
All, Pending, Approved or Declined.
5. Choose the appropriate entry in the RegLink Status dropdown list to search for All, Active or
Inactive. The Inactive status is used to suppress records from reports.
6. Once search criteria have been set, click the Find RegLink Records button.
Managing RegLink Records
The Look up Result screen will allow completion of housing records, changing status, and linking registration and
housing records. The columns are organized as follows:
RegLink Ack #: Is the bridge number in the Passkey database.
Approval: Shows status of Pending, Approve or Decline
Event: Attendee‟s event
Name & Company: Of the attendee.
Status: Shows status of Active or Inactive
Address: Shows address information of the attendee
Res/Reg Info: Shows whether a housing reservation is attached to an existing registration record:
Bridge: The database number in the Passkey bridge.
Res: If there is a link shown, a housing record has been completed. Clicking this link
navigates to the existing housing record in the Reservation Agent form to make
modifications or to cancel housing only.
Ext: Shows the attendee external registration number if the developer has shared this
information within the API.
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Changing Status
In the Approval or Status columns on the Lookup Results screen, single or multiple records can be changed at
once. In the dropdown box, choose a status for those records, and then click the Update Approval/Status
button. The change is shown on the screen.
The Approval column allows attendees to continue housing once a status of Approve has been set. It also
shows the Pending records that are waiting for approval. The Organizer may Decline an approval request. A
Decline status will prevent the attendee from continuing through the API and making a hotel reservation.
The Status column shows Active status for all records. Change the status as needed. For example, setting
duplicate registration records as Inactive prevents those records from appearing on any reports in order to
have the most accurate information:
1. Choose Active or Inactive.
2. Click the Update/Approval/Status button.
3. The newly recorded status is displayed.
No Housing Link
If a housing link is not present in the Res/Reg Info column, there are two scenarios:
Scenario 1 - A reservation has not been completed yet.
These reservation records can be completed from this page:
To complete a reservation:
1. Click on the RegLink Ack # (not the radio button). The Reservation Agent form is displayed.
2. Make necessary updates.
3. Click the Submit button.
The next time the record is located, a housing link is shown in the Res/Reg Info column.
Scenario 2 - An attendee may have made a separate housing reservation record.
If the attendee has a reservation in the housing system, these two orphan records (attendee housing and
attendee registration) can be linked together.
To link orphan records:
1. Click on the Radio button next to the Registration Record and click the Search For Existing Reservation
button.
2. The Find Reservation screen appears and lists all housing events.
NOTE: The Find RegLink screen only lists API-enabled events. Follow the same method
when searching for a housing record (as seen in the Find Reservation section).
3. Once record has been found, click the radio button, and then click Link to a API Record.
4. A message appears describing the Linked Results. The linked records can be reviewed by either:
Clicking the Find RegLink task on the left hand side.
or
When the housing reservation is pulled up, the bridge number is displayed in the Res Note section of
the screen.
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RoomList Express
Overview
The RoomList Express feature of Passkey is a quick
and easy way to take any rooming list, with any number
of reservations, and electronically create reservations in
Passkey. Individual and secure access can be given to
housing managers, hoteliers, meeting planners and
event exhibitors, to easily upload electronic rooming lists
straight into Passkey. RoomList Express provides the
ability to create reservations, modify lists, control which
blocks the reservations are taken from, and instantly
send out confirmations to attendees.
RoomList Express also allows planners to “drop-off”
their lists in a secure location; the event manager can
then retrieve the list and quickly upload it into Passkey
without the security risks associated with emailing and
faxing rooming lists.
Utilizing RoomList Express affords you the following benefits:
Enables users to quickly access Rooming Lists for their groups through the Passkey Application
(manage.passkey.com)
Provides a PCI-complainant, secure location for planners to drop off their rooming lists, eliminating any
potential security risks.
Enables the Event Manager the ability to communicate critical information such as the drop-off location and
suggested rooming list formation to the planner directly from Passkey.
Allows users to upload any Excel or *CSV file format rooming list directly into Passkey.
Allows users to upload an unlimited number of reservations on a list.
Decreases data entry time and labor by uploading reservations rather than manual entry.
Increases accuracy by not manually keying in reservations.
Allows users to make modifications to their rooming list directly in RoomList Express before sending
reservations to Passkey – this will help ensure reservations have the most accurate information.
Allows users to manage lists of different group or Attendee Types and map directly to allocated blocks.
Enable meeting planners to upload their own lists at their convenience in a secure environment that only
allows them access to their event and sub-block.
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Logging Into RoomList Express
To log into RoomList Express, search for the desired event in Passkey, select the event, and then select the
RoomList Express menu item for the left side of the Event Summary page.
You will then be directed to the Manage Room Lists dashboard for that specific Passkey group.
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Manage Room Lists
When accessing RoomList Express from the left-hand menu on the Event Summary page, the RoomList
Express application opens in a new browser window and automatically signs you into RoomList Express using
your existing Passkey username and password. If there is only one Attendee Type within the event, the Attendee
Type is automatically selected and the Manage Room List dashboard for that attendee type is displayed.
If there is more than one attendee type, select an Attendee Type from the “Select a Type” drop down list.
Attendee Types will be shown in the drop-down list alphabetically.
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Please note: The existing session on manage.passkey.com remains active so that you can quickly toggle between the
two applications.
Manage Room List Actions
Create New List
To create a new list online or upload a list from any Excel or CSV file, select Create New List. You will be
navigated to the Enter New List or Load List from File screen (see Create New List).
Drop-off List Button
To drop-off a list for later processing, select Drop off List. You will be navigated to the Manage URLs screen
where you will select the appropriate URL to drop off your list (see Manage Drop-off Locations).
Manage Room Lists Table
Name
Displays the name of a rooming list. If a list is dropped off, the list is named by the person who dropped off the list.
If the list is loaded directly into RoomList Express, the list is named by the person who uploaded the list.
Status
Displays the status of the list.
Processed: the list has been fully processed and reservations in Passkey have been made.
Processed with Errors: the list has been partially processed but due to errors, no reservations in Passkey
have been made. The errors on the list must be corrected in order to process the reservations in RoomList
Express.
Edit: the list has been created online but work is not complete on it yet; or an uploaded or dropped-off list
has been mapped but has not yet been processed. Lists in this state that were initially dropped off by a
planner may no longer be deleted.
Dropped Off: the list has been dropped off either by a planner or by a RoomList Express user for later
mapping and processing. In this state, a list may be deleted, but it cannot be viewed or exported.
From
If the list is dropped off, the name of the person who dropped off the list will appear here. If the list was dropped
off by a RoomList Express user, the name of the user will be displayed here.
Records
Displays the number of records contained on the uploaded list.
Uploaded
Shows the date that the list was uploaded into RoomList Express.
Processed
Shows the date that the list was processed, whether or not processing was successful.
Hyperlinks
If a list has been processed or processed with errors, the name of the list will appear as a hyperlink.
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Processed Hyperlink: Shows you to view a list of all processed reservations and corresponding
acknowledgement numbers.
Processed with Errors Hyperlink: Shows you the error report for a specific list.
Export Icon
Allows you to export a CSV version of a rooming list onto your computer. The Export Button is available when a list
status is “Processed,” “Processed with Errors,” or “Edit”. To maintain the security of credit card data, please note
that credit card information will not be displayed in the CSV file.
Import Icon
To import a room list that has been “dropped-off” directly into RoomList Express, select the Import button.
Once you have selected the Import icon, the data within the list will be uploaded into RoomList Express and
you will be navigated to the Map Room List screen. Here you will set-up RoomList Express to transform the
data in your file to actual Passkey reservations (see Mapping Your Data).
Please note: As soon as the mapping process is completed successfully, the list‟s status is changed from “Dropped
Off” to “Edit.” Once this occurs, the list can no longer be imported and the planner who originally dropped off the list
can no longer delete it.
Edit Icon
To make changes to your list prior to uploading, select the edit icon. Note: the Edit icon is only available when a list
is in “Processed with Errors” or “Edit” status.
Delete Icon
To delete a list from RoomList Express, press the Delete icon. Please note, a list from RoomList Express
can only be deleted when a list is in “Dropped Off” or “Edit” status.
Please note: A list that has been processed or partially processed can not be deleted.
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Create New List
Enter a new list online
Select this option if you are not uploading a file and instead want to directly enter records online. Enter the name of
the list in the space provided and select the Continue button.
Upload a room list from a file
Select this option if you want to upload a file from your computer. Click on the Continue button to select a file.
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Upload Room List
Select a file to upload
Press the Choose File button to select and upload a CSV file from your computer. Note: You will need to save the
client‟s Excel formatted rooming list as a CSV (comma separated value) format since this format is required by
RoomList Express.
What is data mapping?
Once the column heading in the client‟s list have been “mapped” or associated to the corresponding Passkey fields
the new list format can be saved. Saving a client‟s list format allows you to upload future lists from that client
without having to map them again.
Select data mapping format
If you are using RoomList Express for the first time you will select "New Format" from the drop down
list.
If you have previously saved a mapping format from a similarly formatted file as the one you are uploading
you may select this mapping format in the drop-down list.
If you are using a standard PasskeyRoomList.csv file with the Passkey row headers, select the Passkey
mapping format.
New or Replace?
New List Name - Upload a file with a new list name. Enter the name of the file in the space provided.
Replace Existing - Replace a non-processed file previously uploaded by selecting the file's name in the drop-down
list.
Select Continue to upload the file. The Loading File – Please Wait page will appear followed by the Map Room
List Fields page. If you choose not to upload the file you can select Cancel to return to the previous screen.
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Mapping Your Data
Current Template:
If you did not select a different template on the previous screen the default template, New Format, is shown. To
add a new record to your file, press the Add Row button at either the top or bottom of the View Records page.
This will open a window to enter the record details. Follow the instructions for the Edit Record screen to complete
the new record.
Step 1- Select a Passkey Field:
View:
All Fields
This view allows you to display all required Passkey fields.
Hotel Info
This view displays only those fields that are associated with the hotel (e.g., check-in date, number of
guests, room type, and special requests).
Primary Guest Information
This view displays only those fields that are associated with the primary guest (e.g., first name, company
name, address, postal code, phone, e-mail).
Miscellaneous
This view displays only miscellaneous fields (e.g., send acknowledgement, acknowledgement number).
Billing Information
This view displays only those fields that are associated with the billing information (e.g., guarantee type,
credit card type and number, billing address information).
Additional Guest Information
This view displays only those fields that are associated with additional guests (e.g., second guest‟s first
name and last name).
Show Optional Fields (check box)
If this box is unchecked then the list items that will appear in the display window will include only the
Passkey Required Fields. You can check this box to display all fields (required and optional) for the selected
view.
After selecting the appropriate View option, select the Passkey Field you want to map to the Matching
Imported Field in Step 2.
Step 2- Select a Matching Imported Field:
The window in Step 2 displays all of the fields that you have imported from your client‟s rooming list. The
left column, Your Field displays the column headings or titles while the right column displays the Sample
Data which consists of the details associated with the guest listed on the first row of the list.
After selecting a Passkey Field in Step 1 (e.g., CheckInDate) you would select the matching field from
your client‟s list (i.e., Arrival).
Step 3- Map the Fields:
After completing Steps 1 and 2 you would then complete the mapping process by selecting the Map
Selected Fields button.
Notice that after the Passkey Field has been mapped it disappears from the Passkey Field view. This is
because a Passkey Field can only be mapped once and it is removed from the list of available fields once
mapped.
You will also notice that the Imported Field you mapped in Step 2 has been highlighted in light blue. This
is to let you know you have mapped this field. However, you can still map another Passkey Field in Step 1
to this highlighted Imported Field again if necessary.
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Mapping Results
After completing the 3-Step process the Mapping Results window will show the results of your mapping.
Passkey Field displays the name of the field just mapped.
Your Field displays the column name from the client‟s list.
Preview Data displays the data for the first record/reservation in the rooming list. (You can check to see if
all of the data has been mapped correctly by simply selecting the green arrows in the Preview Data
column. The forward arrow will take you to each succeeding record in the file.)
Edited? Will display the word Yes if a Global Edit has been applied to this field. (See the details below
regarding Global Edits)
Options give you the opportunity to delete an unnecessary mapping result or to make a Global Edit. (See
the details below regarding Global Edits).
After reviewing the results of mapping your first list item you would repeat Steps 1 – 3 until all applicable fields in
Step 2 (your client‟s rooming list) have been mapped.
You can check to see if all of the data has been mapped correctly by selecting the green arrows in the Preview
Data column. The forward arrow will take you to each succeeding record in the file.
The View Records page will now appear showing the mapped list with any errors.
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Split Fields
You may come across Imported Fields that combine two or more pieces of data in a single field (e.g., first name
and last name). RoomList Express will allow you to split these fields into separate columns of data by using the Split
Field function.
To split the field containing the name (e.g., John Doe) in your client‟s rooming list into two separate fields you would
select the field containing the guest‟s name in Step 2 and then select the Split Field button.
The Passkey – Split Field window will appear. Begin by entering a name for your new field in the Name your
new field text box. If you are starting with the guest‟s first name you can type First Name.
For step 1 Select a Field you would select the Your Field column (e.g., Name) containing the first and last names
in your Sample Data column.
Step 2 - Choose a Delimiter allows you to select how the names are separated (e.g., with a comma, dash, or
space). To determine the delimiter simply look at the first and last names as they appear in the Sample Data field
and select the appropriate delimiter. If there is nothing but a space, select space. If there is a comma select
comma. If the Sample Data field shows something like Doe, Joe then you can select the Other option and in the
text box type a comma followed by a space (hit the space bar on your keyboard once).
Step 3 - Choose Word to Parse is where you will decide which word you want to separate out. If your Sample
Data shows John Doe and you are trying to separate out the first name, John, and then you would select 1 st from
the drop down list in the first box and Left from the second box. This will allow you to split or separate out the first
word from the left … John.
To make sure you are splitting the correct words, you can select the Add to Preview button and the word will
appear in the Preview window. If this is the correct word simply select the Save & Continue button. If the word
is incorrect you can select the Clear All button and try again. The Cancel button will close the Split Field window
and return you to the main mapping screen.
Please note, you may have to split multiple items for First Name (1 st word from the Left), Middle Initial/Name (2 nd
word from the Left), and Last Name (1 st word from the Right).
Back at the Mapping Your Data screen you will see the two new Imported Fields that you created … First Name
and Last Name.
To map the First Name select the corresponding Passkey Field (Guest1FirstName), select First Name in Step 2 and
then select the Map Selected Fields button in Step 3.
Repeat this process for Last Name.
After mapping all of your fields, you will see them displayed in the Mapping Results window.
After reviewing the Mapping Results, you will select the Save as Template button. In the Save Mapping
Template window select Save New Mapping Template as: and type in a name for the template. Now select the
Save and Continue button.
Back at the Mapping Your Data screen, you will select the Next button to proceed to the View Records screen
for your rooming list.
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Join Fields
You may come across Imported Fields that separate two or more pieces of data into multiple fields (e.g., area
code and then the phone number). RoomList Express will allow you to combine these fields into a single column of
data by using the Join Fields function.
To access the Join Fields option start by selecting the Join Fields button (you do not have to select a field you
want to work with).
The Passkey – Join Fields window will appear.
Begin by entering a name for your new field in the Name your new field text box. If you are creating a full phone
number you can name it Full Phone Number.
For step 1, Select a Field, you would select the Area code field and then select the Add Field to Preview
button. The Area code will appear in the Preview window.
Step 2, Choose a Delimiter, allows you to select how the first field should be separated from the next field. Since
we are working with a phone number we‟ll select Dash and then select the Add Delimiter to Preview button. The
Preview window will now show the area code followed by a dash (-).
Now return to Select a Field and select the next field you want to join. Here you would select Phone Number and
then select Add Field to Preview. The Preview window will now show the area code, a dash, and then the phone
number. If this is the correct result simply select the Save & Continue button. If the result is incorrect you can
select the Clear All button and try again. The Cancel button will close the Join Field window and return you to
the main mapping screen.
Back at the Mapping Your Data screen you will see the single new Imported Field you created … Full Phone
Number.
To map Full Phone Number select the corresponding Passkey Field (Guest1Phone), select Full Phone Number in
Step 2 and then select the Map Selected Fields button in Step 3.
After mapping all of the fields you will see them displayed in the Mapping Results window.
After reviewing the Mapping Results you will select the Save as Template button. In the Save Mapping
Template window select Save New Mapping Template as: and type in a name for the template. Now select the
Save and Continue button.
Back at the Mapping Your Data screen you will select the Next button to proceed to the View Records screen for
your rooming list.
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Edit Row(s) Button
Batch editing for all records at one time: If you are correcting errors that appear in all your records you can do
the following:
Click on the Select all records on this page link located just above the Records List. This will place a
checkmark in each check box located to the left of each record on the page.
Select the Edit Row(s) button at the top of the page. Please note this button cannot be selected until at least
one record has been selected.
The Edit Record page will appear. Please note that any text field titles shown in bold type is a required field.
For example, if the phone number was missing from both the Individual and Payment Information sections
you would enter the appropriate phone number in the Telephone: field text box (notice the title is bold and
therefore a required field).
To simultaneously add the same phone number to the Payment Information record you can click on the
empty box to the left of Use Guest 1 Info to place a check mark. This will add any of the information entered
for Guest 1 into the Payment Information area.
Batch editing for multiple records at one time:
Click on the empty box to the left of each individual record to place a check mark.
Scroll to either the top or bottom of the screen and select the Edit Row(s) button in order to access the Edit
Record page.
Make the necessary error corrections for these records and them select Apply to: selected records. Note:
you can only select individual records on a page-by-page basis. If you select three records on page one and
then go and select two records on page two, the selected records on page one will no longer be selected. So be
sure to select records on a page and then correct the errors for those records before moving on to the next page
of your list.
Batch editing for individual records:
If you are correcting errors that appear in an individual record, you can do the following:
Click on the guest‟s name (it appears in orange text in the top left corner of the reservation record). This will
open the Edit Record page where you can correct the error(s) associated with this record.
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Add – Copy – Delete Row Buttons
Add Row Button: This button is not active until you select a record. You can add a new record to your list by
selecting the Add Row button located at the top or bottom of the screen. This will open the Add Record window
where you can enter the required information. After entering the information select the Add button to return to the
main screen.
Copy Row Button: (Hidden)
This button will not appear until a record has been selected. You can copy the details of an entire record by placing
a check mark in the check box to the left of the record and then selecting the Copy Row button located the top or
bottom of the screen.
Delete Row(s) Button:
This button is not active until you select a record. You can delete an existing record from your list by selecting the
Delete Row button located at the top or bottom of the screen. You will be prompted to confirm that you do indeed
want do delete the selected record. Multiple records can be deleted by simply placing a check mark in the check box
to the left of each record.
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Filter/Sort Button
You can reduce the list to specific similar records by using the Filter/Sort button.
Option A:
Select the Filter/Sort button.
On the Filter and Sort page go to Filtering Options – Errors: and select an error from the drop down list.
(The default item is Do Not Filter By Errors). You have several options including, Click on the Show All
Records With Errors or each of the individual error types that occur in your list.
After selecting an error filtering option you can go to the bottom of the page and select the Sorting Options –
Sort by: for how you would like your list of errors to appear. Please note the second Sort Option (And then
by:) will not be active until the first Sort Option has been selected.
Select the Filter/Sort button.
The View Records page will appear with those records that contain errors matching the edit and sort criteria
you selected.
The resulting errors can now be corrected either individually or in a batch change depending on the errors.
Records with individual errors will be removed from the list of errors once the error has been corrected. You can
then move on and correct another individual record.
Once all records with errors have been corrected you will select the Clear filter & sort options link to return to the
main View Records page. Once all errors have been corrected all red frames around records with errors will
disappear and you will no longer see the You Have (Number) Errors text.
Option B:
You can also sort your errors by using the View Error Report link.
� Select the View Error Report link.
� The list of records will display the errors associated with each individual record.
� If you select an error from record #1 (e.g., Invalid Country Name) the resulting list of records will display all
records containing that particular error.
� Click on the Select all records on this page link located just above the records list (remember, you are
dealing with only Invalid Country Name records). This will place a checkmark in each check box located to
the left of each record on the page.
� Select the Edit Row(s) button at the top of the page. Please note this button cannot be selected until at least
one record has been selected.
� The Edit Record page appears and in the Hotel Information section you go to Guest Information: and, from
the drop down menu, you will select United States.
� Now select the Apply to >> all in filter option.
� The View Records page will appear, the number of errors will have decreased, and show no displayed records
with errors. To return to the main View Records page select the Clear filter and sort options link.
� This page will now show the filtered errors (Invalid Country Name) have been corrected.
� This process would now be repeated for the next error type.
Option C:
If you were working with a list that contains both king bed and double bed room types you can select only those
records requiring a particular room type by doing the following:
From your list find a record requiring a king bed type.
Highlight the word “king” and copy it to your clipboard.
Select the Filter/Sort button located at the top and bottom of the screen in order to open the Filter and Sort
window.
In the Filter Options section paste the word “king” into the Room Type text box. (You can also just type the
word but be sure to type it just as it appeared on the list page.)
Select the Filter/Sort button located at the top and bottom of the screen.
This will open the main View Records screen with only those records requiring king bedded rooms being
displayed.
