Creating Housing Reservations
To record a housing reservation, create an Order that includes the Housing product as an order line, as described in Creating a Products Record for Housing. Then follow the steps below to edit the Housing Order Lines record to reserve rooms for guest:
- Open an Order form and fill in the appropriate information Ship To and Bill To information on the Customer tab.
- This section provides only an overview of the order entry process. It is intended to focus on how ordering a housing product differs from ordering a basic product. See Entering Customer and Order Information for complete information on how to specify customer information on an order.
- This section provides only an overview of the order entry process. It is intended to focus on how ordering a housing product differs from ordering a basic product. See Entering Customer and Order Information for complete information on how to specify customer information on an order.
- In the Find Product field, enter the name of the Housing product.
- In the Quantity field, enter 1.
- Click Add to add an order line is added to the order.
- If you are charging a service fee, the amount of the fee appears in the Price column; otherwise the Price column is set to 0.
- The same order form can be used to create a Meetings registration and a Housing reservation. For example, the figure below shows an Order that includes a Meeting product (Organizational Annual Meeting 2006) and a related Housing product (Hotels for Organizational Meeting 2006). See Creating a Meeting Registration for information on creating meeting registrations.
- The same order form can be used to create a Meetings registration and a Housing reservation. For example, the figure below shows an Order that includes a Meeting product (Organizational Annual Meeting 2006) and a related Housing product (Hotels for Organizational Meeting 2006). See Creating a Meeting Registration for information on creating meeting registrations.
- Double-click in the gray area to the far left of the housing order line to open its Order Lines record.
- Click the Housing tab.
- Enter the person making the reservation in the Person field.
- Enter the guest's first and last name in the Guest Name fields.
- Configure the other fields on the Housing order line's General sub-tab, as necessary.
- Status: By default, a guest's status is New for new reservations. You can select a different status from the drop-down menu if necessary.
- Transfer Status: By default, the transfer status is Pending for new reservations. This is changed to Completed after the reservation's details are sent to the applicable hotel.
- Smoking: Select the Smoking option if the guest would like a smoking room.
- Handicapped: Select the Handicapped option if the guest would like a room designed for handicapped guests.
- Bed Type: Select a type of bed. Available options are No Preference, King, Queen, and Double.
- # Occupants: Enter the number of people who intend to occupy the room.
- # Beds: Enter the number of beds requested for the room.
- # Rollaway Beds: Enter the number of rollaway beds requested for the room.
- Send Confirmation To: Select to whom the reservation confirmation should be sent. Available options are Guest, Reserver, and Both.
- Hotel Conf. #: Leave this field blank. It will be filled in later after the hotel provides a confirmation number for the room reservation.
- If the guest has any special requests that need to be forwarded to the hotel, click the Special Requests tab and enter text in the field provided.
- Click the Comments tab and enter any additional comments concerning this reservation.
- Click OK to save and close the Housing Order Lines record.
- Add additional order lines for the same Housing product to create reservations for additional guests, as necessary.
- Follow the same steps above to configure the Housing Order Lines record for any additional guests whose reservations are made on same order.
- Follow the same steps above to configure the Housing Order Lines record for any additional guests whose reservations are made on same order.
- Add an additional order lines for other products and configure their details as necessary.
- Continue processing the order as necessary.
- See Taking Orders for details.
- This includes Payment information, if applicable. Payment information is not necessary if the Order is for housing reservations only and the organization is not charging a service fee.
- Save the order.
- For each housing reservation, follow these steps to specify the specific rooms each guest is reserving:
- Review the current housing inventory levels for the housing product in the Housing Inventory Management dashboard to confirm that there are rooms available for the guest to reserve.
- Double-click in the gray area to the far left of a housing order line to open its Order Lines record.
- Click the Housing > Details tab.
- Click the New icon in the toolbar to open a new Housing Reservation Details record.
- The Housing Reservation Guest field fills in automatically with the ID of the order line's corresponding Housing Reservation Guests record.
- The Housing Reservation Guest field fills in automatically with the ID of the order line's corresponding Housing Reservation Guests record.
- Enter the Housing Block Room which this guest has requested in the field -provided.
- Use the link box's Find dialog feature to search for a particular Housing Block Room based on criteria such as Housing Block, Hotel, Date, and Room Type.
- Use the link box's Find dialog feature to search for a particular Housing Block Room based on criteria such as Housing Block, Hotel, Date, and Room Type.
- Enter the number of rooms in the block that the guest wants to reserve in the # Rooms field.
- Click the Options tab and specify any options or features (such as an early check-in) that the guest has requested that the hotel supply.
- Save and close the record to return to the Housing Order Lines form's Details tab.
- Create additional Housing Reservation Details records to reserve rooms on other nights of the same stay.
- Each Housing Reservation Details record corresponds to one night in a particular hotel block for a particular room type. Therefore, if a guest is reserving three nights at a hotel, you must create three Housing Reservation Details records (one for each of the three nights requested).
- Each Housing Reservation Details record corresponds to one night in a particular hotel block for a particular room type. Therefore, if a guest is reserving three nights at a hotel, you must create three Housing Reservation Details records (one for each of the three nights requested).
- Click OK to save and close the Housing Order Lines record and return to the order.
- If the order is complete, change the Order Status from Taken to Shipped (if the order did not ship automatically).
- You do not necessarily need to change the Order Status to Shipped if the Order is for Housing products only and you are not charging a service fee. However, Aptify recommends that you ship all Housing orders for the sake of consistency.
- You do not necessarily need to change the Order Status to Shipped if the Order is for Housing products only and you are not charging a service fee. However, Aptify recommends that you ship all Housing orders for the sake of consistency.
- Save and Close the record.
- Aptify automatically updates the number of rooms available and rooms reserved information in the Housing Inventory Management Dashboard based on the room reservations specified in the order.
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