GroupMAX ME User Guide Managing Inventory - Passkey

GroupMAX ME User Guide
Managing Inventory

Managing Inventory
Managing Inventory
Inventory management is the core function of GroupMAX ME. Effective inventory management is critical to the
success of an event. Inventory is easily managed for any type of event and can be used for both simple events,
such as conferences and board meetings, and complex trade shows with many sub blocks. There are no limits to
the number of hotels, room types, attendee types or sub-blocks that can be created in the system.
6.1 Understanding Inventory Levels
GroupMAX ME offers several levels of inventory in each event. The following diagram demonstrates the difference
between Hotel, Room Type, and Sub-block levels. Keep in mind this is just one of many hotels that would
typically be in a citywide event. (see image 6.1.1).
Inventory can be managed at three levels in GroupMAX ME:
1. Hotel
2. Room type
3. Sub-block
Business rules can be set at each level allowing all the flexibility required to effectively manage inventory to
maximize blocks and revenue.
In this section, learn how to:
••
Add existing hotels to an event
••
Add room types
••
Add attendee types
••
Create sub-blocks
••
Assign and manage inventory at the room type and sub-block levels on the EVENT HOME screen
••
Understand the differences and benefits of Free-sell and assigned.
••
Modify inventory dates
At the completion of this section, users will be able to:
Image 6.1.1
Hotel level – The hotel level reflects the total number of rooms, comprised of all room types. Inventory totals
can not be changed at the hotel level, instead they will always be automatically adjusted when the room type level
inventory is changed.
Room Type level– The room type level reflects the total number of that room type in the block. This number
should always match the hotel contracts.
When values are initially added at the room type level, it will automatically apply to all of it’s sub-blocks. If the
values are changed at the room type level after, an option will appear to propagate the value to all of the established
sub-blocks. The image below shows the propagate window that will appear.
••
Effectively manage inventory for any size group
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Managing Inventory
Managing Inventory
Sub-block Level– Sub-block is the most specific level of inventory, and makes it possible to give each sub-block
specific characteristics and restrictions. Changes to a sub-block will only effect that particular sub-block. For
example, if the rate for Attendee was changed, it would not change the Staff rate for that room type. The total
number of Sub-block rooms can never total more than it’s room type total.
Some examples of characteristics that can be applied to a specific sub-block are:
••
Rate
••
Number of Rooms
••
Minimum Night Stay
Assigned – Provide the exact number of rooms for sale to an attendee type or sub-block. This will protect rooms
for that particular attendee type while also setting a limit of rooms that can be booked. This option is typically
used for staff rates or suites, where we would not want to allow the attendee type to book unlimited amounts at a
discounted rate.
In the example below, there are 80 king rooms and a set amount of inventory has been assigned to each attendee
type. This means that Attendee Type #1 could book up to 70 rooms at $200 each. While Attendee Type #2 can
only book 10 rooms at $150. This is useful because neither attendee type has access to the other’s assigned rooms
and we would not want Attendee Type #2 to book up to 80 rooms at the discounted rate as they would be able to
with free-sell.
••
Additional Guest Fees
••
Sell Status
6.2 Understanding Free-sell vs. Assigned Inventory
Because there are many different situations in which you would allocate inventory in different ways,
GroupMAX ME has two different options to allocate inventory at the sub-block level, Free-sell and Assigned.
Both have benefits which will be explained in this section.
Following are diagrams that demonstrate the difference between Free-sell room inventory & Assigned room
inventory:
Free-sell – Enter the number of rooms to be sold for the room type, but do not allocate a certain amount to each
attendee type. Instead, allow each attendee type to reserve rooms first come, first serve until the room type is sold
out. Each attendee type can be sold at it’s own rate if desired.
In the example below, there are 80 king rooms and all of the inventory has been added to free-sell instead of
allocating a set amount to each attendee type. This means that each attendee type could book from the 80 rooms,
first come, first serve. This is useful if there are multiple attendee types at the same rate. For example, sports teams.
A Combination of Both – There will be times when utilizing both options will be useful as well. In the example
below, 70 rooms have been put in free-sell for Attendee Types 1 and 2 to share, and 10 rooms have been assigned to
Attendee Type #3 because they are at a discounted rate.
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Managing Inventory
Managing Inventory
6.3 How to manage simple event inventory on the HOME page
Manage inventory and rates on the HOME page in the detailed event view if all sub-blocks are only using
free-sell(see image 6.3.1).