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Click on the Select all records on this page link located just above the records list (remember, you are
dealing with only king bedded room requirements). This will place a checkmark in each check box located to the
left of each record on the page.
Select the Edit Row(s) button at the top of the page. Please note this button cannot be selected until at least
one record has been selected.
The Edit Record page appears. In the Hotel Information section goes to Hotel/room Type: Switch to
and, from the drop down menu, you will select the king bed option.
Now select the Apply to >> all in filter option.
The View Records page will appear, the number of errors will have decreased, and show no displayed records
with errors. To return to the main View Records page select the Clear filter and sort options link.
This page will now show the filtered errors (No block selected - king bed and Hotel Required) have been
corrected.
This process would now be repeated for the next No block selected room type error.
Once all records have had their errors corrected, you will select the Clear filter & sort options link to return to the
main View Records page. Once all errors have been corrected all red frames around records with errors will
disappear and you will no longer see the You Have (Number) Errors text
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View Availability Button
This button will open a report that shows the number of records in a file and the number of records in the file that
have been assigned to a room.
The number of available rooms is broken down by hotel (for multiple property events) and room type and
also shown by date.
The number of rooms that have been assigned in the file are shown by date. If rooms are not available
(arrival date is outside the block, date or room type is sold out) the date will appear with a pink background
and red lettering and must be corrected before the file can be submitted.
Any negative number in the Remaining Rooms column means that too many rooms have been assigned
in that room type for that date and must be reassigned to another room type or the sub-block will need to
be increased.
Please note that you can view the availability of rooms before you submit the corrected list. This will allow you to
make sure you have enough rooms available in inventory for the number of rooms in your list. You will see the
number of records in your list displayed just below the Submit Records button.
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Submit Records Button & Related Pages
After all errors in the file have been corrected, the Submit Records button on the View Records page will be
available. Selecting this button will begin the process of generating final reservations for each record in the file. The
system will do a final check on all availability. If any errors are found, the reason will be shown on a report. Any
errors must be corrected and the list can be resubmitted.
Please note: once a list has been submitted, it is considered processed and it can no longer be edited. Until
submitted, a list will reside in RoomList Express and will not be sent to the Passkey database. When a list is in
RoomList Express, it can be edited, deleted, or replaced by a newer version of the list. Once a list is submitted to
the Passkey database all edits would need to be made through the Reservation form.
Progress Summary Page
After your file has been submitted on the View Records page, this screen will show the progress of the file.
The system will perform a final check for inventory availability and begin processing ten records at a time. The
screen will automatically update the progress until either the list is completely processed or an error has been
found.
If the file is successfully processed, you will be taken to the Progress Complete page.
If an error is found in the file, you will be shown on the Error Summary page.
Return to Manage Room Lists page – return to the main screen to work on another list.
Error Summary Page
An error has been found in the submitted file. The error must be corrected before the remainder of the list can
be processed. A link to the Error Report will be provided. The report will detail which record must be corrected
before the remainder of the file can be processed.
Return to Manage Room Lists page: Return to the main screen to work on another list.
View Error Report: Click to view the error details.
Progress Complete Page
After submitting your records (rooming list) to Passkey, you will be presented with three link options:
Return to Manage Room List Page – this link will return you to the main list of rooming list files showing
which have been processed and which have been edited but still need to be processed.
Reservation Details – this link will display a list of all names in your rooming list along with their Passkey
acknowledgement numbers.
Export List – this link will allow you to export and download the entire list to your desktop in a Passkey
CSV format. This list will include all of the information you added, either through global edits or using the
Edit Row(s) button. The CSV formatted list can be saved as an .xls (Microsoft Excel) file.
Reservation Detail Page
The file has been successfully processed. This screen will display a list of reservations in the file, including the
record number, the name of the first guest, and the acknowledgment number. You may also select one of the
following options:
Export List – download the complete reservation list to your computer as a csv file.
Return to Manage Room Lists page – return to the main screen to work on another list.
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View Records
You Have # Errors – View Error Report
Virtually all rooming lists will include some errors. However, with the new Error Report you can view the errors by
category.
For example, consider an error report containing twenty records, each with various errors. If you select an error
from the first record/name of guest, the View Record Screen Filtered by: Error Type ____ screen that appears
will display all records that contain that specific error.
In other words, if the first record had an expired credit card number and there were four other records with the
same error, all five records would be displayed when you selected the first record. This will allow you to correct all
similar errors at the same time.
Each time you select an error to correct, the corresponding error link for each record will change from blue to gray.
Pagination
Pages: | >>
Pagination is available on the View Records page. This function, not only allows you to move from page to page,
but also to select a specific page and review the records on that page.
The > link will take you forward to the last page of the list.
The < link will take you back a single page.
The > link will take you forward a single page.
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Pagination is available on the View Records page. This function, not only allows you to move from page to page,
but also to select a specific page and review the records on that page.
The > link will take you forward to the last page of the list.
The < link will take you back a single page.
The > link will take you forward a single page.
In the Go To Page: text box, you can enter a page number (remember there are 10 records to a page) and select
Go and you will be taken to that specific page.
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Records List – Edit Records
Guest Information:
This section shows the personal details of the first guest in the room and also the names of all additional guests two
through four (if applicable).
In addition to the guest‟s name, there are six (6) required fields associated with Guest Information:
Street
City
Postal code
State
Country
Phone number
Hotel Information:
This section displays all hotel information, including the room type, request for an accessible room, smoking and
other special requests, and the option to send an acknowledgement to the guest after the reservation has been
processed.
Even if the hotel and room type were specified in the import file, each record must still be assigned to a valid room
block in the Switch to: drop-down list. The View All Availability button will display a report with the number of
rooms available per day in each room type available to the group.
Payment Information / Misc: This section specifies the payment type for each record. Payment may be made by
either credit card or other payment and can be selected in the Payment Type drop-down list.
If using a credit card, enter the card type, number, expiration date, and card holder‟s name and address.
For other payment (such as check), enter the amount, check number, any payment notes, and the bill
holder‟s name and address.
Any custom fields that were specified in the import file are also shown in this section.
After all information has been entered and any errors have been corrected, press the Apply button to save
your changes or the Cancel button to exit the screen to discard your changes.
There are seven (7) required fields associated with Payment Information:
Payment method
Street
City
Postal code
State
Country
Phone number
If any of the above required fields is missing from your list a red frame will appear around the record and an error
will display for each field with missing information.
Often you will find the same error for several (or perhaps all) records, e.g., No block selected and Hotel
Required.
You will also find individual errors for specific records, e.g., Invalid Credit Card Number (not enough digits, card
is not authorized, etc.), Credit card is expired (the valid thru date on the credit card expires before the guest is
due to check out), Tel: Required (the telephone number is missing).
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Manage Drop-off Locations Dashboard
RoomList Express allows you to create a secure location where a planner can drop off a rooming list into
RoomList Express for easy and secure retrieval and upload. By providing a secure location for rooming list drop
off, RoomList Express eliminates the security risks associated with the emailing or faxing of rooming lists.
Selecting the “Manage Drop-off Locations” from the left-hand navigation bar will bring you to the Manage Drop-off
Locations Dashboard.
If no locations have been set-up, the screen will appear blank.
To create a new drop off location:
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Create New Drop-off Location
To create a new drop off location, select the “New Location” button from the Manage Drop-off Locations Dashboard.
You are navigated to the “Email a Planner a Location for Drop-off” screen. On this screen you will complete a form
that will be used to create your new drop off location and to send an automatic email to the planner notifying them
of the secure location for them to drop off their list.
Please fill complete the below form as follows:
Attendee Type
If more than one Attendee Type exists for the group, select the Attendee Type from the Attendee Type drop-down
list.
View a Sample Email
Click on this link to view a sample of the email that will be sent out to the planner notifying them of the secure
location to drop off their rooming list.
From
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Will be filled in automatically based on the information provided in your Passkey User Profile. If you wish to edit this
field, you can by typing over the pre-filled information.
Your Name
Will be filled in automatically based on the information provided in your Passkey User Profile. If you wish to edit this
field, you can by typing over the pre-filled information.
To
Enter the email address where you would like the notification to be sent. To send to multiple email addresses,
separate each email address with a comma.
Additional Notes
Enter any additional information you would like to communicate to the planner. All additional notes will be added to
the email as a final paragraph.
Mapping Template
Any room list entered into Passkey must have its content matched, or mapped, to the equivalent Passkey content. In
RoomList Express, this is accomplished by the use of a mapping template.
The drop-down list shows all of the Mapping Templates available to your organization. Passkey provides a default
mapping template. If there are custom Mapping Templates that your organization has created, they will be listed in
this drop-down along with the Passkey templates.
As soon as the Mapping Template is selected, an Excel-compatible file will be generated, which will contain the
proper order and names for the column headers. The file will be attached along with the email you are creating on
the screen, which will inform the recipients of their room list drop off website. Simply ask your planners to create
their room lists using the attached file. RoomList Express will automatically apply the corresponding mapping
format to the list once it is imported into RoomList Express.
You may also select No Template if you r organization has not yet created a custom template. In this case, no
sample file will be attached. If you do not have a Mapping Template, Passkey strongly encourages you to use the
Passkey Template.
Attach an Example Room List
If you would like to attach as specific sample Excel or CSV file:
Select the browse button next to the Attach an Example Room List
Navigate to the appropriate excel or csv file on your computer
Select open
The selected file will be attached to the email sent to the planner notifying them of their drop-off location.
Please note: It is strongly suggested that all example files that are sent to planner contain only formatting and no
data.
Cancel
To cancel the request to create a new drop off location, select Cancel. You will be returned to the Manage URLs
Dashboard.
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Preview
To generate a dynamic preview of the email and to proceed with creating your new drop off location, select the
preview button.
To create the new drop off location and send the email to the planner, select Send.
If you wish to make additional edits, select Previous to return to the Email a Planner a Location for Drop-off
screen.
To completely cancel the request to create a new drop-off location, select Cancel.
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Manage Room Lists Dashboard
Once you have created drop-off locations, your Manage URL Dashboard will appear as follows:
Current drop-off locations are listed in the Existing Drop-off Locations table. Each created location appears with
the number of lists that have been dropped off at each drop off location.
Please note: Each Attendee Type can have an unlimited amount of Drop-off locations. Also, an unlimited number of
lists can be dropped off with each drop off location.
Location Hyperlink
To access a Drop-off Location, click on the corresponding URL hyperlink for the respective list. From here, you can
drop off your own lists for retrieval in RoomList Express.
Edit Icon
To make changes or to resend an email detailing the specific drop-off location, select the Edit icon.
Enable/Disable Icon
To Enable or Disable a Drop-off Location, select the Enable/Disable flag.
To enable the Drop-off location, click on the flag so that it appears in orange. To disable the Drop-off location, click
on the flag so that it appears gray.
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Drop Off A List
To drop off a list, you must access the room list drop-off location for the specific Attendee Type and list. Within
RoomList Express, there are two ways to access a Room List drop-off location:
1) A RoomList Express user can access any room list drop-off location by selecting the location dropoff
URL from the “Manage Drop-off Locations” Dashboard.
2) A planner will access a room list drop-off location by accessing the link within the email sent to them
from RoomList Express notifying them of their secure drop off location.
When accessing a drop-off location in either manner, you are brought to the “Drop off Lists” screen. From this
screen, a planner may drop off an Excel or CSV-formatted room list for later processing by the
housing/event manager.
Upload a New List
To upload a new list, complete the below form as follows:
My Name Is:
Fill in your name as you would like it to be displayed to the housing/event manager.
Name of List:
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Fill in the desired name of the rooming list. Please note: The rooming list name must be unique within the entire
Attendee Types.
My Company Name:
Fill in your company name as you would like it displayed to the housing/event manager.
Select a File/Browse
Use this button to select the specific file you would like to upload.
Column Headers are on Row Number (optional)
If your column headers are not located in the first row of your rooming list file, enter the row number that contains
your column headers in this field. If this field is left blank, RoomList Express will assume that the column headers of
your file are contained in row 1.
Room List Notes (optional)
Use this field to add any additional notes that you would like included in the email that will be automatically sent to
the housing/event manager once the list is dropped off.
Save
Once the form is completed accordingly, select save to drop off the list and send an automated email to the
housing/event manager notifying them that a list has been dropped off.
Once a list is uploaded, it is converted to CSV automatically, if needed. Then, it is converted to internal RoomList
Express format for later processing. Finally, a plain text email is sent to the e-mail address on file for the Passkey
user who created the URL, informing him/her that a list has been uploaded.
Email Example:
Subject:
from has dropped off a room list for the event .
The room list is for the Attendee Type and is called . Please
log in to RoomList Express at https://manage.passkey.com to view it.
would also like you to know:
For further assistance, please contact the Passkey Customer Support Team at
customersupport@passkey.com or call (617) 237-8200, option 1.
This is an automatically generated email message. Please do not reply directly to this email.
Please note: Passkey validates that the Room List file is either in legitimate Excel or CSV format by checking the file
contents (not the file extension). If a list is found to be invalid or corrupt, or if mandatory fields are not completed,
the list is rejected and an error is generated to alert the user of the invalid file type or missing fields.
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Dropped Off Lists
Once a list is successfully dropped off, the list appears as an entry in the Dropped Off Lists Table below.
Within the “Dropped off Lists” table, the following information appears:
Name
Displays the name given to the dropped off list. Clicking on, or moving your mouse over, the list name presents a
window containing the following information:
Date
The date that the list was dropped off.
Status
The current status of the list. Lists will show as new, in process or processed.
Delete Icon
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To delete a list, select the Delete icon.
Please note: A list can only be deleted by a planner if the lists status is new. Lists that have been processed or are in
process cannot be deleted by the planner.
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Reports
View Report Page:
There are four reports that can be run from within RoomList Express:
Room List Report – This report is almost identical to the Room List report available from within Passkey. All
reservation details are displayed in this report.
Event Information Report – This report is a combination of the Event Summary and Event Detail reports
available from within Passkey. Event task details along with hotel inventory and rate details are displayed.
Errors Report – A list of errors for each record.
Availability Report – This report shows the number of records in a file and the number of records in the file
that have been assigned to a room.
o The number of available rooms is broken down by hotel (for multiple property events) and room type
and also shown by date.
o The number of rooms that have been assigned in the file are shown by date. If rooms are not available
(arrival date is outside the block, date or room type is sold out) the date will appear with a pink
background and red lettering and must be corrected before the file can be submitted.
o Any negative number in the Remaining Rooms column means that too many rooms have been
assigned in that room type for that date and must be reassigned to another room type or the sub-block
will need to be increased.
Group Campaigns
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Overview
Things to Know About Group Campaigns:
Like Smart Alerts, Campaigns can be created in the Library or for a particular event.
There are six fully customizable types of Campaigns.
Attendees have the opportunity to “Opt-out” of receiving the emails if they choose.
Campaigns can be created, and turned “on” or “off” at any time.
Campaigns can be tracked to see how many were received and opened.
Types of Group Campaigns
There are six different types of Default Group Campaign Templates that can be fully customized. Each has a
different purpose as the examples below show.
1. Pre-Arrival (Reservation Pre-Arrival Reminders):
Send reminders to attendees about an upcoming reservation or event. This would typically be sent near the
attendee‟s arrival date and could include reservation information, event location details, cancellation policy
reminders and the Hotel Confirmation number (if available).
Examples:
Hotels – This campaign could be used to send an email to the attendees that gave them directions
to the hotel, instructions and the Hotel Confirmation number for check-in, and tell them about
some of the amenities or outlets at your property. If your property has experienced problems with
people checking in with debit cards, you could mention what the hold policy is in this campaign.
Meeting Planner - This campaign could be used to send an email to the attendees that reminded
them what materials to bring to the conference, where registration or the event will be held, and
perhaps the time and location of your welcome reception.
Best Practice: If you are sending this campaign to give your attendees the Hotel Confirmation
number, make sure that there are no unprocessed reservations before you send the Campaign.
Otherwise, there will be some people that do not have Confirmation numbers.
2. Post-Stay:
Send emails to attendees after the event to collect feedback (surveys, thank you messages) or marketing
future opportunities such as weekend specials or frequent stay program specials.
3. Upsell:
Offer upsell opportunities with either hotel features or city attraction. You can even customize the template
and target specific attendees with the special offers.
Examples:
Hotels – This could be used to market restaurants, spa services, shows, golf, room upgrades or
any other services that you would like to make the attendee aware of.
Meeting Planner – This could be used to market city attractions such as theater, amusements
parks, tours, etc.
Best Practice: Since this is a “marketing” type of Campaign. Be sure to have the “Respect the Opt-in
setting” Check box checked when setting this up.
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4. Announce Event (Pre-Open Notifications):
Send a message before the event opens to announce the event and when reservations are open to
attendees. The email list could come from a previous Passkey event or an imported list of names and email
addresses.
Best Practice: If uploading a list of email addresses, make sure to use the required format. This can
be downloaded by clicking on the button next to “Import List”. A window will pop up and have a
link to download the correct format.
5. Quick Notify:
Send out a quick messages to either attendees or other event participants (hotels, planners, affiliates, CVBs,
etc.). This could include any information or other alerts that needs to be sent quickly.
6. Reg/Not Booked (Registered but No Housing list):
This template will allow RegLink-enabled users to send a reminder to attendees who have registered for the
event but have not reserved a hotel room. The email could be sent out just before cutoff to remind
attendees that housing rates are only guaranteed until the cutoff date.
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Library Campaigns vs. Event Campaigns
Much the same as Smart Alerts, Campaigns can be created at the Library level for use in multiple events, or at the
Event level where you have more control over the sending options. Both places offer most of the same features and
options. The only difference being whether those Campaigns will be used for one event or multiple events.
Library Campaigns
Library campaigns are designed for re-use with multiple events. You can set any library campaign as a "default
campaign” and it will be copied into every new event. Because Library Campaigns are copied into multiple
events and individual event circumstances are not known, the sending options are reduced. Library
campaigns can be further customized in each event.
The Campaign Library can be accessed in one of two ways:
1. By selecting the “Campaigns” tab.
2. By selecting the “Default Group Campaigns” button located on either the Hotel or Organization profile.
Hotel Profile: Organization Profile:
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Event Campaigns
Any campaign that is created inside an event applies only to that particular event. To access the Event
Campaigns from the Event Summary screen, click on “Group Campaigns” on the left side menu or click
the “View/Edit” button in the Event Campaigns Box.
The Event Summary page shows a box for all active event campaigns. It will display the name, type and status of
each campaign. The Event Summary box will list the first ten campaigns and will a “More...” link will display if more
than ten campaigns exist in the event. Campaigns will be sorted first by status (Complete, On and then Off last) and
then alphabetically.
View/Edit – This button will take you to the event-specific Campaign page with no pre-selected campaign.
Name - Clicking the name will display the Event Campaign page with the event pre-selected.
Type - Campaign Type.
ON/OFF - Shows if campaign is Complete, ON or OFF.
Event Campaigns Permissions
Only Primary Hotel or Organizer users are allowed to view an Event‟s campaign page. Special Organizer users are
allowed to view the Event Campaigns of events created by any associated sister hotel.
If the user cannot view the Event‟s campaigns (but is allowed to view the Campaign tab), an error message will be
displayed: Event Campaigns can only be used in events you created. To have a campaign added to this event, please
contact: [Name of Primary Organizer or Hotel]
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Both the Campaign Library and the Event Campaign screens look similar to the image below:
From the Event Campaign or Campaign Library screens you can:
See all six Campaign Types.
See the first eight Campaigns within each Campaign Type.
Edit a Campaign.
Create a new Campaign.
Turn a Campaign on and off.
Each Campaign will have the options shown below:
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Campaign Type - Name of the Campaign type.
View Tips Button - Links to a static pop-up window with a description of each campaign type.
New Campaign button - Used to create a new Campaign.
Campaign Name - List of library campaigns. Each name is a link which, when opened, will display the Edit
Campaign screen. The first eight campaigns are displayed first by their “On” status and then in alphabetical order.
On/Off Switch - Denotes whether the campaign is defaulted ON or OFF for all new events. Campaigns can be
switched by the user at any time since the change only affects new events. Switching off will not affect existing
events that are using copies of the campaign.
Delete button - Used to delete campaigns. This will not affect any current event campaigns derived from the
library.
Campaign Type Total - Displays the total number of Campaigns.
View All - Takes you to the Edit Campaign screen where all campaigns can be listed.
Campaign Report Summary
Each campaign will have summary reporting for the number of emails sent and link tracking. This report is accessible
using the Reports tab next to the Campaign Settings tab.
Sent Message Summary - Summarized the number of emails sent and delivered.
Last Execution Time – The time the last email in the campaign was sent.
Messages Sent - Total number of emails sent in the campaign.
Messages Opened - Total number of messages opened and number of unique users.
Message Link Summary - Summarizes the number of links opened in each email. The name of each link is
shown along with the total number of times each was clicked and number of unique users.
278

