Managing reservations
Use the Register a customer window's Other tab to enter and cancel hotel reservations. Click Available to view hotel availability.
Use the Register a customer window's Other > Sharing tab to enable the room sharing option.
To enter hotel reservations
Hotel reservations are entered through the Register a customer window's Other tab.
- From Events, select Register a customer to open the Register a customer window.
- Click Open or Find.
- Enter the Event code (use the lookup icon to search for the event), and Tab to the registrant ID field.
- Enter the registrant's ID (use the lookup icon to search for the registrant) and press Tab. The customer's current registration information displays in the Register a customer window's Other tab.
- Click Edit.
- Select the Other tab.
- To reserve a hotel room, select a hotel room from the Function drop-down list.
- Enter a non-zero number in the Qty field (defaults to 1) for the number of rooms needed.
- Enter the room Rate.
- Enter the Confirmed date of the reservation.
- Enter dates in the Arrival and Departure fields. The number of Room Nights calculates and displays.
- (optional) Enter any other relevant registrant information that the hotel will need in the Note and Other Fields. The Other Fields are user-defined fields and only display if they have been set up in the Set up module window (from Events, select Set up module).
- Click Save.
Note: If your reservation is for multiple-nights, treat the reservation as a single unit. For example, a hotel reservation for four nights would display with a Qty of 1 and Room Nights of 4. The hotel reservation lists as a single order with the cost calculated for each reserved night.
iMIS alerts you if the Arrival date is equal to or later than the Departure date or if you book a room for a date that is sold-out or undefined in the Room Types window. However, iMIS will allow you to overbook and reserve a sold-out room. Click Available to open the Hotel Availability window to determine hotel room availability.