1. Open the detailed event view by clicking on the down arrow next to the event name.
2. Select the room type name by clicking on the drop-down arrow.
6.4 How to manage event inventory on the EVENT HOME page
To access the EVENT HOME screen, click on the name of the event in the HOME page.
Event Inventory Overview
The filter at the top of the Event Inventory section can be used to filter the inventory by dates, room type, and
Attendee Type. (see image 6.4.1).
3. Adjust the inventory and rates on a nightly basis as needed.
4. Use the double arrows to populate all nights.
5. Click Save Changes.
Image 6.4.1
The All Rooms section is at the hotel level and contains the following items (see image 6.4.2):
••
View All Sub-Blocks - Expands all sub-blocks and room types for the hotel.
••
Print - Clicking this icon will open a printable page with inventory details.
••
Current Block – The total amount of allocated inventory across all rooms.
••
Pickup – The actual number of rooms that have been sold.
••
Available –The remaining inventory in the event.
Image 6.3.1
Image 6.4.2
HELPFUL HINTS
To adjust the numbers in the All Rooms section, add or remove inventory at the room type level shown below.
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Managing Inventory
Managing Inventory
Manage aspects of specific room type inventory by clicking the tabs at the bottom of the room type (see image
6.4.3).
••
Inventory Details - This tab displays the free-sell and assigned inventory details. Final pickup can also be
added here at the room type level.
••
Room Settings – Click this tab to manage the maximum number of guests, minimum night stay rules,
upsell amounts, and additional guest fees. Also, update rates on existing reservations.
••
History – View the date, time and user name of the last user to change inventory in this section.
From the EVENT HOME screen, users can:
••
Increase/Decrease Inventory Nights.
••
Manage Sell-Status for the Hotel and Room Type, and Sub-block.
••
Add Existing Hotels to the Event.
••
Add Room Types.
••
Manage Rates for a Room Type.
••
Manage Inventory for a Room Type.
••
Manage Room Type Inventory for Sub-blocks.
6.5 How to Increase/Decrease Inventory Nights (see image 6.5.1):
1. Select Manage Dates &
Status from the Inventory
Tasks drop-down.
2. Edit dates to be sold and
select OK.
Image 6.5.1
Image 6.4.3
Inventory Dates Definitions:
••
Contract Dates. These are the current inventory dates defined by the contract.
HELPFUL HINTS
A “+” is shown next to the Available number if primary inventory is enabled. Roll over the “+” to see the definition. A black
“+” means inventory is available, a red “+” means inventory is not available.
Change any, or all, of the nightly rates for existing reservations in Room Setting tab.
••
Inventory Dates. This is the range of dates where inventory is offered for sale. You can choose to include
inventory on dates beyond to the contract to allow for extended stays.
• • Hotel Close. This is the last date that the hotel will accept reservations for this event. Formerly named
Shut-off.
Clicking on the Delegate Report link at the All Rooms, Room Type, or Sub-block level will open a delegate report for that
respective level.
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Managing Inventory
6.6 Understanding Sell Status
The Sell Status determines whether reservations can be booked who can book them. The Sell Status can be set the
hotel level, room type level or sub-block level.
Hotel Sell Status Definitions: The sell status selected at the hotel level will apply to all blocks within the event. Sell
Status can also be managed at the sub-block level to allow for maximum flexibility.
••
New & Existing Reservations – New reservations, modifications and cancellations will be accepted.
••
Existing Reservations Only – Only guests with an existing reservation can modify or cancel their
reservation. They can also add nights to their stay. If an individual does not have a reservation, they will
not be able to make one. If reservations are cancelled, no new reservations can be booked.
6.8 How to Manage Sell Status at the Room Level (see image 6.8.1):.
1. Select Manage Sell Status from the Inventory Tasks drop-down.
2. Select the Rooms tab.
3. Select the Sell To drop-down and choose the appropriate option.
4. Select the Room Types(s) that the Sell Status will be applied to.
5. Click Apply.
••
Don’t Sell Inventory – Only guests with an existing reservation can modify or cancel their reservation. They
cannot add nights to their stay. If an individual does not have a reservation, they will not be able to make
one. If reservations are cancelled, unsold inventory cannot be booked.