How to Create a Group Campaign
From the Event Campaign or Event Library screens:…
1. Click on the button.
2. Type the name of your Campaign into the “Name” field.
3. Select the date when you would like the Campaign sent. The event campaign can be sent on a
specific date by using the pop-up calendar.
4. Select who you would like to receive the Campaigns. Options include all guests, primary guests only,
attendee types, room types, etc… The recipient choices will vary depending on the type of campaign.
5. Select the layout that you want the Campaign to display as.
279

6. Select the colors of the Campaign. There are four campaign color selections - background, header,
body, and footer. You can select a color using the color chart or inputting a hex color code. Images can also
be uploaded instead of a color.
7. Customize the information being sent out in the campaign. This feature works almost the same as
any word processor. Different fonts, sizes, colors, alignments and other features can be applied by
highlighting the text and clicking the appropriate buttons. You can also insert an image or a hyperlink.
Campaigns can be sent as HTML or Plain Text. See HTML and Plain Text Versions for more information.
8. Click the button to preview what the Campaign will look like.
9. Click the button.
10. Click the button to turn the campaign on. It will then show as , and the campaign
is now active.
280

HTML and Plain Text versions
You can enter a plain text version of the email if you‟d like. Both the HTML and text versions are sent with each
email.
If the you have modified the HTML version, the following alert will be shown after clicking the Save button: “The
email's HTML text has been modified. Some users cannot view HTML emails and will only see the plain text version.
Would you like to also automatically update the plain text version of the email to match the HTML?”
[Update the Plain Text] button - Updates the Plain Text from the latest HTML and saves both versions.
[Don‟t update the Plain Text] – Saves just the HTML and leaves the text version untouched.
[Update Plain Text manually] – Does not save either version and opens up the Plain Text window for edits.
Opt-in Options
Passkey will only send promotional type emails to attendees or users who “opt-in” to receive them.
Opting Out of Future Emails
Each email will have a link at the bottom to unsubscribe from future event promotional emails. Clicking this link will
open a web page with a confirmation message that the user has been unsubscribed. This will only affect the event
the campaign is associated with and will not affect other events from which the attendee may be receiving emails.
Attendees can opt-in again after unsubscribing by checking the opt-in checkbox in a new or modified reservation.
Campaign Settings:
The Post-Stay and Upsell campaigns are “promotional” in nature and will always respect the “opt-in” setting.
The other four types will always have an option to respect the “opt-in” setting but it can be turned off.
Attendee Website:
Any attendee entering an email address will be able to opt-in to promotional emails. The option is off (except
for Primary guest, see below) until an email address is entered.
281

Call Center Screen
Any attendee with an email address can opt-in to promotional emails.
Default - Checkbox is “OFF” by default for all guests.
Room List Express
In Room List Express the entire list can opt-in to promotional emails. It will not be on a per-reservation or record
setting. The checkbox is on the drop-off screen:
282

Groupmaster Link
Groupmaster Link
Overview
Passkey‟s Groupmaster Link (GML) is a fast and easy-to-use product that will facilitate integration
between a hotel‟s Sales & Catering system, Property Management system, or Central Reservations
system (referred to as simply Sales & Catering system in this document) and Passkey. The ability to
push information from Sales & Catering into Passkey can essentially set up a single property event in a
matter of minutes, thus further automating the group housing process.
A Sales & Catering system manages group business from a room block, catering, and revenue perspective. Once a
meeting becomes definite in the system and is coded as a Passkey event, the information is sent to Passkey and
control is taken for inventory management and reservation fulfillment.
GML will facilitate:
Passkey to accept a Booking-New message from a Sales & Catering system and either create a
corresponding new event in Passkey or associate that booking to a pre-existing event.
Changes to a booking. Changes made in the Sales & Catering system will prompt a Booking-Update
message to be sent and the user can review the highlighted changes to the information and take
appropriate action.
Passkey to record final pickup numbers sent in messages to be used for post-event reporting and revenue
purposes.
Utilizing GML can eliminate much of the initial manual event setup process in Passkey. Once a Passkey-coded event
in the Sales & Catering system is sent to Passkey, information that is pre-populated can be as extensive as:
Event Details
o Event Name
o Event Address
o Event Dates
o Event Description
General Attendee Types
Guarantee Plan
Room Types
o Rates
o Additional person charges
Hotel Cancel Policy
Defined General Attendee Blocks
Inventory Calendar
o Night-by-night rates
283

Permissions
GML will be accessible to customers who have an existing Passkey username and password. Only customers using
Passkey for single property events can utilize the GML product. GML can be enabled on a hotel level or at a specific
user level.
Hotel Level Permission
Enabling GML at the hotel level allows all Hotel access level users at the property to view the GML functions
in Passkey.
User Level Permission
A hotel can also choose to allow only certain Passkey users at their property to access the GML product.
o Only a Hotel access level user of Passkey can be enabled to use the GML product (i.e. Call Center
access level users cannot be enabled).
284

Getting Started
Logging On To Passkey
To utilize GML, log in to Passkey as you typically do for any group event you are managing:
Go to www.passkey.com.
Select the orange GO button next to Customer Login in the upper right corner of the screen.
Or
Go to: http://manage.passkey.com
The Login page appears:
Enter username and password and click on Submit.
285

Utilizing Groupmaster Link
Once logged in, the Passkey Welcome page appears. Select the Tools tab and select the Groupmaster Link task
link.
When a GML user accesses the Welcome page, there will be a note indicating that there are GML messages waiting
in the queue. This indicates there are messages sent by the Sales & Catering system that have not yet been
processed in Passkey. The user may access messages by clicking on the click here link in the Welcome page or on
the View Queue link under the GML task.
Viewing the Queue
The GML queue table contains the following information:
Event
Event Status Type Details Received View
286

This is the name of the event in the Sales & Catering system. It is associated to a unique event ID that is sent to
Passkey.
Status
A message contains a particular status:
Pending Processed-
Accepted
Processed-
Rejected
Processed-
Error
287
Obsolete Unprocessed-
Error
Pending
This new message has not been processed or been replaced by a newer message. This is the status that
the majority of messages will be acted on by the GML user.
Processed-Accepted
This message was opened and processed by a user.
Processed-Rejected
This message was opened and rejected by a user.
Processed-Error
This message could not be processed due to an error in the message. If you encounter this status, contact
Passkey for assistance.
Obsolete
If two messages exist for the same event, the earlier message becomes obsolete and the later message is
pending. Obsolete messages cannot be acted upon.
Unprocessed-Error
This message encountered an error when the message was received. If you encounter this status, contact
Passkey for assistance.
Types
There are two types of GML messages:
Booking – New
A new message indicates a new event in the Sales & Catering system is being passed into Passkey for
creation.
Booking – Update
An update message indicates a message is being sent from the Sales & Catering system into Passkey for an
event that has already been created. An update message will be sent to Passkey if certain defined
information in the Sales & Catering system has changed. Update messages may contain changes to the
booking profile or reported pickup numbers which can be updated in Passkey manually.
Details
This section will show the event‟s first and last night of inventory, the first night being the arrival date and the last
night being the departure date.
Received

This contains the date the message was received in the queue. Messages are sorted by time received, the most
recent message being first.
View
Every event will have a View option that will open the selected message for action to be taken.
Actions
When viewing a Booking-New message, the user may take the following actions:
Create New Event Associate to Event Reject Message Cancel
Create New Passkey Event
Selecting this option allows the user to create a new Passkey event. Its status will be set to Processed-Accepted.
Define the Open Date and time and the Shutoff Date and time.
Selecting the Create General Block checkbox will initiate several Event Tasks to be built in Passkey from
information sent by the Sales & Catering system:
288

General Attendee type created.
General sub-block defined for each room type.
Room types with room type names, rates, and extra person charges.
Contracted room type inventory to be allocated in Calendar.
Inventory allocated to general sub-blocks.
Credit Card Guarantee Plan created.
Selecting to Create General Block also enables the Default Cancel Policy field to be entered for pre-population
into the sub-blocks.
Click OK to submit the information to Passkey.
The user is then presented with the Event Summary screen for the newly built Passkey event.
The event is now almost built in Passkey. Additional tasks are:
Adding descriptions & pictures of loaded room types
Associating Organizers
Creating additional Guarantee Plans
Website setup
Creating customized Acknowledgements
Additional shoulder nights built into Hotel Parameters page
If the Create General Block box is not checked, the Sales & Catering system will pass only Event Details and
Room Type information into Passkey. Sub-blocks and inventory allocation, in addition to the above, are then done
in Passkey directly.
289

Associate Meeting to Existing Passkey Event
Selecting this option allows the meeting in this message to be associated to an event already built in Passkey.
Access the Events List dropdown box to select the event to which the message should be associated. Highlight the
proper event, and click on the OK button.
290

If the selected event is already associated to an event in Passkey that was created with GML, the system will
generate a warning indicating that the meeting in Passkey is associated to a different event in the Sales & Catering
system.
Select OK – Current event ID will be replaced with new message information. Its status will be set to
Processed-Accepted.
Select Cancel – No action is taken and user is back to Associate Event screen. The message will remain
in a Pending status.
Reject Message
Selecting this option will not send any information from the Sales & Catering system to Passkey. Its status will be set
to Processed-Rejected.
Cancel
Selecting this option will return the user to the Pending messages screen with no action taken. The message will
remain in a Pending status.
Booking Update Massages
When viewing a Booking-Update message, the system displays differences between the booking in the Sales &
Catering system and the event in Passkey. This is known as the Difference Report*. Differences are highlighted on
the screen. The user will review the highlighted changes to the event information and may take the following
actions:
291

Done Save Final Pickup Reject Message Cancel
Done
Selecting this option indicates action has been taken on this message. No changes are automatically made to the
event in Passkey; the user will manually make any adjustments in Passkey based on the information contained in the
Difference Report. The message status will be set to Processed-Accepted.
Save Final Pickup
Selecting this option saves final pickup numbers to designated fields in Passkey. Its status will be set to Processed-
Accepted.
Reject Message
Selecting this option will not send any information from the Sales & Catering system to Passkey. Its status will be set
to Processed-Rejected.
Cancel
Selecting this option will return the user to the Pending messages screen with no action taken.
* Note about the Difference Report – Because Passkey and the Sales & Catering System store data differently,
sometimes the Difference Report will show a difference that cannot be applied in Passkey.
Example: The Sales & Catering system may store occupancy charges (known as additional guest charges in
Passkey) on a night-by-night basis, whereas in Passkey, additional guest charges are not stored on a nightby-night
basis but on a room type level. Therefore, if the Sales & Catering system changes the occupancy
charges nightly, a difference will show, but in Passkey you cannot change individual night‟s additional guest
charges.
292

Groupmaster Link – Workflow Summary
1) Login to Passkey.
2) Review GML queue for new messages.
a) Notified of new messages on Welcome Page.
b) Click on here link or View Queue.
3) Review Pending messages.
4) Take appropriate action on Booking-New messages.
a) Create New Event.
i) Create General Block.
ii) Enter Open & Shutoff dates.
iii) Enter Default Cancel Policy.
b) Associate to Event.
i) Select event for association from dropdown box.
c) Reject or Cancel message.
5) Review information in Booking-Update messages and take appropriate action.
a) Done.
b) Save Final Pickup.
c) Reject or Cancel Message.
293

Appendix A – HTML Tips
Hypertext Markup Language (HTML) tags are used to tell browser software (such as Internet Explorer
and Netscape) how to display text, images, and links. HTML commands are always placed between
angle brackets (< and >). Instead of selecting a word or sentence and clicking a button to change its
appearance, a tag is placed on either side of the word or words being formatted. For example, there are
tags to make text bold or italicized, . In order to make text bold and italicized, the HTML tag
would be:
Make your own Web page
Note that the beginning and end tags are usually identical except for the forward slash (/) that precedes
each end tag to “close” the tag. HTML tags are not case-sensitive (i.e., and will function in
the same manner). The table below displays some basic HTML tags.
To begin and end
a paragraph
To create a line
break
To create boldface
text
To begin and end
a paragraph
To create a italicized
text
To set font color
using a color name
or hex value*
To set the font size
from 1 to 7 (2 is
standard)
To set font face
To create subscript
text
To create superscript
text
To create
strikethrough text
Standard Bathroom Door
Width: Adequate
BR>Available in King, Queen, or
DBL/DBL Standard Entrance
Door
Accessible
Rooms:
Standard Bathroom Door
Width: Adequate
294
Standard Bathroom Door
Width: Adequate
Available in King, Queen,
or DBL/DBL
Standard Entrance Door
Accessible Rooms:
Standard Bathroom Door
Width: Adequate
Passkey Users Meeting Passkey Users Meeting
Attention!
Attention!
Big Big Sale
Passkey
Passkey
… H2>0 H 2O
… E=MC2 E=MC 2
… Passkey Passkey

To begin an Ordered
(numbered) list
To begin an
Unordered (bulleted)
list
To Align a paragraph
(left, right, or center)
To insert a link
To link to an email
address
LINK NAME
HERE
LI
NK NAME HERE
Visa
MasterCard
American Express
Visa
MasterCard
American Express
Luxurious
Suites
To
go to Passkey‟s web site click
here
Questions?
*To obtain a color code chart with hex values, please visit the web site:
http://hotwired.lycos.com/webmonkey/reference/color_codes/
295
1. Visa
2. MasterCard
3. American
Express
Visa
MasterCard
American Express
Luxurious Suites
To go to Passkey‟s web
site click here
Questions?
(opens up New mail
message)

Appendix B – Glossary
Assigned:
Inventory available for sale on a night-by-night basis that has been assigned to an attendee type sub-block.
Available:
The difference between the inventory that has been assigned and what has actually picked up (sold) or
guaranteed.
Current Contract:
Since inventory changes over the course of housing, any additions or reductions in inventory are to be added
to the "Current Contract" line only. Contracted inventory is at the room type level.
Cutoff:
This is an event-wide cutoff date. After cutoff, hotels participating in a CW event will have access to run room
lists and manage inventory. Prior to the cutoff date, hotels are able to view block and pickup information only.
In addition, they can run reports that do not contain specific individual attendee data.
Minimum Night Stay )MNS)
The number that is assigned to each day to indicate the minimum number of nights an attendee can stay
based on that particular arrival date. A "0" in the MNS field indicates no arrivals for that day.
Open:
The sell status for a particular night as it relates to a particular Block Type. A checked field
(√) means that the night is available for sale as defined at the Block or Hotel Default levels. An unchecked
field means the night is not for sale for that particular block only, which overrides the Block or Hotel Default
levels, as it is the most restrictive status.
Open Res Date:
The date on which the event can start taking reservations.
Original Contract:
The inventory available as agreed upon in the original contract. These fields are completed only once at
the initial inventory setup. Contracted inventory is at the room Type level.
Pickup:
The number of rooms in a particular sub-block that have been sold or guaranteed to a named
reservation holder.
Shoulder Dates:
Dates before and/or after the event dates for which there is inventory loaded in the system for sale.
Shutoff:
Date to shutoff the event to new, modified or cancelled reservations.
Unassigned:
A night-by-night inventory of rooms that have not been assigned to an attendee type and, therefore, are
not available for sale. Unassigned inventory is the difference between the Current Contracted room
inventory and the Assigned inventory. Typically, rooms in the Unassigned category are held in reserve.
296

Appendix C – Acknowledgement Tags
Refer to this list of acknowledgement tags when customizing an acknowledgement. Tags that
are shaded are required. A custom acknowledgement form cannot be submitted without required tags.
Attendee Information
Tag Name Description Sample
[[Title]] Title Title Mrs.
[[FirstName]] FirstName First Name Mary
[[MiddleInitial]] Middle Initial Middle Initial L
[[LastName]] LastName * Last Name Smith
[[Suffix]] Suffix Suffix ph.D
[[Position]] Position Position Account Manager
[[Address1]] Address1 Address Line 1 180 Old Colony Ave.
[[Address2]] Address2 Address Line 2 Mail Stop 2
[[City]] City City Quincy
[[State]] State State MA
[[Zip]] Zip Zip 02170
[[Country]] Country Country United States
[[Email]] Email Email msmith@passkey.com
[[Telephone]] Telephone Telephone 617-237-8200
[[Fax]] Fax Fax 617-555-5555
[[Organization]] Organization Organization Passkey
[[ConfirmNum]] Confirmation
Number*
Confirm Number
1234ABCD0
[[CancelNumber]] Cancellation Number Cancellation Number 12345
[[ArrivalTime]] Guest Arrival Time Guest Arrival Time 20:00 (8:00 PM)
[[DepartureTime]] Guest Departure Time Guest Departure Time 13:00 (1;00 PM)
[[Requests]] Requests Reservation Requests Ocean view room
[[Handicap]] Handicap Handicap Accessible No
[[ShareWithInfo]] ShareWithInfo Sharewith Guest Names *Mr. Bob P. Smith
[[AttendeeType]] Attendee Type Attendee Type General Block
[[PaymentMethod]] Payment Method Payment Method (“Credit
Card” or “Other”)
Credit Card
[[ReceivedFrom]] Received From Received From Name Mary
Event Information
Tag Name Description Sample
[[EventName]] Event Name Event Name Passkey Sample Event
[[EventCity]] Event City Event City Boston
[[EventAddress1]] Event Address 1 Event Address Line 1 Boston Convention Ctr.
[[EventAddress2]] Event Address 2 Event Address Line 2 123 Main Street
[[EventState]] Event State Event State MA
[[EventZip]] Event Zip Event Zip 02140
[[EventCountry]] Event Country Event Country USA
[[EventEmail]] Event Email Event Email events@passkey.com
[[EventURL]] Event URL Event URL www.passkeyevents.com
[[EventDescription]] Event Description Event Description Event Description Text
297

[[EventStartDate]] Event Start Date Event Start Date Sun, Jan 6, 08
[[EventEndDate]] Event End Date Event End Date Wed, Jan 9, 08
[[EventShutoffDate]] Event Shutoff Date Event Shutoff Date Wed, Jan 2, 08
Hotel Information
Tag Name Description Sample
[[HotelName]] Hotel Name Hotel Name Generic Hotel
[[HotelAddress]] Hotel Address Hotel Address 39 High Street
[[HotelCity]] Hotel City Hotel City Boston
[[HotelState]] Hotel State Hotel State MA
[[HotelTelephone]] Hotel Telephone Hotel Telephone 617-237-8200
[[HotelZip]] Hotel Zip Hotel Zip/Postal Code 02170
[[HotelCountry]] Hotel Country Hotel Country USA
[[HotelShutoffDate]] Hotel Shutoff Date Hotel Shutoff Date Wed, Jan 2, 08
[[RoomType]] Room Type Room Type Basic
[[SmokingPreference]] Smoking Preference Smoking Preference No Preference
[[RewardsProgram]] Rewards Program Rewards Program Program – 555555555555
[[NumRooms]] Number of Rooms Number of Rooms 1
[[NumGuests]] Number of Guests Number of Guests 2
[[ArrivalDate]] Arrival Date* Arrival Date Sun, Jan 6, 08
[[DepartureDate]] Departure Date* Departure Date Wed, Jan 9, 08
[[CancelDate]] Cancel Date Date Reservation was
cancelled (cancelled
reservations only)
Thurs, Jan 3, 08
[[ModDate]] Modification Date Date Reservation was
modified (modified
reservations only)
Thurs, Jan 3, 08
[[NewDate]] New Date Date Reservation was
made
Tues, Jan 30, 07
[[FirstNightRate]] First Night Rate First Night‟s Rate $200
[[TotalCharge]] Total Charge Total Charge including
$1,000.00
[[AddRoomRateInfo]] Additional Room Rate
Info
[[AddPersonRateInfo]] Additional Person Rate
Info
298
sharewiths
Additional Room Rate
Info
(Nightly Single
Occupancy
Rates)
Additional Person Info
for the Block
[[CancelDate]] Cancel Date Date Reservation was
cancelled (cancelled
reservations only)
[[CancelPolicy]] Cancel Policy Hotel Cancellation Policy
Date Rate
Jan 6, 08 $200.00
Jan 7, 08 $200.00
Jan 8, 08 $200.00
Additional Person Info
Additional charges per
night, add $15.00 for 1 st
guest, add $20.00 for 2 nd
guest, add $25.00 for 3 rd
guest.
This is the generic hotel
cancel policy.
This is the generic hotel
cancel policy

Contact Information
Tag Name Description Sample
[[ResTollFreePhone]] Res Toll Free Phone Reservation Toll Free
Number
1-800-555-1212
[[ResPhone]] Res Phone
Reservation Phone
Number
617-555-1212
[[ResFax]] Res Fax Reservation Fax 617-555-9876
[[ResEmail]] Res Email Reservation Email info@passkey.com
[[ResName]] Res To: Name Reservation Name
Passkey Event
Reservations
[[ResAddress1]] Res Address 1 Reservation Address 1 180 Old Colony Avenue
[[ResAddress2]] Res Address 2 Reservation Address 2 Dept. 200
[[ResCity]] Res City Reservation City Quincy
[[ResState]] Res State Reservation State MA
[[ResZipCode]] Res Zip Reservation Zip Code 02170
[[ResCountry]] Res Country Reservation Country United States
Other Information
[[Disclaimer]] Disclaimer Standard passkey
Disclaimer
[[TaxDisclosure]] Tax Disclosure
RegLink
299
Hotel Tax Disclosure for
the Block
Passkey Disclaimer:
Passkey, its
reservation system
and/or their agents
act only in the
capacity of agent for
all customers in all
matters pertaining to
hotel reservations,
and as such are not
responsible for
guaranteed hotel
rooms, damages,
expenses,
inconveniences or
damage to any
person or property
from any cause
whatsoever.
This is a sample tax
disclosure.
Tag Name Description
Unique Passkey generated
alphanumeric identifier
Sample
[[RegAckNum]] BridgeID
that describes a record
saved in the RegLink
database.
22814754-BAA2
[[ExtRegAckNum]] 3 rd Alpha and/or numeric
identifier supplied by the
Party ID
calling application to
provide a link back to a
record in the registration
system. Ideally this value
should be unique to a
single registration.
33290
3562ABCEVENT986
65986420500035689

Appendix D – Sample Event Description with HTML
Overview
Below you will find an example of the information necessary in the Event Description box in the Event Detail
section of your Event Setup. This description will enable Passkey and/or a Call Center agent to properly support
your events. The following example uses HTML tags so that the information can be easily viewed during the
process of making a new reservation.
word = Bold text
word = Underlined text
= a line break, same as using the Enter Key to move down a row
= a new paragraph, same as using the Enter Key twice
Event Toll Free Number: 888-123-4567
Event International Number: 617-123-4567
Fax Number: 617-123-4567
Mailed requests should be sent to: address
Internet Reservations: http://www.association.org
Suites: Suite Requests must be requested in writing and faxed to 617-123-4567
Shuttle Info: There is no shuttle available.
Requests for X or more rooms: Groups of 20 or more MUST have approval from John
Doe and rooming list must be received by mm/dd/yy
Headquarter Hotel: Hotel Name
Tax Rate: 11.75%
Passkey Shutoff: mm/dd/yy
Check Policy Policy
Commerce and Credit Card Info: Deposit - Credit Card Guarantee of One Night's
Room & Tax
Cancellation Policy: Processing fee of $25.00 will charged for any cancellation
received on or after mm/dd/yy
General Event Info: Event Description
Housing Manager
Name
email
phone
Passkey Account Contact and Phone Number Passkey Contact Info
300

Appendix E – Military Time Conversion Sheet
Military time is easy to understand after a little practice. There is no AM or PM because the day is divided into 24
hours. The easiest way to calculate military time is to understand that all numbers higher than 1200 constitute
PM. The next time you are watching a movie and a soldier says its "2235 hours", use a simple subtraction to find
civilian time: 2235 - 1200 = 10:35 PM
Military Civilian
0001 12:01 AM
0100 1:00 AM
0200 2:00 AM
0300 3:00 AM
0400 4:00 AM
0500 5:00 AM
0600 6:00 AM
0700 7:00 AM
0800 8:00 AM
0900 9:00 AM
1000 10:00 AM
1100 11:00 AM
1200 12 Noon
1300 1:00 PM
1400 2:00 PM
1500 3:00 PM
1600 4:00 PM
1700 5:00 PM
1800 6:00 PM
1900 7:00 PM
2000 8:00 PM
2100 9:00 PM
2200 10:00 PM
2300 11:00 PM
2400 12:00 PM
301

Appendix F – US and World Time Zones
Conversion Chart and Map
The Continental United States is divided into four (4) time zones: Eastern, Central, Mountain, and Pacific. The time
in each zone is one hour earlier than in the zone to its East and one hour later than in the zone to its West. The
basic pattern of time zones in United States is given below.
Eastern Central Mountain Pacific
Connecticut Alabama Arizona** California
Delaware Arkansas Colorado Idaho*
District of Columbia Florida* Idaho* Nevada
Florida* Illinois Kansas* Oregon*
Georgia Indiana* & ** Montana Washington
Indiana* Iowa Nebraska*
Kentucky* Kansas* New Mexico
Maine Kentucky* North Dakota*
Maryland Louisiana Oregon*
Massachusetts Michigan* South Dakota*
Michigan* Minnesota Texas*
New Hampshire Mississippi Utah
New Jersey Missouri Wyoming
New York Nebraska*
North Carolina North Dakota*
Ohio Oklahoma
Pennsylvania South Dakota
Rhode Island Tennessee*
South Carolina Texas*
Tennessee* Wisconsin
Vermont
Virginia
West Virginia
* An asterisk indicates that the state falls into two time zones.
** Two asterisks indicate that the State does not observe DST (Daylight Savings Time).
302

Key:
PT = Pacific Time MT = Mountain Time CT = Central Time ET = Eastern Time
303

304

305

Appendix G – Sample Hotel Description (with HTML)
The Quincy Regency Hotel is a 20-story atrium hotel designed with cascading greenery and a soothing
waterfall wall in the lobby area. Connected by a skywalk to the Quincy Convention Center and Patriot‟s Dome, the
Quincy Regency offers great views of Capital Commons Park and The State Capital Complex. Quincy Center Mall,
which offers a variety of shopping, dining and entertainment options, is also connected to the hotel by a covered
sky-bridge. We offer 497 deluxe guestrooms, including 21 suites.
Amenities:
Fully equipped health & fitness center with indoor swimming pool, sauna and whirlpool
Barber
Bilingual Staff
Concierge Service
Dry Cleaning Service
Gift Shop
Room Service
Safety Boxes
Airport Transportation
Valet Parking - $14.00
Guest Room Amenities:
TV with remote control, cable movie channels, in-room pay movies
Voice mail, telephone with message light, computer hookup
Video messages, video account review, video check-out
Individual climate control
Electronic door locks
Full bath amenities
Turndown available on request
Iron, ironing board
AM/FM alarm clock
Hairdryer
Coffee maker
Dining Facilities:
The elegant, wood paneled Hunt Room serves only the finest, from Certified Angus Beef to fine wines. The
casual Cafe offers American fare, and The Lobby Lounge with dancing and entertainment Friday and Saturday.
Check-in: 3pm
Check-out: 12pm
Parking: Valet $20/night
Self Parking: $16/night
Credit Cards: Visa, MasterCard, American Express, Discover, Diners Club
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Appendix H - Images
Your hotel will automatically be associated to your event in Passkey. However, you may need to upload an exterior
photo/image of your property and an image of your hotel‟s logo as well as.
To upload the hotel picture:
1. Select the Hotel Profile link on the Tools tab page.
2. Select the Upload Picture button.
3. To upload the hotel picture, click the Upload Picture button. If an image has been previously uploaded, the
button changes to Show Image. Upload the hotel picture from your PC or network.
4. The Show/Upload window pops-up:
NOTE: The hotel picture must conform to the following format specifications:
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Format Max. KB Width in Pixels Height in Pixels
Hotel Image JPEG 50 220 220
5. Select Browse. A Choose file window opens. Go to the file where the new image has been saved.
6. Highlight the new image file.
7. Select Open. The Choose file window closes and the file path for the new image will pre-populate in the
Upload Image area. Select the Upload Image button. Any image currently displayed is replaced with the
uploaded image and becomes the new hotel image or logo;
NOTE: Select the Delete button to remove the current hotel image.
8. Select the Close button to close the window.
9. Select the Save Changes button.
To upload the hotel logo:
1. Select the Hotel Profile link on the Tools tab page.
2. Select the Upload Logo button.
3. To upload the hotel picture, click the Upload Picture button. If an image has been previously uploaded, the
button changes to Show Image. Upload the hotel picture from your PC or network.
4. The Show/Upload window pops-up:
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NOTE: The hotel logo image must conform to the following format specifications:
Format Max. KB Width in Pixels Height in Pixels
Min. Max. Min. Max.
Hotel Logo GIF or JPEG 50 115 135 60 100
5. Select Browse. A Choose file window opens. Go to the file where the new image has been saved.
6. Highlight the new image file.
7. Select Open. The Choose file window closes and the file path for the new image will pre-populate in the
Upload Image area. Select the Upload Image button. Any image currently displayed is replaced with the
uploaded image and becomes the new hotel image or logo;
NOTE: Select the Delete button to remove the current hotel logo.
8. Select the Close button to close the window.
9. Select the Save Changes button.
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To upload guest room pictures:
1. Select the Hotel Profile link on the Tools tab page.
2. Select the Room Type Library button.
3. To upload a room type picture, click the Edit Room Type icon located to the right of the listed room. (If the
room type has not yet been added to the library, add the room type by following the Add Room Type
instructions in the Hotel Profile section of the User Guide.) If an image has been previously uploaded, the
button changes to Show Image. Upload the hotel picture from your PC or network.
4. The Edit Room Type window pops-up:
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NOTE: The room picture must conform to the following format specifications:
Max. KB Width in Pixels Height in Pixels
Room Picture JPEG 50 220 220
5. Select Browse. A Choose file window opens. Go to the file where the new image has been saved.
6. Highlight the new image file.
7. Select Open. The Choose file window closes and the file path for the new image will pre-populate in the
Upload Image area. Any image currently displayed is replaced with the new image and becomes the new
room type photo or image.
NOTE: Select the Delete button to remove the current hotel image or logo.
8. Select the Close button to close the window.
9. Select the Save button.
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To upload Event Photos to the Attendee Web Site:
1. Select the Site Format Edit button to display the Step 1: Create Your Home Page > Site Format
page.
2. Select Browse. A Choose file window opens. Go to the file where the new image has been saved.
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NOTE: The event photo must conform to the following format specifications:
Format Max. KB Width in Pixels Height in Pixels
Min. Max. Min. Max.
Event Photo* JPEG 150 345 375 281 311
* Please note these are the preferred image sizes for the Attendee Web Site. Images as
large as 750 x 620 pixels can be loaded, however, they will be resized to fit the maximum
display screen of 375 x 311 pixels. Images smaller than 345 x 281 pixels can also be
loaded. They will not be resized but will centered in the display screen.
3. Highlight the new image file.
4. Select Open. The Choose file window closes and the file path for the new image will pre-populate in the
Upload Image area. Any photo currently displayed is replaced with the new photo and becomes the new
hotel photo or image.
5. Select the Save button at the bottom of the page.
There must be at least one event photo checked off for display on the Attendee Web Site. Removing the
checkmark from the box will hide the photo from being displayed.
Images, logos and text captured as an image can all be displayed in the Event Photo area.
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To upload Event Photos to the Attendee Web Site:
1. Select the Event Details Edit button to display the Step 1: Create Your Home Page > Edit Details
page.
Two logos can be added to each event. EventLogo[1] is the actual Event Logo and it will appear as shown in
the green highlighted area above. EventLogo[2] is your Hotel Logo and it will appear as shown in the green
highlighted area above.
Captions, with up to 40 characters of text, can be included to describe the photo or image.
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2. Select Browse. A Choose file window opens. Go to the file where the new image has been saved.
NOTE: The event photo must conform to the following format specifications:
Format Max. KB Width in Pixels Height in Pixels
Min. Max. Min. Max.
Event Logo [1] JPEG 50 10 770 10 140
Event Logo [2] JPEG 50 10 770 10 140
3. Highlight the new image file.
4. Select Open. The Choose file window closes and the file path for the new image will pre-populate in the
Upload Image area. Select the Upload Image button. Any image currently displayed is replaced with the
uploaded image and becomes the new hotel image or logo;
NOTE: Select the Delete icon to remove the current logo.
5. There is a drop down list associated with the Banner Text. Three options are available:
a. Show Text (Default setting) – The Attendee Web Site Banner will display the Event/Hotel Name,
Banner Text (Event Location is the default), and the Event Dates. This information will be displayed to
the right of your selected image. The text will be centered vertically with the center line of text aligned
with the vertical middle of the image. The Customize Banner Text box will be displayed.
b. No Text – This option would be selected for Banner images that include the Event Name, Event
Location and Event Dates. The Customize Banner Text box will not be displayed.
c. Custom HTML – This option would be selected for customizing the Attendee Web Site Banner. You
can enter the appropriate HTML code in the text field that will be displayed. The Customize Banner
Text box will be replaced with the Enter HTML text field.
The Enter HTML text field has a limit of 2000 characters. If this option is selected and no new code
is entered into the text field the standard default banner will be displayed.
The Reset to Default button will allow you to delete all entered text and the text field will be
empty. However, the standard default banner will be displayed.
6. Select the Save button at the bottom of the page.
There must be at least one event photo checked off for display on the Attendee Web Site. Removing the
checkmark from the box will hide the photo from being displayed.
Images, logos and text captured as an image can all be displayed in the Event Photo area.
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Appendix I – Image Size Quick Reference
Image Sizes in the New Passkey
Min. Size in pixels
(length x height)
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Max. Size in pixels
(length x height)
Max size
allowed
Hotel Logo (Hotel Profile) 115 X60 135 X 100 50 KB
Hotel Picture (Hotel Profile) N/A 220 x 220 50 KB
Guest Room Photo (Room Type Library) N/A 220 x 220 50 KB
Event Logo (Attendee Web Site) 10 x 10 770 x 140 50 KB
Hotel Logo (Attendee Web Site) 10 x 10 770 x 140 50 KB
Web Event Photos* (Attendee Web Site) 345 x 281 375 x 311 150 KB
* Please note these are the preferred image sizes for the Attendee Web Site. Images as large as
750 x 620 pixels can be loaded, however, they will be resized to fit the maximum display screen of
375 x 311 pixels. Images smaller than 345 x 281 pixels can also be loaded. They will not be resized
but will be centered in the display screen.