6.7 How to Manage Sell Status at the Hotel Level (see image 6.7.1):.
1. Select Manage Sell Status from the Inventory Tasks drop-down.
2. Select the Sell To drop-down and choose the appropriate option.
3. Click Apply.
Image 6.8.1
6.9 How to Manage Sell Status at the Sub-Block Level (see image 6.9.1):.
1. Select View Sub-Blocks link for the desired Room Type.
2. Select the Sub-Block Settings tab for the desired sub-block.
3. Select the appropriate Sell To option.
4. Click Save.
Image 6.7.1
Image 6.9.1
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Managing Inventory
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6.10 How to Add Existing Hotels to an Event
Select Add Hotels from the Inventory Tasks drop-down:.
1. Enter the hotel name and search.
2. Click the check boxes next to the hotels and click Add Selected Hotels.
If the hotel is not in the Passkey library, it will not be found in this search. To learn how to create a Hotel in the
Passkey Library, see the How to Add and Update Hotels section.
6.11 How to Add Room Types From the Library
Select Add Rooms from the Inventory Tasks drop-down (see image 6.11.1):.
1. Select the Room Type to be added.
2. Select the Upsell Room check box if it is an upsell room.
3. Click Add.
6.12 How to Create New Room Types
Select Add Rooms from the Inventory Tasks drop-down (see image 6.12.1):.
1. Select the New Room link.
2. Type the room type name in the Name field.
3. Type the room description into the Description field.
4. Select the Max Number of Guests.
5. Add additional guest fees if applicable.
6. Select the Upsell Room check box if it is an upsell room.
7. Choose whether to display smoking preferences.
8. Upload an image for the room type (optional)
9. Click Add.
Image 6.11.1
Image 6.12.1
HELPFUL HINTS
When searching for a hotel, try searching by part of the name of the hotel instead of by the city. Sometimes, a hotel will seem
like it is in one city but is really located in another city.
HELPFUL HINTS
Make sure to only put the additional amount in each box. For example, if the rate were $150 and the additional
guest fee for the 3rd and 4th person were $20 each. $20 would be put into the 3rd and 4th box. If a 3rd person
were added to the room it would cost $170 , and a 4th would cost $190.
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6.13 How to Manage Rates for a Room Type (see image 6.13.1):
1. Enter the new rate on the first night of inventory in the Nightly Rate row.
2. Click the double arrow to apply the rate to all nights. To change the rate for a single night, enter the
new rate for the appropriate night.
3. Click the Save icon in the top right corner of the room type section.
6.15 How to Hide Rates on the Attendee Website:
By default, rates will show for each not on the Attendee Website (see image 6.15.1 and 6.15.2). By supressing
rates on the Event Inventory page, those nights will show on Attendee Website without a rate and the total on
the left side of the page will not include the rate for the supressed nights. (see image 6.15.3 and 6.15.4)
1. Click the Rate Display link.
2. Select the On/Off button for each night that should be supressed.
The default, rates showing:
Image 6.13.1
Image 6.15.1
6.14 How to Add Additional Guest Fees (see image 6.14.1):
1. Click the Rate Information tab.
2. Change the Maximum No. of Guests to the appropriate number
3. Type the additional fee for each person in the 2nd, 3rd, and 4th box. See the Helpful Hint below for an
example.
4. Click the Save button.
Example of hiding the rates for peak nights:
Image 6.15.2
Image 6.15.3
Image 6.14.1
HELPFUL HINTS
Make sure to only put the additional amount in each box. For example, if the rate were $150 and the additional
guest fee for the 3rd and 4th person were $20 each. $20 would be put into the 3rd and 4th box. If a 3rd person
were added to the room it would cost $170 , and a 4th would cost $190.
Image 6.15.4
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6.16 How to Change Rates for Existing Reservations (Re-Rate) at the room type or sub-block level
1. Enter the new rate on the first night of inventory in the Nightly Rate row.
2. Click the Rate Information tab.
3. Click the “click here” link.
4. Check the box to notify all guests of their new rates (optional).
5. Click Yes button.
6.18 How to Add Attendee Types From the Library
Select Add Attendee Types from the Inventory Tasks drop-down:.
1. Select the Attendee Type to be added. (see image 6.18.1)
2. Turn on the Free-Sell Enabled button to automatically enable free-sell.
3. Click Add.
6.17 How to Manage Inventory for a Room Type (see image 6.17.1):
1. Enter the new number on the first night of inventory in the Current Block row.
2. Click the double arrow to apply the rate to all nights. To change the inventory for a single night, enter
the new number for the appropriate night.