Appendix J – Reports Descriptions and Best Uses
Accessibility to reports is based on the type of report and the level of the user. Some reports may not be available to
all users and/or may not be available for viewing until after the event cut-off date.
Acknowledgements Reports
Acknowledgement Reports provide information on the status of delivered acknowledgements
and their method of delivery.
Acknowledgement Totals
Lists aggregate activity totals for all events for a specified date range.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: For organizations running mail zips, this report can be generated daily to determine which
mail zip files need to be run. This report is especially useful for clients running mail zips on
multiple events that are open simultaneously.
Acknowledgements by Last Name
Alphabetically lists each reservation for a specified date range, showing the method by which acknowledgements
were sent and the reservations status.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: For organizations running mail zips, this report can be generated daily to determine which
mail zip files need to be run. This report is especially useful for clients running mail zips on
multiple events that are open simultaneously.
Acknowledgements by Method
Categorizes acknowledgements sent for a specified date range by method sent: email, fax and mail, and by type of
acknowledgement sent: new, modification, cancellation.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: For such organizations running mail zips, this report can be run daily to determine which
mail zip files need to be run. Because this report is delineated by delivery
method and acknowledgement status, it is especially useful for clients processing a heavy
volume of activity through Passkey.
Agent Productivity Reports
Agent Productivity Reports display the reservation activity by user within an associated Organizer. Reservation
activity can be displayed by number of reservations booked and their status (e.g., new, modified, and cancelled),
number of room nights booked, and number of rooms booked for each user.
All Events
Lists ALL events by event to which an Organizer is associated, featuring all users associated with the Organizer.
Reports can be created based on total number of reservations, number of room nights booked, or number of rooms
booked with totals for a specified date range.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: Tracking reservation/housing agents’ individual processing volumes for all Passkey
activity. Also useful for estimating Passkey generated call volume across all events.
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Single Event
Lists all users‟ activity for a single event by UserID name, level of access to system, and the number of new, modified
and cancelled reservations with totals for a specified date range.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: Tracking individual processing volume for all reservation/group housing agents for a
specific Passkey event. Also useful in estimating Passkey generated call volume for a specific event
over a certain time period. For events where the client is billed for access to your call center, this is a
great report to use to understand call volume and set appropriate call center fees.
Totals
This report is a summary report to the All Events report featuring the total reservation activity for each user based on
number of reservations, number of room nights, or number of rooms booked for a specified date range.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: A good tool for tracking the individual processing volume of reservations/group housing
agents and understanding the economic impact each agent has on revenue.
User Activity – All Events/Single User
This report is available for Administrators to view each reservation a single agent has created, modified, or cancelled
within a given time period. The Administrator can sort the reservations by acknowledgement number, chronological
order, event name, last name of the attendee, or by type of transaction (e.g., new, mod, or cancel), and can enter
start and end dates for the report.
Who can view: Organizer, Hotel
Best Use: For organizations using a call center, this report is excellent for managers to review agent
work to ensure accuracy.
User Activity – Single Event/Single User
Similar to the “All Events/Single User” report but only shows transaction detail on a single selected event.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: For organizations that have different managers in charge of each event, this report is
excellent for each manager to review an agent’s work for their specific event.
User Activity – All Events
Allows a user to view all reservation transactions he/she has made between a start and end date. The user can sort
the reservations by acknowledgement number, chronological order, event name, last name of the attendee, or by
type of transaction (e.g., new, mod, or cancel).
Who can view: Organizer, Senior Organizer, Call Center, Hotel, Hotel (HD), Hotel Call Center
Best Use: For call center agents to review and/or double-check their Passkey activity over a specific
time period.
User Activity – Single Event
Similar to the User Activity – Single Event report but only shows transaction detail on a single selected event.
Who can view: Organizer, Senior Organizer, Call Center, Hotel, Hotel (HD), Hotel Call Center
Best Use: For call center agents to review and/or double-check their Passkey activity over a specific
time period for a specific event.
Block and Pickup Reports
The Block & Pickup Reports display how well the room allotment is selling. The inventory date is in the far left
column, followed by the block allocation, the number of rooms sold and the amount remaining.
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Event Total by Hotel
This report shows the daily total block and pickup for every hotel associated to an event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)*
Best Use: To monitor overall hotel and event pick-up for a specific event.
* Note: For CityWide events, the Meeting Organizer determines whether or not the hotels will be able to access this
report. If you are a hotel user, please check with the Meeting organizer to see if you will be allowed access
to this report.
All Events with Room Types by Date (Single Hotel) Report
Allows Hotel users to view all room types sold over a date range by event including both CityWide and HotelDirect
events. This is a detailed report showing block and pickup by event and totals. We recommend using standardized
room type names from event to event to utilize this report most effectively.
Who can view: Hotel (HD), Hotel (CW)
Best Use: Allows a hotel to view the total number of each room type needed over a specific time
period broken down by room type for every Passkey enabled event within that date range.
The hotel can use this information to verify the availability of each room type for each
event.
All Room Types by Date (Single Hotel) Report
Allows Hotel users to view all room types sold over a date range including both CityWide and HotelDirect events. This
is a summary report showing block and pickup by room type with totals. We recommend using standardized room
type names from event to event to utilize this report most effectively.
Who can view: Hotel (HD), Hotel (CW)
Best Use: Allows a hotel to view the total number of each room type needed over a specific time
period for all Passkey enabled events. The hotel can use this information to verify the
overall availability of each room type across all events for a specific time period.
Event Total by Type
This report shows the daily block and pickup for an entire event broken out by attendee type.
Who can view: Organizer, Senior Organizer
Best Use: To track the overall pick-up of specific attendee types across the entire event. Great for
comparing the number of an attendee type registered versus the number housed.
Single Hotel Detail
This report presents a breakdown by room type and attendee type of the pickup for a single hotel property. A hotel
user can view this report at any time but can only access information for the user‟s own hotel.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
Best Use: Evaluating individual block and room type pick-up at a specific hotel. This report is also
good for comparing the current contract of each room type in Passkey to the actual hotel
contract(s) and addendum(s).
Single Hotel Total
This report calculates the overall total pickup for the hotel. The number of room reservation arrivals and departures
for each day are displayed on the right side of each block table.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
Best Use: For the hotel(s) and planner to determine arrival and departure patterns. This information
is critical in determining appropriate staffing.
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Commission Report - By Event
This report displays commissions due based on a percentage rate, a flat rate or both. The flat rate can be calculated
based on a per reservation or per night basis. The report displays the commission for each individual reservation as
well as the grand total for the hotel and event.
Single Hotel
This report displays the current commission due for one hotel.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To estimate commission for a specific property.
All Hotels
This report displays the current commission due for each hotel as well as the total current commission due for the
event.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To estimate overall commission revenues for an entire event. This report can be very
useful as a budgeting tool.
Event Activity Reports
Event Activity Reports display event reservation activity for a specified date range based on reservation status (e.g.,
new, modified, cancelled) and the method used to book the reservation (e.g., email, fax, mail, phone, Web, and
other). Also included in these reports are the total number of no-show reservations (i.e., reservations cancelled after
the reservation arrival date) and the number of net new reservations (less cancellations) for the specified date range
as well as the event total as of the date the report was run.
Date Range
This report displays event reservation activity for a specified date range.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To monitor overall activity across all events, determine how customers are choosing to
make their reservations, and calculate the net number of new reservations made by your
organization for specific time period. All of this information can be critical to setting
appropriate budgets and staffing ratios.
Single Event
This report displays event reservation activity based on totals to date.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After-Cut-off)
Best Use: To monitor activity for a specific event, determine how customers are choosing to make
their reservations for an event, and determine the net number of new reservations made
for an event for specific time period. This information is useful in appropriately billing
clients (if applicable), as well as setting appropriate budgets and staffing ratios.
Event Commerce Reports
NOTE: Due to credit card security regulations, only designated users will have access to view
detailed credit card information.
Check Reconciliation
This report is similar to the “Other Payments” report. It will list all reservations with a check number entered in
Passkey, grouping the reservations by the check or reference number.
Who can view: Organizer, Senior Organizer, Hotel (HD)
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Best Use: To reconcile check payments for an event. Because all payments related to a specific
check or reference number are grouped together, this report is ideal for quickly reconciling
assigned monies in Passkey.
Commerce Reconciliation
A summary of all credit card cancellation fees charged for an event grouped by exceptions, invalid cards, and valid
transactions.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: Serves as a detailed summary and reference of all credit card processing information for an
event. Can be used to view, track and budget commerce revenues for a specific event.
Commerce Exception
Lists all reservations that have been marked as commerce exceptions (i.e. not charged a cancellation fee).
Reservations can be sorted by chronological order, company, hotel, last name, or attendee type.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: Quickly view all cancellation policy exceptions that have been granted. To prevent
erroneous charges, this report can be used to ensure that all appropriate guests have been
processed as exceptions in Passkey.
Other Payments
Lists all reservations that have guarantees or payments other than credit cards for a specific hotel. The list totals the
number of reservations and totals the dollar amount of the other payments.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
Best Use: To provide each hotel with a summary of all “non credit card” reservations to help ensure
that the appropriate billing has been applied to each reservation at the hotel.
Cancellation Report
Lists all reservations that have been cancelled since a specified date. Reservations are displayed with detailed
reservation information.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After Cut-off)
Best Use: If utilizing the commerce functionality of Passkey, the report can be used to view
cancellations and determine any exceptions after the cut-off date. Because of the seven
day window to designate exceptions, this report should be run either daily or weekly.
Credit Card Expiration
Lists all reservations that have credit cards that expire within a specified date range for a single hotel within an
event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After Cut-off)
Best Use: To contact guests at a specific hotel who have provided cards that expire before the event.
Credit Card Expiration-All Hotels
Lists all reservations that have credit cards that expire within a specified date range for all hotels within an event.
Who can view: Organizer, Senior Organizer
Best Use: To contact all guests at all hotels that have provided cards that expire before the event.
Hotel Pickup History Reports
Hotel Pickup History Reports display the pace at which reservations are made based on 120, 90, 60, 45, 30, 21, 14
and 7 days prior to arrival for each hotel property within an event. In addition, featured on these reports is a
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snapshot of the total number of confirmed reservations in the system at cut-off and event arrival dates. The
percentage of wash is also calculated based on the difference between the final pick-up and the pick-up at cut-off.
* Note: Wash does not calculate for HotelDirect events.
Single Hotel
This report displays pace information for a single property within an event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
Best Use: To track pick-up for a single hotel within an event. This report is also great for historically
estimating and comparing year-to-year pickup for events that occur at the same hotel
every year.
All Hotels
This report displays pace information for all hotels within an event.
Who can view: Organizer, Senior Organizer
Best Use: To track event pick-up over the course of the event to determine peak booking periods.
This report is also great for historically estimating and comparing year-to-year pickup for
events that occur every year.
Other Reports
Delegate
Lists all delegates for an event and a single hotel by either Check-in date, Check-in date within type, company, last
name or type.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After-Cut-off)
Best Use: To reconcile each hotel’s final rooming list to Passkey after shut-off.
Delegate – All Hotels
Similar to the current delegate report but will include all hotels. Hotels will have access to this report after the
Passkey shutoff date to help with reservation arrivals.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After-Shut-off)
Best Use: Run this report after shut-off to serve as a quick reference of the housing system. For a
multi-property event, use this report so that if a guest arrives at the wrong property, they
can be routed to the correct hotel.
Disability Needs
Lists all bookings where the “Accessible Room” option has been selected. Includes all reservation information
including special requests, if any.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After-Cut-off)
Best Use: Captures any guests that may require special needs. The hotel should run this report to
ensure that any affected guests are accommodated appropriately.
Duplicate
Lists all exact duplicates based on last name and first letter of first name. If the “Approx. match” box is checked,
approximate name matches are included with exact name matches. For example, “Smith” and “Smyth” are examples
of approximate matches.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
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Best Use: To avoid erroneous bookings and guest charges, this report should be run to catch any
potential duplicates in the Passkey system. At a minimum, this report should be run twice:
once the week before cut-off and again the week before shut-off. However, the more this
report is utilized, the greater the benefit.
Event Actuals
Shows a summary of all upcoming events to help in forecasting future revenue and staffing needs.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To assist in projecting upcoming staffing and budgetary requirements.
RegLink Reports
RegLink Reports are only available to Organizers if utilizing the RegLink Application Programming
Interface (API) for their event. Reports are used for comparing registration records to housing records for a single
event.
Registered – Hotel Booked
This report displays attendee information of those who have registered for an event AND made their hotel
reservation.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To view all guest that have registered and have booked a hotel.
Registered – No Hotel Booked
This report displays attendee information of those who have registered for an event but have NOT made their hotel
reservation.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To target housing related marketing to all attendees who have registered for an event, but
have not secured a hotel room through event housing. This is also a great report to use if
conducting onsite hotel audits.
Hotel Booked – No Registration
This report displays attendee information for those who have made a hotel reservation but have NOT registered for
the event.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To determine housing records which have not been appropriately associated to their
registration Bridge ID. The affected records can than manually linked together in Passkey.
Also, if your organization does not allow people to book housing without registering for the
event, this report can be used to find any individuals who have circumvented this policy.
All Registration Records
This report displays a list of attendee information of those who have registered for the event.
Who can view: Organizer, Senior Organizer, Hotel (HD)
Best Use: To quickly view all Bridge ID information with those who have booked housing listed first,
followed by those who have not secured a hotel reservation.
All Records
This report displays ALL records of attendees that have registered and/or made their hotel reservation.
Who can view: Organizer, Senior Organizer, Hotel (HD)
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Best Use: To quickly view all Registration and Housing activity for an event with those who have
booked housing but have not registered first, those who have registered and booked
housing next, and those who have registered but have not secured housing listed last.
Revenue Reports
Revenue Reports display the total reservation revenue generated for a single hotel or a total event, including number
of reservations, number of rooms, and number of rooms nights booked, as well as the number of reservations with
multiple guests.
Single Hotel
This report displays the revenue and reservation totals for a single hotel within an event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW After-Cut-off)
Best Use: For client’s designating all rooms as Run of House, this report can be used to determine
how many rooms have how many guests, and therefore, how many of each room type will
be required.
All Hotels
This report displays the revenue and a reservation total for all hotels within an event and includes a total for the
entire event.
Who can view: Organizer, Senior Organizer
Best Use: This report is extremely useful in determining how many total guests are staying at each
hotel. From a client operations perspective, this report can be useful if room drops are
being done at the hotel or to determine ridership if shuttles are being run between the
hotel and the convention center.
Room Lists Reports
The Room List Reports display a list of all reservations for a specified property. It lists detailed reservation
information, including rates, special requests, and share-with information. For a citywide event, Hotel users are not
able to access this report until after the cut-off date for the event.
The Room List Update Reports are run to view activity since a specific date, generally the date when the Initial
Room List was run or a previous Room List Update was run. This report is divided into three sections - new, modified
and cancelled reservations. Select the appropriate date and single hotel property for an update list or select All Hotels
for an update broken down by hotel.
Two sort orders can be defined in the Room List reports, with a choice of acknowledgement number, type, company,
last name, room type, and reservation arrival date.
NOTE: Due to credit card security regulations, only designated users will have access to view detailed credit card
information.
Initial – Single Hotel (Snapshot)
This report displays detailed reservation information for a single hotel property within an event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (after cut-off)
Best Use: If the hotel(s) is responsible for running their own reports, the hotel(s) should run this
report the day after cut-off. This report will serve as each hotel’s initial rooming list.
If the meeting planner is responsible for emailing the initial rooming list to the hotel(s), or
if it is single property event and the planner is required to fax the initial rooming list to the
hotel, this report should be run and sent the day after cut-off for each affected property.
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Initial - All Hotels (Snapshot)
This report displays detailed reservation information for all hotels within an event.
Who can view: Organizer, Senior Organizer
Best Use: For multi-property events
If it is the planner’s responsibility to fax the initial rooming list to each property, this
report should be run the day after cut-off and the appropriate portion sent to each hotel.
Update-Single Hotel (Snapshot)
This report displays updated reservation information for a single hotel property based on reservation status (e.g.,
new, modify, or cancel). The report is current as of midnight of the previous day.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (after cut-off)
Best Use: If the hotel(s) is responsible for running their own reports, the hotel(s) should run this
report daily beginning the day after the initial list/download has been received to capture
any updates and changes to the initial list.
If the meeting planner is responsible for emailing lists to the hotel(s) daily, or if it is single
property event and the planner is required to fax daily updates, this report should be run
and sent to the hotel(s) daily beginning the day after the initial list/download has been
sent.
Update-Single Hotel (Real Time)
Similar to the Single Hotel report but in real-time. The report will help on the day of shutoff to allow hotel agents to
quickly enter the last reservation changes into their systems.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (after cut-off)
Best Use: If your event shuts off mid-day, the hotel or meeting planner should run this report the day
of shut-off after the shut-off time to capture any changes that occurred the day of shut-off.
From a meeting planner perspective, this report can also be a great tool in managing
cancel/replace after cut-off.
Update-All Hotels (Snapshot)
This report displays updated reservation information for all hotels within a specific event, breaking down the
information for each hotel based on reservation status (e.g., new, modify or cancel). The report is current as of
midnight of the previous day.
Who can view: Organizer, Senior Organizer
Best Use: For multi-property events
If it is the planner’s responsibility to fax updates to each property after the initial rooming
list is sent, this report should be run daily beginning the day after the initial list/download
has been sent to communicate appropriate updates and changes to the hotels.
Update-All Hotels (Real Time)
Similar to the All Hotels report but in real-time. The report will help on the day of shutoff to allow agents to quickly
enter the last reservation changes.
Who can view: Organizer, Senior Organizer
Best Use: For multi-property events
If your event shuts off midday and the meeting planner is responsible for faxing nightly
updates to each property, this report should be run the day of shut-off after the scheduled
shut-off time to communicate any changes that occurred on the day of shut-off. From a
meeting planner perspective, this report can also be a great tool in managing
cancel/replace after cut-off.
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Setup Summary Reports
Setup Summary Reports display the sell status parameters within an event as they pertain to hotels, sub-blocks and
night-by-night inventory, including sell status, shutoff date, block & pickup information, rates, cancellation policies,
availability to the Web and/or Call Center, maximum number of guests, and minimum night stay rules.
Event Summary
An overview of an event that is similar to the Event Summary page but shows additional detail. This report is helpful
for gaining a complete overview of an upcoming event.
Who can view: Organizer, Senior Organizer, Call Center, Hotel (CW), Hotel (HD), Hotel Call Center
Best Use: Should be used immediately after the event is built to verify the set-up in Passkey of
critical event information including event details, dates, contact information, attendee
types, hotels, and commerce information. This report should be used in conjunction with
the “Set-up Summary-All Hotels” report to verify the accuracy of the overall event set-up in
Passkey.
Single Hotel
This report displays the sell status parameters for a single hotel within an event.
Who can view: Organizer, Senior Organizer, Hotel (HD), Hotel (CW)
Best Use: To verify a single hotel’s set-up in Passkey including: attendee types, room types, sell
status, hotel rate and block information, cancellation policies and tax disclosures. Prior to
housing opening, this report can also be sent to each hotel to verify the accuracy of the
information in Passkey. Also, this report is particularly useful in monitoring and verifying
changes in sell-status for a specific hotel within an event.
All Hotels
This report displays the sell status parameters for all hotels within an event.
Who can view: Organizer, Senior Organizer
Best Use: Should be used immediately after the event is built to verify the entire hotel-related event
set-up in Passkey including: hotels, attendee types, room types, sell status, hotel rate and
block information, cancellation policies and tax disclosures. This report should be
compared to both the current hotel contracts and current business practices to the ensure
accuracy of your event set-up. This report should be used in conjunction with the “Set-up
Summary-Event Summary” report to verify the accuracy of the overall event set-up.
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Appendix K – Passkey Reports Quick Reference
What report should I run if:
Q. After I have completed setting up my event, I want to double check the accuracy of the event
information within Passkey?
A: For a single property event For a multi-property event
Category: Set-up Summary Category: Set-up Summary
Reports: Event Summary Reports: Event Summary
Set-up Summary – Single Hotel Set-up Summary – All Hotels
Q: I need to know which mail zip files need to be printed and mailed?
A. Category: Acknowledgements
Report: Acknowledgement Totals, Acknowledgements by Last Name or Acknowledgements by Method
Q. I want to see how many reservations each agent has processed?
A. For All Events For a Single Event
Category: Agent Productivity Category: Agent Productivity
Report: All Events Report: Single Event
Q. I want to double-check an agent’s work?
A: For All Events For a Single Event
Category: Agent Productivity Category: Agent Productivity
Report: User Activity – All Events/Single User Report: User Activity – Single Event/Single User
Q. I am a call center agent and want to review my work?
A. For All Events For a Single Event
Category: Agent Productivity Category: Agent Productivity
Report: User Activity – All Events Report: User Activity – Single Event
Q. I want to run a block and pickup report for an event?
A: Category: Block and Pickup
Report: Event Total by Hotel
Q. I want to see the block and pickup for all of my sub-blocks within a single hotel?
A: Category: Block and Pickup
Report: Single Hotel Detail
Q. I want to see how many rooms each attendee type has picked up?
A: Category: Block and Pickup
Report: Event Total by Type
Q. I want to determine peak arrival and departure times for a single hotel within my event?
A: Category: Block and Pickup
Report: Single Hotel Total
Q. I want to view a pace report for my event?
A. For An Entire Event For a Single Hotel
Category: Hotel Pick-up History Category: Hotel Pickup History
Report: All Hotels Reports – Single Hotel
Q. I want to verify the availability of each room type over a specific time period for a hotel?
A. Broken down for Event Overall hotel Totals for all Events
Category: Block and Pickup Category: Block and Pickup
Report: All Events with Room Types by date Report: All Room Types by Date
Q. I want to determine how many single, double, triple and quadruple occupancy rooms have been
booked at a property for an event?
A: Category: Revenue
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Report: Single Hotel
Q. I want to determine how many guests are staying at each hotel?
A: Category: Revenue
Report: All Hotels
Q. I want to know how many people have requested Accessible Rooms and who they are?
A: Category: Other Reports
Report: Disability Needs
Q. It is the day after the Passkey Cut-off and I need to run an initial rooming list?
A. For An Entire Event For a Single Hotel
Category: Room List Category: Room List
Report: Initial – All Hotels (Snapshot) Report: Initial – Single Hotel (Snapshot)
Q. I need to see all changes that have occurred within a certain date range so that I can make all
necessary changes?
A. For An Entire Event For a Single Hotel
Category: Room List Category: Room List
Report: Update – All Hotels (Snapshot) Report: Update Single Hotel (Snapshot)
Q. The event shut-off in the middle of the day and I need to a live update of all changes that have
occurred that day so that they can be updated accordingly?
A. For An Entire Event For a Single Hotel
Category: Room List Category: Room List
Report: Update – All Hotels (Real Time) Report: Update Single Hotel (Real Time)
Q. I want to generate a report to verify billing on all non credit card reservations?
A: Category: Event Commerce
Report: Other Payments
Q. I want to generate a summary of all reservations so that when a guest arrives at the wrong
property, the front desk can quickly route the guest to the correct hotel?
A: Category: Other Reports
Report: Delegate – All Hotels
Q. I want to view and reconcile check and direct bill payments?
A: Category: Event Commerce
Report: Check Reconciliation
Q. I want to contact all guests who have provided credit cards that expire before the beginning of the
event?
A. For An Entire Event For a Single Hotel
Category: Event Commerce Category: Event Commerce
Report: Credit Card Expiration – All Hotels Report: Credit Card Expiration
Q. I want to check for duplicate reservations?
A: Category: Other Reports
Report: Duplicate
Q. I am a meeting planner and want to reconcile a hotel rooming list?
A: Category: Other Reports
Report: Delegate
Q. I am utilizing Commerce and want to view all of the people who have been charged a cancellation
fee or who have bee refunded?
A: Category: Event Commerce
Report: Commerce Reconciliation
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Q. I am utilizing Commerce and want to view all of the people that who been exempted from the
cancellation policy?
A: Category: Event Commerce
Report: Commerce Exception
Q. I am utilizing Commerce and I want to verify the exemptions that have been made?
A: Category: Event Commerce
Report: Cancellation Report
Q. I am using RegLink and want to send a housing reminder email to all attendees who have
registered, but have not made hotel reservation?
A: Category: RegLink
Report: Registered – No Hotel Booked
Q. I am using RegLink and want to view all individuals who have currently booked housing for the
event, but have not yet registered?
A: Category: RegLink
Report: Hotel Booked - No Registration
Q. I am using RegLink and want to manually link any housing records that did not pass through the
API to their appropriate Registration Record?
A: Category: RegLink
Report: Hotel Booked - No Registration
Q. I want to estimate the commission for the event?
A. For An Entire Event For a Single Hotel
Category: Commission Report – By Event Category: Commission Report – By Event
Report: All Hotels Report: Single Hotel
Q. I want to see how my customers are making their reservations?
A. For All Events within a specified Date Range For a Single Event
Category: Event Activity Category: Event Activity
Report: Date Range Report: Single Event
Q. I want to calculate the number of Net New Reservations processed in Passkey?
A: For All Events within a Date Range For a Specific Event
Category: Event Activity Category: Event Activity
Report: Date Range Report: Single Event
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Appendix L – RegLink Overview
Introduction
The purpose of this document is to introduce and familiarize the user to the new and enhanced features of the
Passkey RegLink Application Programming Interface (API), Version 4.0. With the release of version 4, Passkey has
added the use of web services for many of the functions that were previously available only via browser-based calls.
Browser-based calls are still supported and required in certain circumstances as outlined below.
Any programmer with experience in Internet-based server-side application development and web services can do
programming for the RegLink API. Understanding the HTTP protocol, methodologies for initiating HTTP connections
from the server-side and web services concepts are assumed.
Overview
RegLink v4 is an API product consisting of web and browser-based services and operations. Using RegLink v4, third
party applications such as registration systems, travel management systems, attendee management systems can be
integrated with Passkey‟s housing management system. For simplicity and brevity, these third party applications are
referred to as „registration systems‟ throughout this document.
The benefits of the RegLink API include:
• Allow data entered in a registration system to be passed to Passkey, thereby, the attendee or reservation
agent will not have to re-key data;
• Provide a seamless experience between registration and housing for the attendee;
• Provide integrated tracking and reporting between registration and housing;
• Enable custom business rules to be developed to control the registration and housing process. For example,
the meeting organizer can stipulate and control who may get access to housing inventory and control the
inventory seen by the attendee.
Depending on the action the partner is interested in performing, different operations may be used. For instance, the
user can call a Bridge service operation to create an attendee bridge record for later use. This data can be used at a
later time in a number of ways, from being loaded into a browser page – either the attendee reservation Web page
(ResWeb) or reservation agent call center interface (ResDesk) by calling the appropriate browser-based service, to
having the reservation made automatically by calling that specific reservation service. There are two basic types of
services supported in RegLink, Browser-based services and Web Services. A combination of both can also be used.
In general, browser-based services are used when the result of the operation should be a web page (for example,
the attendee reservation website is presented with attendee data already pre-populated). Web Services are used
when the partner wants to make a server-to-server call using SOAP based XML messages to either get information,
or perform transactions, without a resulting Passkey user interface (for example, to get hotel availability in XML form
or to create a reservation through an XML message).
Browser-based Services and Operations
There are basically two conditions when HTTPS-POST browser calls are still required, specifically, when the request is
to have attendee-level information loaded into either Passkey‟s ResWeb or ResDesk application. For a new
reservation, the data to be loaded can come in one of two ways: 1) directly from a registration website, where the
attendee or agent first completes the registration process and is then directed to ResWeb, Passkey‟s attendee
website, or the Passkey Call Center Reservation Agent form where the attendee‟s information is automatically prepopulated
in the form presented to them; or 2) the data is retrieved from a Passkey Bridge table, where it was
previously saved using the Bridge Service, and presented in ResWeb or the Call Center Reservation Agent form. For
reservation modifications and cancellations, the data is retrieved from the housing system rather than the Bridge,
and loaded into either the ResWeb or ResDesk browser page. The transport mechanism for these requests is HTML
HTTPS-POST.
An example for using a browser-based request is when a registration company wants to step an attendee directly
into the Passkey housing interface after the attendee has completed their registration process on the registration
website.
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In the simplest of terms, whenever a browser-based operation is exercised, a web page is the result of that call. The
following table outlines the browser-based operations available. A listing of values that can be passed into Passkey
through browser based calls is provided at the end of this document.
Often, for ease of understanding, we refer to different general modes of operation. Keep in mind that these modes
are just guidelines to assist understanding. You are not limited to these modes as the RegLink operations can be
used in any combination. The general modes are:
Save For Later Mode (SFL) – Save For Later is typically used when a person registers and wants to come back
later to complete their hotel reservation. There are two steps in SFL: Step 1 saves the attendee data into the Bridge.
Step 1 can be done either through a browser-based service or a web service. Step 2 retrieves that data and steps
the user into a user interface to complete their hotel reservation. The second step will typically step the user into the
attendee reservation interface (ResWeb) or will step the reservation agent into the reservation agent form
(ResDesk). It is also possible to use SFL in conjunction with Auto Mode as well.
Step Mode – Step mode is used when a person wants to register and then immediately book housing. Step mode is
similar to SFL except the two steps of SFL mode are performed in one operation. Step mode can either step the user
into the attendee reservation interface
(ResWeb) or step the reservation agent into the reservation agent form (ResDesk).
Approve Mode – Approve mode is a variation of SFL, but the bridge record must be
“approved” for housing before the second step can be performed. This provides a level of control to the planner
over who can reserve housing.
Auto Mode – Auto mode is used when the partner does not want the user to see any Passkey user interface, but
instead the partner wants to control exactly what the user sees and does in order to book housing. In auto mode,
web services are used to serve up information to the partner and then the partner uses web services to create and
manipulate reservations.
Through browser-based calls one can:
• Pre-populate attendee information into ResWeb
• Pre-populate attendee information into ResDesk
• Pre-populate attendee information into ResWeb for modification or cancellation
• Pre-populate attendee information into ResDesk for modification or cancellation
• Populate attendee information into the Bridge for later retrieval into ResWeb or ResDesk
In addition, there are several methods provided for automatically returning information to the registration system
once a housing reservation has been made and providing URLs that the attendee or reservation agent can see and
exercise upon completing a reservation transaction.
SOAP-based Web Services
For any request that does not require a Passkey web browser page as the destination for output, the use of web
services is implemented. The transport used will be SOAP-over- HTTPS. The mode used is asynchronous mode in
which a base set of information is returned immediately to acknowledge the receipt of the request, which includes a
message tracking number (GUID), but the actual processing is done per the business rules established for the
particular customer. The caller must later call Passkey using an operation to retrieve the status of the request, either
pending, error or complete along with the acknowledgement number.
An example of using Web Service operations is when the Registration system calls the Bridge Service to store a
registrant‟s information for later use. This information could then be delivered into ResWeb using a browser-based
call, or it could be used to automatically create a reservation using a Web Service CreateReservation operation in
which case the attendee would never see a Passkey web page.
A Bridge service is provided as a way of creating an attendee record for later use and then bridging between the
partner‟s system and Passkey‟s housing system once a reservation is completed. Operations within the bridge
service allow the partner to save data into a holding area for use later in a reservation creation. See the section
RegLink Bridge and Bridge Reports for more details on the bridge.
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The XML schemas used by RegLink v4.0 comply with the OTA Specification Version 2002B when applicable.
Important: Passkey uses the TPA (Trading Partner) extensions at the Hotel Reservation level in order to identify
Passkey-specific elements. These are extensions that the OTA allows for specific use with unique elements.
Through Web Service based calls one can:
• Create, modify and cancel a bridge record;
• Create, modify and cancel a reservation in Passkey;
• Get available inventory for a particular hotel, or group type;
• Get detailed information on a specific property;
• Retrieve a bridge record or a reservation record from Passkey.
Callback Service and Links
RegLink 4 provides a number of web service calls and HTTP URLs that the Passkey system will exercise or present to
users based on different events and transactions. The purpose of these web service calls and URLs is to either notify
the registration system of an event or transaction, or to direct the user to a web page defined by the registration
company. These are referred to as Callback Services. In some cases, these callback services can be simple -
GET/POST to a URL. In other cases they can be web service calls. Whether a URL or a web service, they are
customizable and can contain placeholders or tags that can be used to pass certain reservation data in the GET/POST
to the URL or web service call.
All RegLink Records, All Events Extract
The All RegLink Records, All Events extract allows the registration company to download a copy of this data and use
it as needed. This report is generated automatically on a nightly basis and is saved in a delimited file extract that
can be downloaded by the registration company. We also offer a utility that can automate the downloading of
extracts from our system.
This extract file can be used in a number of ways. For example, it can be loaded into an Access database and linked
to the Passkey Reporter Access database. This would allow custom queries and reports to be written that pull data
from the Passkey Reporter database and the All RegLink Records database. Another use would be to load the data
into the registration company‟s database and custom reports can be generated from that system.
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Browser Based Values
Hotel A specific Hotel to step into
Last Name Attendee‟s Last Name
Middle Initial Attendee‟s Middle Initial
First Name Attendee‟s First Name
Title Attendee‟s Title
Position Attendee‟s Position
Organization Attendee‟s Organization
Address Attendee‟s Address
City Attendee‟s City
State Attendee‟s State
Zip Code Attendee‟s Zip Code
Country Attendee‟s Country
Work Phone Attendee‟s Work Phone
Fax Number Attendee‟s Fax Phone
Email Address Attendee‟s Email Address
Arrival Date Attendee‟s Arrival Date
Departure Date Attendee‟s Departure Date
Requests Special Requests
Membership ID External Registration Number
Payment Type Type of Payment
Credit Card Type Credit Card Type
Credit Card Number Credit Card Number
Expiration Date Credit Card Expiration Date
Billing Last Name Attendee‟s Billing Last Name
Billing Middle Initial Attendee‟s Billing Middle Initial
Billing First Name Attendee‟s Billing First Name
Billing Address Attendee‟s Billing Address
Billing City Attendee‟s Billing City
Billing State Attendee‟s Billing State
Billing Zip Code Attendee‟s Billing Zip Code
Billing Country Attendee‟s Billing Country
Billing Phone Attendee‟s Billing Phone
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Appendix M – Steps for RegLink
What is Passkey RegLink?
RegLink is a Passkey product that allows any online registration or database system to integrate with the Passkey
system.
The main benefits are:
Eliminate the need for attendees to re-key their personal information
Reduce the number of book-arounds by directing the attendee to the proper booking channel. Comparative
reports between registration and housing for the planner and hotel
Passkey has developed the infrastructure to accept standard information from external systems such as registration
systems. All development to integrate with Passkey is the responsibility of a meeting planner‟s registration
development organization. Passkey will not only provide the registration development organization with the
documentation to develop RegLink but also with technical support during their development.
Roles & Responsibilities
Passkey Licensee – Brings all parties together and ensures that all operational processes are followed as desired by
the meeting planner.
Meeting Planner – Informs the team of expectations with the use of RegLink and ensures that Registration /
Development Company stays on desired time schedule
Registration / Development Company – Develop the RegLink integration per specifications provided by Passkey.
Must ensure that all development adheres to the needs of the meeting planner.
Passkey Account Manager and Technical Team – Ensures that the RegLink integration works as desired by all parties
and works with the Registration / Development Company with any questions or concerns.
Steps for Using RegLink
Following are steps to follow once it has been determined that an event is to be RegLink-enabled.
1. Passkey Licensee to send the Meeting Planner the RegLink Overview and NDA
This document will give your planner the basic understanding of RegLink and how they can use it. If they
have general questions at this point we can set up a conference call to review RegLink basics with them.
Our development information contains proprietary information and the NDA is a Mutual Non-Disclosure
Agreement that needs to be signed by the developing company prior to that information being sent out.
2. Passkey Licensee to fill out the RegLink Planner Information Document and return to Passkey
Account Manager
The Passkey Licensee must fill out the Passkey RegLink Planner Information Document and send to the
Passkey Account Manager. This document outlines who the key players are for the event and their contact
information.
3. Once the NDA is received at Passkey, Passkey will send the planner or
Registration/development Company the technical documentation.
This document outlines the details on how to implement RegLink. Once the planner and/or registration
development company have reviewed the documentation, the next step is for the Passkey Licensee to set
up a conference call with the planner, registration development company, and Passkey Account Manager to
review the process. After this point, the Passkey RegLink "techies" will get to work with your planner's
registration "techies" to develop the integration.
All testing will be done in a development environment separate from our production environment where the
event will go live. Passkey will do the following:
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Set up a development event in our development environment and provide codes for testing
Provide technical support via email and phone to the registration development team during
development and testing
Once development complete and fully tested, Passkey will provide the registration development