3. Click the Save icon in the top right corner of the room type section.
4. If not using free-sell, the inventory will need to be assigned at the sub-block level.
Image 6.18.1
4. Check the boxes for the room types that the selected attendee type will have access to. (see image
6.18.2)
5. Click Save button.
Image 6.17.1
Image 6.18.2
HELPFUL HINTS
Click the Original link to view the inventory that was originally entered as part of the contract for the event. This provides
a benchmark throughout the event. Changing these values will not affect your availability. These values define areas of the
Event Dashboard and Block and Pickup reports.
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6.19 How to Create New Attendee Types
Select Add Attendee Types from the Inventory Tasks drop-down:.
1. Select the New Attendee link. (see image 6.19.1)
2. Type the attendee type name in the Name field.
6.20 How to Create a Sub-block
When a room type is associated with an Attendee Type, it is called a sub-block. As a default, all rooms will
automatically have Attendee assigned to them. This section shows how to create additional sub-blocks.
1. Click the Inventory Tasks drop down menu and select the Manage Sub-Blocks link on the EVENT HOME
page (see image 6.20.1).
3. Choose the payment method from the Guarantee Type drop-down.
4. Turn on the Free-Sell Enabled button to automatically enable free-sell.
5. Click Add to Library if planning on using the attendee type again.
6. Select the number of Reservations Per Session.
7. Choose which other options to use for the Attendee Type.
8. Click Add.
From the pop-up box (see image 6.20.2):
Image 6.20.1
2. Select Add Rooms to add, or create, room types as needed.
3. Select Add Attendee to add, or create, Attendee Types as needed.
4. Click Sub-Blocks and use the check boxes to associate the room types and attendee types to create the subblock.
Image 6.19.1
9. Check the boxes for the room types that the selected attendee type will have access to.
10. Click Save button.
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Image 6.20.2
5. Click Save. The Attendee Types associated to the Room Type will now be shown beneath the room type
name on the EVENT HOME page (see image 6.20.3).
Additional inventory controls are available on a night by night basis within an attendee type/sub-block in the
tabs at the bottom of each section:
Inventory Details Tab:
••
Minimum Nights Stay - This is the minimum night stay for reservations arriving on that date. Adding a “0”
for a date will make that date closed to arrivals, but able to be booked through.
••
Original Contract- Original Contract numbers are derived from event creation. Changing these values will
not affect your availability. These values define areas of the Event Dashboard and Block and Pickup reports.
••
Reservation Open - Allows for the turning on or off of reservations per inventory date preventing both stay
throughs and arrivals.
••
Free Sell Options - Turn on or off the free-sell setting per inventory date, and choose to sell at the highest
rate available per date. Selling at the highest rate means that if the inventory were pulled from free-sell, the
room would take the highest rate between what free-sell and the sub-block were set at.
••
Wait List Options - These options determine whether the wait list is turned on per day.
Image 6.20.3
6. To assign the rooms to a particular attendee type, click the View Sub-Blocks link next to the room type
name (see image 6.20.4). The screen will expand and the room type and associated sub-blocks will be
shown.
Sub-Block Settings Tab:
••
Maximum No. of Guests - The maximum number of guests that may be accommodated in the room
type selected.
••
Rate Information - To update existing reservations with the current rate. Guests can also be notified that the
rates have been modified.
••
Sell Status –
••
Determine the type of reservation activity allowed for a particular sub-block. The higher level of sell
status will apply regardless of what is set at the Hotel or Sub-block level.
••
Determine whether the block should be available to call center access users and/or on the attendee
website by selecting the Open or Close radio buttons.
Image 6.20.4
7. Scroll down to the desired sub-block and enter the number of rooms to be assigned in the current
block line for the Attendee Type. This will protect the inventory to only allow that attendee type to book
those rooms and will automatically deduct those rooms from the Free-sell block. Make sure Free-sell is
turned off.
8. Click Save.
HELPFUL HINTS
If necessary, change the rate for the sub-block at this level and it will only apply to that particular attendee type.
History Tab:
••
History - View the date, time and user name of the last user to change inventory in this section.
BEST PRACTICES
• Set up Inventory SmartAlerts to send an automatic alert if event inventory is getting low.
• Offer upgrade room types to every Individual Pay Own (IPO) event to generate incremental revenue.Add pre/post night
inventory to all events to capture extended stays.
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