team the production codes and enable the live event for RegLink. (In order to provide the codes
for the live event, the Passkey Licensee must have completed setting up the event in Passkey at
http://manage.passkey.com).
It is required that Passkey be included or have access to do an end-to-end test from registration
through housing prior to the event going live. This is to ensure the best possible experience.
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Appendix N – Event Checklist Single Property (Hotel Direct)
Event Name:
Open Date: Web: Call Center:
Shutoff Date: Web: Call Center:
Cutoff: Event Dates:
1. Event Setup:
� Complete Event Detail Information.
� Add additional Affiliates, if applicable.
� Create Attendee Types.
� Create & assign Payment Plans.
� Notify Passkey if you would like to complete Commerce information.
� Create event website Welcome & Closed pages.
� Build and customize acknowledgements (New, Mod and Cancel, for email, fax and mail)
2. Block Setup:
� Complete Hotel Parameters page including Shutoff Date, Cancellation Policy, Event Description, Room
Description, Room Pictures and Rates using Room Type Libraries where appropriate.
� Create blocks (Be sure rates and cancellation policies are complete).
� Add inventory to calendar (Be sure that rooms are assigned).
3. QA Entire Event:
� Check Payment Plans, Acknowledgements, Hotels and Inventory, Blocks & Event information (including
Commerce & Web pages).
4. Opening Day:
� Save Setup Summary.
� Be sure website Welcome page is posted.
� Verify GroupLink transfers have been set up.
5. Cutoff:
� Make any necessary rate and sell status changes as required.
6. Pre-Shutoff:
� Verify that information on the web Closed page is correct.
� Continue to make any necessary rate and sell status changes as required.
� Continually review GroupLink reports for errors.
7. Shutoff:
� Confirm that the web Closed page is posted on the event website.
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Appendix O – Event Checklist Multi-Property (Hotel Direct)
Event Name:
Open Date: Web: Call Center:
Shutoff Date: Web: Call Center:
Cutoff: Event Dates:
3. Event Setup:
� Complete Event Detail Information. Set the event cutoff date to the day before the open date so that
reservation transfers can occur immediately after event opening.
� Add additional Affiliates, if applicable.
� Create Attendee Types.
� Create & assign Payment Plans.
� Notify Passkey if you would like to complete the Commerce information.
� Create website Welcome & Closed pages.
� Build and customize acknowledgements (New, Mod and Cancel, for email, fax, and mail).
� Associate Hotels.
4. Block Setup:
� Complete Hotel Parameters page, including Shutoff Date, Cancellation Policy, Event Description, Room
Description, Room Pictures and Rates using Room Type Libraries where appropriate.
� Create blocks (Be sure rates and cancellation policies are complete).
� Add inventory to calendar (Be sure that rooms are assigned).
5. QA Entire Event:
� Check Payment Plans, Acknowledgements, Hotels and Inventory, Blocks & Event information (including
Commerce & Web pages).
� Request Passkey approval – Passkey will approve w/in one (1) business day.
6. Opening Day:
� Save Setup Summary.
� Be sure website Welcome page is posted.
� Verify GroupLink transfers have been set up.
7. Cutoff:
� Make any necessary rate and sell status changes as required.
8. Pre-Shutoff:
� Verify that information for the web Closed page is correct.
� Continue to make any necessary rate and sell status changes as required.
� Continually review GroupLink reports for errors.
9. Shutoff:
� Confirm that the web Closed page is posted on the event website.
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Appendix P – Event Checklist Multi-Property (CityWide)
Event Name:
Open Date: Web: Call Center:
Shutoff Date: Web: Call Center:
Cutoff: Event Dates:
10. Event Setup:
� Complete Event Detail Information. Set the event cutoff date to the day before the open date so that
reservation transfers can occur immediately after event opening.
� Add additional Affiliates, if applicable.
� Create Attendee Types.
� Create & assign Payment Plans.
� Notify Passkey if you would like to complete the Commerce information.
� Create website Welcome & Closed pages.
� Build and customize acknowledgements (New, Mod and Cancel, for email, fax, and mail).
� Associate Hotels.
11. Block Setup:
� Complete Hotel Parameters page, including Shutoff Date, Cancellation Policy, Event Description, Room
Description, Room Pictures and Rates using Room Type Libraries where appropriate.
� Create blocks (Be sure rates and cancellation policies are complete).
� Add inventory to calendar (Be sure that rooms are assigned).
12. QA Entire Event:
� Check Payment Plans, Acknowledgements, Hotels and Inventory, Blocks & Event information (including
Commerce & Web pages).
� Request Passkey approval – Passkey will approve w/in one (1) business day.
13. Opening Day:
� Save Setup Summary.
� Be sure website Welcome page is posted.
� Verify GroupLink transfers have been set up.
14. Cutoff:
� Make any necessary rate and sell status changes as required.
15. Pre-Shutoff:
� Verify that information for the web Closed page is correct.
� Continue to make any necessary rate and sell status changes as required.
� Continually review GroupLink reports for errors.
16. Shutoff:
� Confirm that the web Closed page is posted on the event website.
Appendix Q – Quick Steps to Build an Event (Hotel Direct)
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1) Log in to Passkey: http://manage.passkey.com
2) Click the Create a new event button.
3) Create a New Event Page
a) To create a new Event, either:
i) Select the Create Using Event Express button to proceed to the Event Express wizard page.
ii) Select Copy from Another Event to copy event information from another event.
(1) Enter information about the event to be copied in the fields and select the Search button to locate
the event to copy.
(2) Select the event to be copied from the Copy From Another Event page.
(3) Indicate the areas to be copied by checking the Copy Info boxes.
Note: The copy feature can only be used prior to the event being built.
Event Express
4) Edit Event Details
a) Enter any required information that is not provided by from your Hotel Profile.
b) Include additional group information in the Event Call Center Notes box for communication with call
center staff.
c) Click Save.
5) Event Contact Information
a) Complete the fields for the reservation methods that will be utilized for the event.
b) Click Continue.
6) Event Name (Step 1)
a) Enter the Name of the event.
b) Enter the Event URL if applicable (not necessary for Room List Only events).
c) Upload an Event Logo (not necessary for Room List Only events).
7) Reservation Dates (Step 2)
a) Enter the Start and End Dates of the event.
b) Two nights of pre & post inventory are added automatically.
c) Enter the Reservation Open & Shutoff Dates.
d) Adjust Web and Call Center Dates as needed.
8) Add Rooms (Step 3)
a) Select a Room Type from the drop down list.
b) Enter the number of rooms required each night of the event including shoulder nights
c) Enter the rates for the room type.
d) Review the Maximum # of Guests.
e) Review the Cancellation Policy that is pre-populated from your hotel‟s Default Template Event.
f) If you need to add additional rooms select the Add room button and follow Steps a – d.
9) Meeting Planner or Affiliates (Step 4 - Optional)
a) Enter Meeting Planner Details.
b) Select Add Meeting Planner or Affiliate.
c) Select Show Advanced Options.
d) Select Request Affiliate
e) Complete the request form and select the Submit button.
10) Event Site Details (Step 5 - Optional)
a) Edit the Attendee Website details as needed.
Attendee Types & Payment Plans
(Optional or not required if an event was copied and no changes are necessary.)
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11) Attendee Types
a) The General Block attendee type can be renamed if necessary.
b) Create any additional attendee types that will be needed for the group (VIP, Staff, etc.) by clicking the Add
Attendee Type button.
c) If the Attendee Type is allowed to make multiple reservations online, select the number of rooms allowed
from the Reservations per Session dropdown list. Depending on your company‟s PMS system you may
need to limit the number of reservations to 1. It is best to use this as a rule of thumb.
d) Check the Access Code Required for Reservation? box for all Attendee Types that should require a
code on the Attendee Website. Create a new code if desired. It must be a unique code.
e) Also select if the Attendee Type should:
i) Show a link for additional reservations.
ii) If they guaranteed their block and should show as such on reports.
iii) If the block should roll up in reports under a single blocks total line.
iv) If the Attendee Type should be RLX-enabled.
v) Click Save
12) Payment Plans
a) Event Express automatically adds Credit Card as the default payment method.
b) If reservations will be accepted via the Passkey Attendee Website or Call Center then the
Instructions/Disclosures information should be provided.
c) Click Add Payment Plan if new or additional plans are necessary and indicate whether or not they are
Guest Guarantee Required.
d) Complete all bold/required information, instructions and disclosure fields.
e) Once all plans are created, click the Assign Payment Plan link to change each Attendee Types‟ plan from
the Default Plan to one of the newly created plans as appropriate.
f) Click Save
Acknowledgements
(Optional if an event was copied and no changes are necessary.)
13) Acknowledgements
a) On the Template Status Page, determine how you want the email acknowledgements to appear in the
guest's email inbox and enter that verbiage into the Email Display Name box.
b) Update the text area of each New, Modification, and Cancellation acknowledgement that explains how
the guest can make additional reservations, changes or cancellations.
c) Save Changes for each delivery method.
d) Check all 9 previews for accuracy.
Hotels & Inventory
14) Hotel
a) Click on hotel name to edit the event information for the hotel.
i) Expand the default Hotel Inventory dates to include all inventory dates including shoulder nights.
ii) Edit the Hotel Sell Status if necessary.
iii) Edit/Add the Event Hotel Description, Hotel Cancel Policy, Marketing Message and Tax
Disclosure.
iv) Click Save.
15) Blocks
a) If the event was built using Event Express the Blocks will already be created. However, all inventory will be
automatically assigned to the General Block attendee type.
b) Click Add a Room Type (if room types were not copied from another event or built using Event Express).
i) Select the 1 st room type to be used from the room type library from the drop down list and click Apply.
(1) Fill in night-by-night Contracted Number of Rooms.
(2) Complete Rate Information including any additional guest charges if applicable.
(3) Click Save
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(4) Repeat for each room type to be sold for the event. Additional room types can be added using the
Add Room Type button.
c) Edit each room type to add the applicable sub-blocks.
i) On the Blocks page, click the Add Sub-block icon next to the room type name.
(1) Check each Attendee Type that will allowed to book that room type.
(2) Update the Cancellation Policy, Rate, Sell Status, and Marketing Message for the room
type as necessary.
(3) Click Save
(4) Repeat for each room type.
16) Manage Inventory
a) Click the View All Dates and View All Details buttons to display all dates and inventory information
b) Click Sub-blocks under the room type calendar information.
i) Click Edit Sub-blocks.
ii) Assign night-by-night inventory to each sub-block in the Assigned row.
iii) Change Rates, MNS and Open status information if necessary.
iv) Click Save
v) Repeat for each room type.
Attendee Website
(Optional or not required if an event was copied and no changes are necessary.)
17) Create a Home Page
a) Site Format
i) Select the event‟s template, colors, photos and captions.
ii) Click Save
b) Search & Display Options
i) Set the Search Options, Reservation Options, Hotel Info, Closed Event Info and Reservation
Contact Info that should be displayed on the Attendee Website.
ii) Click Save
c) Event Details
i) Upload up to two logos for the event.
ii) Enter a customized Event Name and Banner Text for the website (if desired).
iii) Enter an Event Description.
iv) Click Save
d) Home Page Messages
i) Enter Welcome Messages to appear when the event website is open and closed.
ii) Enter Reservation Intro Messages or instructions for guests to see when they are making,
modifying or canceling a reservation.
iii) Click Save
e) Map Hotels
i) If linking to a map hosted on another URL, select Link to Map and enter the URL in the box.
ii) If using a map that will be uploaded into Passkey, select Use Passkey Map Below and either:
(1) Click the Copy Map button and copy a map that was uploaded in either your template event or
another event.
(2) Click the Upload Map button and upload a new file.
(a) Place the property‟s pin on the map by left clicking the mouse on the map on the spot where
the property is located.
(b) Change the angle of the pin if desired by selecting one of the numbered pin options below the
map.
(c) Add Ticker Text if desired.
(d) Indicate the Distance to the event if desired.
(e) Save Changes using BOTH Save buttons on this page.
f) Click Preview Home Page to review the setup of the Attendee Website.
g) Review Event Content
i) Click the Full Event and Venue Details link to review other web content.
h) View All URL‟s
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GroupLink
i) Select View All URLs from the left side of the screen to preview multiple entry points to the Attendee
Website.
ii) Click the Add Customized URL icon next to each link to create a shortened URL.
iii) Send the event‟s meeting planner the URL(s) from this page to post on their website or email to their
guests.
18) Group Link
a) Event
i) Click on Event Setup.
ii) Select the appropriate event.
iii) Enter the meeting/group ID.
iv) Enable the appropriate payment options.
v) Select Start and End transfer dates.
vi) Click Save
b) Rooms
i) Select a Room Type.
ii) Enter the Room Code.
iii) Repeat for all room types.
iv) Click Save
c) Groups
i) Select a Type.
ii) Change Room Code if needed.
iii) Enter a Tour Code (if appropriate).
iv) Change Accepted Payment Types if needed.
v) Repeat for all group types.
vi) Approve for Transfer.
vii) Click Save
d) Blocks
i) Change/Add Tour Code if needed.
ii) Adjust Payment Type if needed.
iii) Approve the Blocks for transfer.
iv) Click Save
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Appendix R – Quick Steps to Build a Room List Only Event (HD)
Creating an event in Passkey for a “rooming list only” group (no web or call center) is a simple process as many of
the standard event setup tasks may be eliminated.
For the purpose of this example we will assume the event attendees will have their room and tax charges charged to
a master account. We will also assume the list does not contain any individual e-mail addresses so that
acknowledgements cannot be sent.
1) Log in to Passkey: http://manage.passkey.com
2) Click the Create a new event button.
19) Create a New Event Page
a) To create a new Event, either:
i) Select the Create Using Event Express button to proceed to the Event Express wizard page.
ii) Select Copy from Another Event to copy event information from another event.
(1) Enter information about the event to be copied in the fields and select the Search button to locate
the event to copy.
(2) Select the event to be copied from the Copy From Another Event page.
(3) Indicate the areas to be copied by checking the Copy Info boxes.
(4) Edit the Event Name and Key Dates and Times.
Note: The copy feature can only be used prior to the event being built.
Event Express
20) Edit Event Details
a) No edits required since this information is for web and call center users.
21) Event Contact Information
a) No edits required since this information is for web and call center users.
22) Event Name (Step 1)
a) Enter the Name of the event.
23) Reservation Dates (Step 2)
a) Enter the Start and End Dates of the event.
b) Two nights of pre & post inventory are added automatically. Edit these dates as necessary.
c) Enter the Reservation Open & Shutoff Dates.
24) Add Rooms (Step 3)
a) Select a Room Type from the drop down list.
b) Enter the number of rooms required each night of the event including shoulder nights
c) Enter the rates for the room type.
d) Review the Maximum # of Guests.
e) If you need to add additional rooms select the Add room button and follow Steps a – d.
25) Meeting Planner or Affiliates (Step 4 - Optional)
a) Enter Meeting Planner Details.
b) Select Add Meeting Planner or Affiliate.
c) Select Show Advanced Options.
d) Select Request Affiliate
e) Complete the request form and select the Submit button.
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Attendee Types & Payment Plans
(Optional or not required if an event was copied and no changes are necessary.)
3) Attendee Types
a) The General Block attendee type can be renamed if necessary.
b) Create any additional attendee types that will be needed for the group (VIP, Staff, etc.) by clicking the Add
Attendee Type button.
c) Additionally (but only if Passkey reports will be used for the RLX-only group) select if the Attendee Type
should:
i) If they guaranteed their block and should show as such on reports.
ii) If the block should roll up in reports under a single blocks total line.
iii) If the Attendee Type should be RLX-enabled.
d) Click Save
4) Payment Plans
Not required for RLM-only events – However, it is a good idea to add the payment information in case someone
has questions about the event‟s payment methods.
Acknowledgements
Not required if the list does not contain email addresses or fax numbers, or if Passkey acknowledgements are
not being utilized.
Hotels & Inventory
5) Hotel
a) Click on hotel name to edit the event information for the hotel (CW event only).
i) Expand the default Hotel Inventory dates to include all inventory dates including shoulder nights
ii) Default information may be used for the following fields for RLX-only groups: Hotel Sell Status,
Event Hotel Description, Hotel Cancel Policy, Marketing Message and Tax Disclosure.
iii) Click Save
6) Blocks
a) Click Add a Room Type (if room types were not copied from another event).
i) Select the 1 st room type to be used from the room type library from the drop down list and click Apply.
(1) Fill in night-by-night Contracted Number of Rooms.
(2) Complete Rate Information including any additional guest charges if applicable.
(3) Click Save
(4) Repeat for each room type to be sold for the event.
b) Edit each room type to add the applicable sub-blocks.
i) On the Blocks page, click the Add Sub-block icon next to the room type name.
(1) Check each Attendee Type that will allowed to book that room type.
(2) Update the Rate for the room type as necessary.
(3) Default information may be used for the following fields for RLM-only groups: Cancellation
Policy, Sell Status, and Marketing Message for the room type.
(4) Click Save.
(5) Repeat for each room type.
7) Manage Inventory
a) Click Sub-blocks under the room type calendar information.
i) Click Edit Sub-blocks.
ii) Assign night-by-night inventory to each sub-block in the Assigned row.
iii) Change Rates, MNS and Open status information as necessary.
iv) Click Save
v) Repeat for each room type.
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Attendee Website
Not required for RLX-only events.
GroupLink
8) Group Link
a) Event
i) Click on Event Setup.
ii) Select the appropriate event.
iii) Enter the meeting/group ID.
iv) Enable the appropriate payment options.
v) Select Start and End transfer dates.
vi) Click Save
b) Rooms
i) Select a Room Type.
ii) Enter the Room Code.
iii) Repeat for all room types
iv) Click Save
c) Groups
i) Select a Type.
ii) Change Room Code if needed.
iii) Enter a Tour Code (if appropriate).
iv) Change Accepted Payment Types if needed.
v) Repeat for all group types.
vi) Approve for Transfer.
vii) Click Save
d) Blocks
i) Change/Add Tour Code if needed.
ii) Adjust Payment Type if needed.
iii) Approve the Blocks for transfer.
iv) Click Save
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Appendix S – Quick Steps to Build An Event (CityWide)
1. Log in to Passkey: http://manage.passkey.com.
2. Click the Create a new event button.
3. Create a New Event Page:
a. To create a new event, either:
i. Select the Create From Scratch “GO” button to proceed to the Event Details page.
ii. Select Copy from Another Event to copy event information from another event.
1. Enter information about the event to be copied in the fields and select the Search button to locate
the event to copy.
2. Select the event to be copied from the Copy From Another Event page.
3. Indicate the areas to be copied by checking the Copy Info boxes.
4. Edit the Event information as needed.
Note: The copy feature can only be used prior to the event being built.
Event Details, Key Dates & Times, Event Contact Information, Event Affiliates
4. Event Details (Step 1 of 4)
a. Complete all applicable fields.
b. Include additional group information in the Event Call Center Notes box for communication with call
center staff.
c. If you would like to add this event to your favorites list for quick reference, check the Make this event a
favorite box.
d. Click Continue.
5. Key Dates & Times (Step 2 of 4)
a. Enter the dates of the meeting in the Event Dates.
b. Enter your event Open Dates, when you will begin taking reservations, and Shut-off Dates, when you
will stop taking reservations.
c. Enter in the contracted Cutoff Date.
d. Click Continue.
6. Event Contact Information (Step 3 of 4)
a. Complete the fields for the reservation methods that will be utilized for the event.
b. Click Continue.
7. Add an Affiliate (Step 4 of 4)
a. Click Affiliate Lookup to add a previously used affiliate.
b. Click Add to add a new affiliate for which you know the Passkey Customer Code.
c. Click Request Affiliate to complete a form to submit to Passkey to request a new affiliate be created for
you.
d. Click Continue.
Attendee Types & Payment Plans
(Optional or not required if an event was copied and no changes are necessary.)
8. Attendee Types
a. The General Block attendee type can be renamed if necessary.
b. Create any additional attendee types that will be needed for the group (VIP, Staff, etc.) by clicking the Add
Attendee Type button.
c. If the Attendee Type is allowed to make multiple reservations online, select the number of rooms allowed
from the Reservations per Session dropdown list.
d. Check the Access Code Required for Reservation? box for all Attendee Types that should require a
code on the Attendee Website. Create a new code if desired.
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e. Additionally select if the Attendee Type should:
i. Show a link for additional reservations.
ii. If they guaranteed their block and should show as such on reports.
iii. If the block should roll up in reports under a single blocks total line.
iv. If the Attendee Type should be RLM-enabled.
v. Click Save
9. Payment Plans
(If a credit card is required for all of the group’s reservations, no changes are required.)
a. Click Add Payment Plan if new or additional plans are necessary and indicate whether they are Guest
Guarantee Required or not.
b. Complete all bold/required information, instructions and disclosure fields.
c. Once all plans are created, click the Assign Payment Plan link to change each Attendee Types‟ plan from
the Default Plan to an Additional plan as needed.
d. Click Save.
Acknowledgements
(Optional or not required if an event was copied and no changes are necessary.)
10. Acknowledgements
a. On the Template Status Page, determine how you want the email acknowledgements to appear in the
guest's email inbox and enter that verbiage into the Email Display Name box.
b. Update the area of each New and Modification acknowledgement that explains how the guest can make
additional reservations, changes or cancellations.
c. Save Changes for each delivery method.
d. Check all 9 previews for accuracy.
Cancellation Policy
11. Click View/Edit in the Commerce Details section.
a. Enter the event‟s cancellation policy.
12. If cancellation penalties are being charged by Passkey, click “Add Detail” in the Cancellation Details section.
13. (Not required if Cancellation penalties are not being collected by Passkey.)
a. Enter the Cancel Fee and the Start Date to charge the fee.
b. Click Save.
c. Repeat for each tier of fees.
Hotels & Inventory
14. Hotel
a. Click on Hotels & Inventory from the left side of the screen or from the Event Summary page.
b. Click on Hotel Lookup to search for a hotel to add.
i. Select the checkbox next to each property to be added and then click Add Selected Hotels.
c. To search for hotels not listed, change the filter criteria and click Search.
d. Click on the Edit Hotel icon next to each hotel name to edit the event information for the hotel.
i. Expand the default Hotel Inventory dates to include all inventory dates including shoulder nights.
ii. Edit the Hotel Sell Status if necessary.
iii. Edit/Add the Event Hotel Description, Hotel Cancel Policy, Marketing Message and Tax
Disclosure.
iv. Click Save
v. Repeat for each hotel.
15. Blocks
a. Click Add a Room Type (if room types were not copied from another event)
i. Select the 1 st room type to be used from the room type library from the drop down list and click Apply.
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(1) Fill in night-by-night Contracted Number of Rooms.
(2) Complete Rate Information including any additional guest charges if applicable.
(3) Click Save
(4) Repeat for each room type to be sold for the event.
b. Edit each room type to add the applicable sub-blocks.
i. On the Blocks page, click the Add Sub-block icon next to the room type name.
(1) Check each Attendee Type that will allowed to book that room type.
(2) Update the Cancellation Policy, Rate, Sell Status, and Marketing Message for the room
type as necessary.
(3) Click Save
(4) Repeat for each room type
(5) Repeat for each hotel.
16. Manage Inventory
a. Click Sub-blocks under the room type calendar information.
i. Click Edit Sub-blocks.
ii. Assign night-by-night inventory to each sub-block in the Assigned row.
iii. Change Rates, MNS and Open status information if necessary.
iv. Click Save.
v. Repeat for each room type.
vi. Repeat for each hotel.
Attendee Website
(Optional or not required if an event was copied and no changes are necessary.)
17. Create a Home Page
a. Site Format
i. Select the event‟s template, colors, photos and captions.
ii. Click Save.
b. Search & Display Options
i. Set the Search Options, Reservation Options, Hotel Info, Closed Event Info and Reservation
Contact Info that should be displayed on the Attendee Website.
ii. Click Save.
c. Event Details
i. Upload up to two logos for the event.
ii. Enter a customized Event Name and Banner Text for the website (if desired).
iii. Enter an Event Description.
iv. Click Save.
d. Home Page Messages
i. Enter Welcome Messages to appear when the event website is open and closed.
ii. Enter Reservation Intro Messages or instructions for guests to see when they are making,
modifying or canceling a reservation.
iii. Click Save.
e. Map Hotels
i. If linking to a map hosted on another URL, select Link to Map and enter the URL in the box.
ii. If using a map that will be uploaded into Passkey, select Use Passkey Map Below and either:
1. Click the Copy Map button and copy a map that was uploaded in either your template event or
another event.
2. Click the Upload Map button and upload a new file.
a. Place the property‟s pin on the map by left clicking the mouse on the map on the spot where
the property is located.
b. Change the angle of the pin if desired by selecting one of the numbered pin options below the
map.
c. Add Ticker Text if desired.
d. Indicate the Distance to the event if desired.
e. Save Changes using BOTH Save buttons on this page.
f. Click Preview Home Page to review the setup of the Attendee Website.
g. Review Event Content
i. Click the Full Event and Venue Details link to review other web content.
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h. View All URL’s
i. Select View All URLs from the left side of the screen to preview multiple entry points to the Attendee
Website.
ii. Click the Add Customized URL icon next to each link to create a shortened URL.
iii. Send the event‟s meeting planner the URL(s) from this page to post on their website or email to their
guests.
Request Approval
18. Locate and click the Request Approval From Passkey button above the Attendee Web Site
Summary pane.
a. Once clicked the text changes to Approval Pending.
b. Once approved by Passkey, the button will change to text stating This event has been
approved.
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Appendix T – Event Management Guideline & Tips (CityWide)
Pre-Event Open Date for Reservations
A. At the Hotel contracting stage or when reconfirming rates with hotel(s) – add the appropriate
language in the hotel contract and/or addendum(s) with regards to the following:
a. Reservation method
Add that you are using the Passkey system as your housing reservation method. The hotel will
have access to run own reports 24/7.
b. Protect your room block(s) with a Rate Protection Clause
Insert a clause in your contract that states that the hotel cannot undersell your room rate. This
clause should pertain to the Hotel(s) Call Center and website, and, if you can negotiate it, any third
party housing vendors and travel websites. Please note, the hotel may need to exclude any preexisting
volume contracts from your agreement.
c. Protect yourself against attrition with a Room Resale Clause
If there is attrition in your contract, place a clause in the contract that states that if you fall short of
your room block obligations, any rooms that the hotel resells of its own merit will be excluded from
your attrition obligation.
d. Establish a standard Event Cutoff Date for all hotels
Passkey has an event wide cutoff date vs. individual hotel cutoff date. When working with multiple
hotels, a standard cutoff date should be determined for all hotels. If hotels do not have the same
cutoff date, the best practice is to set the Passkey cutoff date to the earliest contracted cutoff. This
is important because Passkey only allows for one cutoff date and hotels are unable to access room
list information until the day following the event cutoff. Hotels that have a later contracted cutoff
date than the event cutoff date should still be contractually obligated to honor their agreement.
e. Establish the latest standard Event Cutoff Date possible
Establishing a late cut-off date allows you to maintain control of your inventory and blocks for as
long as possible. When negotiating your cutoff date, it is best to push the hotel(s) to establish the
latest cut-off date possible. We recommend a 21-day cut-off if possible.
f. Maintaining control of your room block(s) after cut-off
Maintaining control of your room block after cut-off has several advantages. Among them are the
ability to maximize pick-up, control wash, minimize attrition, and provide consistency for your
attendees.
i. If you wish to maintain control of your room block after cut-off, place language in the
contract stating that the hotel CANNOT modify or change any information in Passkey,
even after cut-off. This would include all room block and rate information.
g. Advise the hotel(s) of your post cutoff policy
If you wish to maintain control of your room block after cut-off:
1. Remind the hotel that contractually they cannot alter any of the information in
Passkey, even after the cut-off date.
2. Instruct the hotel(s) to run the Initial Rooming List from Passkey the day after
your contracted cut-off date.
3. Instruct hotel(s) to run a Rooming List Update Report (Snapshot) daily and
perform any necessary updates and changes.
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If you do not wish to maintain control of your block after cut-off:
1. Advise the hotel(s) that you still maintain control over all previously sold
inventory after cutoff and can make both name changes and new reservations to
replace cancellations of existing reservations.
2. Instruct the hotel(s) to run the Initial Rooming List from Passkey the day after
your contracted cut-off date.
3. Instruct hotel(s) to run a Rooming List Update Report (Snapshot) daily and
perform any necessary updates and changes.
h. Advise the hotel(s) of your deposit policies
Advise the hotel(s) of any processes you have with regard to collecting deposits. Notify the hotel
as to when they will be receiving any non-credit card deposits, such as checks.
i. Establish an Event Shut-off Date
Determine an Event Shut-off date. We recommend setting this date as late as possible so that you
can maintain control over your room block. The event shut-off date will depend on each hotel(s)
cancellation policy:
For Example:
i. If your hotel cancellation policy is 48 hours prior to arrival, we recommend setting your
Event Shut-off date 3 days prior to your first inventory date.
ii. If your hotel cancellation policy is 72 hours prior to arrival, we recommend setting your
Event Shut-off date 4 days prior to your first inventory date.
Please note, you can assign different hotel shut-off dates to different properties on a case by case
basis, depending on each hotels cancellation policy.
B. Setting up the event in Passkey – Key items to identify prior to loading an event
a. Hotel access to Passkey
Check to see if the hotel(s) are already Passkey enabled and determine if your contact already has
a username and password. If not, forward the Passkey Security Form and have them send it in to
security@passkey.com.
b. Meeting Planners/Third Party Vendors
If you are working with any meeting planners or third party vendors who require access to
Passkey, determine whether or not they already have a Passkey username and password. If not,
forward the Passkey Security Form to them and have them return the completed form to
security@passkey.com.
c. Determine how reservations will be accepted for your event
Set-up Passkey accordingly and communicate this information to your event participants via a
event housing web page, email blast, or a prompt shown to the participant after completing their
event registration.
d. Send the hotel information about how to refer callers to you
This step will ensure that the hotel(s) know exactly how and refer to direct your event participants
to make reservations for your event. One suggestion is to develop a Reservation Referral Sign that
can be easily distributed throughout the hotel and forward it to each of your contacts at the
hotel(s).
e. Determine individual hotel cancellation policies
f. Determine any additional person charges
Contact the hotel(s) to determine if the hotel(s) charge an additional fee for more than one person
occupying a room.
g. Determine the distance of each hotel to the event location
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h. Determine Room Types
Determine the available room types that you will be selling at the hotel(s). Assign a portion of
inventory to each of these room types.
i. Establish Attendee Types
Within the event, establish attendee types. Examples of attendee types include: VIP, Staff,
Attendee, ABC Company, etc. Allocate inventory to each of these groups based on room type.
j. Establish any unique cancellation policies for groups
If you have attendee groups, that block over a certain number of rooms (such as 20 or more
rooms), you can apply a larger cancellation penalty. There are both benefits and drawbacks of
doing this. On the positive side, instituting a more stringent cancellation policy allows you to better
control your larger sub-blocks and financially protect yourself against wash; for larger groups it
places the onus on the group to ensure that their blocks are filled. However, strict cancellation
policies often drive away business and force groups who panic about such policies to go around the
block. Let‟s face it if your larger groups don‟t fill their blocks, you could end up in an attrition
situation. However, you do not want to drive away business by instituting strict cancellation
policies. We recommend carefully researching the booking behaviors of your particular group and
then determine whether or not to institute such a policy.
k. Determine an internal opening date for the event to test any RegLink integration (if
applicable).
Test integration at least two weeks prior to open date to verify that all is working appropriately.
Plan the schedule accordingly to load events to meet this date.
C. Setting up the event in Passkey – Key tasks to complete
a. Develop custom web page
i. To improve the look and feel of the Passkey page, match Passkey to the colors and hues
contained in the Registration/Event website using the Hex number fields in the Web
section of Passkey.
1. To quickly determine the Numerical HEX code for a particular website, go to
http://www.redalt.com/Tools/ilyc.php. Enter the website address into field
located in front of the “Get Colors” search bar, and the click on the bar. The
program will then determine the HEX values for each color within the website
and display the exact HEX codes for you.
ii. Make sure to upload an Event logo and add any necessary banner text.
b. Ensure that all hotel profiles are complete
c. Upload hotel logos, pictures, and room images
d. Create acknowledgements
e. Upload map and place pins
D. After event is loaded
a. Run the “Setup Summary – All Hotels” report from Passkey to double check that all
blocks, rates, and hotel information were set up correctly.
i. If you wish, you could send each hotel a copy of their event “Setup Summary” for
approval. However, if you do not want the hotel to have access to your sub block
information prior to cut-off, we do not recommend sending this report to the hotel.
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. Verify your specific hotel contacts within the hotel(s)
Send an email or fax communication to the hotel(s) verifying the following hotel contacts:
1. Sales
2. Convention Services
3. Accounting
4. Block Adjustments
5. Reservations
6. Rooming List and Daily Changes
E. 5 days prior to the event opening
a. Advise the hotel on how to use Passkey
Send a communication out to the hotels advising them:
i. How to access Passkey
ii. How to Run Reports
iii. Reports to run
iv. When to run reports
v. How to learn more about how to use Passkey through Hotel Interwise Classes
Passkey offers online hotel training classes once a week. Hotels can register for these
classes at http://passkey.interwise.com/passkey/portal/train/. These sessions
can be used by hotels that need refresher training or by any new hotel employees that
need full training.
After the Event is Open for Reservations
F. During the Event:
a. Opening Day - Saving Setup Summary
It is recommended that a copy of the “Setup Summary Report – All Hotels” from Passkey be saved
on the morning of the event opening. This report serves as a snapshot of the event at that time. It
can be used as a reference if questions arise at a later date.
b. Saving Extracts
Extracts are data files that contain information that the Passkey Reporter database utilizes. These
files are generated each day and contain information valid through the previous day. The extracts
are available for seven (7) days and will then be deleted, so it is important to save copies of any
extracts you may need to reference at a later day. At a minimum, Passkey suggests that the
following extracts be saved: the day of opening, the day after cutoff, and the day after shutoff.
We suggest saving extracts at least once a week.
c. Reports to run daily, weekly or as needed
i. Block and Pickup – Single Hotel Detail Report
ii. Block and Pickup – Event Total by Hotel Report
iii. Other Payments – All Active Reservations Report (from Passkey Reporter)
iv. Other Reports – Duplicate Report
The Duplicate Report should be run at least three times before the group arrives: once 7-10
days before cut-off, once at cut-off, and once after shut-off.
The Block and Pick-up Report should be run daily or as needed to successfully monitor
inventory.
d. Market to event participants who have registered but have not yet secured housing
If utilizing RegLink, you can quickly run a report that determines who has registered for the event
but has not yet registered for housing. Use this report to target marketing campaigns at any
event participants who have registered but not yet booked housing.
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e. Perform regular rate checks of the hotel(s) to ensure that the hotels are not
underselling your contracted rate.
Check the hotel(s) website, call center, and third party travel sites such as Orbitz to ensure that
the hotel is not offering lower rates through other channels. If you find a lower rate, contact the
hotel to either renegotiate your rate or to increase the lower available rate.
f. 3 Weeks Prior to Cutoff - Send notice to hotels regarding Data Transfers
Three weeks before cutoff, a reminder should be sent to all hotels that will be receiving data
transfers. The communication should remind each hotel to send the data sheet with the
requested information back to Passkey. The data sheet needs to be received at least two weeks
prior to the data transfer date so that the information can be verified and the procedure can be
started for a successful transfer. Once the appropriate data transfer grid has been submitted,
Passkey will manage and perform the data transfer.
Passkey currently provides automated data transfer services for: Marriott Hotels with
Marsha Link, Hilton Hotels with Rapid, Adams Mark Hotels, and hotels with Inn Time or
Visual One.
Hyatt Hotels have a new GroupLink product that integrates directly with their Central
Reservation System.
In order to receive data transfers, hotels must be Passkey GroupLink-enabled and either be
a direct licensee of Passkey or have signed a GroupLink only contract with Passkey.
Data transfers can take place any time after the contracted Cutoff Date. It is recommended that
the hotel(s) receive their download on the latest date possible to minimize the need for manual
data entry on the hotel level.
Passkey recommends that hotels receive their data transfer the day after Shutoff, alleviating the
need to run Room List Update reports and while minimizing potential human error.
g. 10 Days Prior to Cutoff – Perform a dupe check
Run a Duplicate Reservation report from Passkey to check for any duplicate reservations.
h. 7 Days Prior to Cutoff – Request cut-off extensions from the hotels
Seven days prior to cut-off, send a note to the hotel(s) asking for them to extend your contracted
cut-off date. Inform the hotel(s) that they will still gain access to the list on the initial cut-off date,
but that you would like to be allowed to continue to accept new reservations at the group rate.
G. The Day of Cut-off
Important Note: If the hotel(s) does agree to extend your initial cut-off date, DO NOT modify the
Event cut-off date in Passkey. This will block the hotels‟ ability to access their rooming list on the
Initial Contacted Cut-off Day. The hotel needs access to ensure that it has enough time to enter
the list into their reservation system.
a. Perform another dupe check
Run a Duplicate Reservation report from Passkey to check for any duplicate reservations.
b. Shut-off the hotel(s) that have not agreed to allow you to continue to sell new
reservations after the contracted cut-off date.
This should be done as late in the day as possible to maximize pick-up, but must be completed
before 11:59 P.M.
c. Send a reminder to the hotels regarding the Rooming List procedure
Send a note to rooming list contact at the hotel reminding them to run their initial rooming list
tomorrow.
d. Forward any non credit-card deposits to the hotel
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Send each Hotel any deposit checks along with the Other Payments – All Active Reservations
Report from the Passkey Reporter to assist the hotel in allocating deposits.
e. Send a separate rooming list(s) to the hotel with any Staff, VIP and/or Master Bill
reservations
The separate list will serve as a flag for the hotel to pay special attention to these important
reservations.
Important Note: To prevent the duplication of reservations, please ensure that you
inform the hotel that these reservations ARE contained on the initial rooming list; the list
serves as a guide to quickly identify any Staff, VIP and/or Master Account reservations.
H. Post Cutoff Date in Passkey
a. Save Extract the day after Cutoff
The Extract will serve as a record of the data in the housing system on the Cut-off date.
b. Remind the hotel(s) of the post cut-off rooming list procedure
At cut-off, hotels should run the following reports:
i. Initial Room List – Snapshot Report should be run the day after cutoff.
ii. Room List Update – Snapshot Reports should be run daily until the day after the event
shutoff date.
We suggest following up with the hotel(s) to ensure that all Rooming Lists and updates are
being run and processed correctly.
c. Contact the hotel(s) to further extend your cut-off
Continue to contact hotels to extend your cut-off date for accepting new reservations.
Shut off hotel(s) who previously agreed to extend their cut-off date once their extensions expire.
d. Follow up with the hotel(s) regarding your room block’s post cut-off procedure
After cut-off, the hotel will have the ability to manage inventory within the Passkey system.
If you do not want the hotel to have the ability to manage inventory after the cut-off date,
protect yourself with a contractual clause that restricts the hotel from altering any rate and
block information within Passkey. Remind the hotel that contractually they cannot alter any
of the room, block and rate information within Passkey.
If you do want the hotel to have the ability to manage inventory after the cut-off date,
remind the hotel that you still maintain control over all previously sold inventory after cutoff
and can make both name changes and new reservations to replace cancellations of existing
reservations.
e. Changing hotels after cut-off
To change hotels after the cut-off date in Passkey, the system will automatically prompt you cancel
the reservation at one hotel and rebook a new reservation at the other. This is done so that a
cancellation is set to the old property and a new reservation is sent to the new property.
After the Event Shut-off Date in Passkey
I. Post Shutoff Date in Passkey
a. Save Extract the day after Shut-off
The Extract will serve as a record of the data in the housing system on the Cut-off date.
b. Perform a complete reconciliation on the hotel(s) rooming list(s)
Ask hotels for a final hotel rooming list from their PMS system and compare it to a Passkey rooming
list to ensure accuracy and minimize potential on-site problems.
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c. Distribute a complete delegate list to each hotel within your room block
Distribute Other Reports – Delegate (all hotels) Report to hotels (either by email or at a pre-con
meeting if you have them) so they have a list of all delegates and where they are staying in case
attendees show up at the wrong hotel. Advise the hotels to have this list at the front desk.
Ensure that no attendee contact information is on the report.
d. Perform Hotel(s) Audits
While onsite, compare your complete registration list to the hotel(s) complete in-house guest list to
determine any event participants who booked around your room block. Request both credit and
commission from the hotel for the rooms found that were booked around your room block.
e. Request Final Pickup Reports from the hotels.
At the conclusion of the event, request final pickup reports from hotels. If necessary, request that
the final pick-up numbers be broken down by the various room types. For example if you have
single and double rooms broken out in separate inventory, ask hotel to give you the final pick up
based on the room types. Enter the final pickup numbers in the “Calendar” section of each hotel.
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Appendix U – Hot Key Shortcuts
In an effort to make navigation as simple as possible, Passkey has instituted some very simple Hot Keys for jumping
from screen to screen within an open event.
The highlight of this feature is that you can be anywhere within an event and quickly move to other pages. For
example, you can be on the Find Reservation page and you can:
Jump directly to the Manage Inventory page using the shortcut key of 'I'.
Preview the Attendee Web Site using the shortcut key of 'P'.
Your browser (Internet Explorer or Firefox) will determine the combination of keys you will need to use.
For Internet Explorer users:
Simultaneously press the ALT key, the appropriate Hot Key and press Enter.
For example, Alt + T + Enter will take you to the Tools Tab.
For Firefox users:
Version 1.5 and earlier:
Simultaneously press the Alt key and the Hot Key.
For example, Alt + T will take you to the Tools Tab.
Version 2.0 and later:
Simultaneously press the Shift key, Alt key and the Hot Key.
For example, Shift + Alt + T will take you to the Tools Tab.
For Macintosh users:
Simultaneously press the CMD key and the Hot Key for any of the above browsers.
For example, CMD + T will take you to the Tools Tab.
Available Hot Keys include:
Hot Key: Page to View:
A Smart Alerts
B Blocks
C Create New Event (You don‟t even need to be in an Open Event.)
E Event Summary or Event Tab
H Hotels & Inventory
I Manage Inventory (You don‟t even need to be in an Open Event.)
N Create New Reservation (You don‟t even need to be in an Open Event.)
P Preview Web Site (You don‟t even need to be in an Open Event.)
R Reservation Tab or Find Reservation
S Save (When working on the Manage Inventory page.)
T Tools Tab
U View All URLs
W Website Dashboard
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