Setting Up Housing Management

This feature requires the Housing Management module. Please contact our sales team at sales@pheedloop.com to gain access to this feature set.

PheedLoop’s housing management involves managing hotel room bookings and room blocks for events, ensuring attendees have a comfortable and convenient stay. Event administrators can offer attendees a streamlined, effective way to book rooms reserved exclusively for their event right from the registration flow.

Event administrators can create and define various hotels that attendees can choose from during the room booking process. Each hotel has the ability to be displayed with images, descriptions, and any other relevant information, providing attendees with a clear understanding of their accommodation options.

1. How to Set Up Housing Management

1 (A). Adding Hotels

1. From the Event Dashboard, navigate to Accommodation > Hotels
2. Above the hotels table, select Create
3. Fill out the Title and Description fields
4. Under Select Image, upload an image of the hotel
5. Select Save Changes

Note - to delete any hotels, navigate to Accommodation > Hotels, select the hotel you would like to delete from the list and select Actions > Delete.

Note - if you delete a hotel with a room type attached, both the hotel and the room(s) will be deleted from the system.

1 (B). Adding Room Types

1. From the Event Dashboard, navigate to Accommodation > Room Types
2. Above the room types table, select Create
3. Fill out the Title and Description fields
4. Under Hotel, select a hotel from the list
5. Under Select Image, upload an image of the room
6. Fill out the Max Occupancy field
   1. This number is the maximum number of people who can be accommodated in the room.
7. Fill out the Available Quantity
   1. This is the maximum number of hotel rooms available.
8. Select a date under Earliest Check-in Date and Latest Check-out Date
9. Fill out the Price field
   1. This number should be the price per night, it is for display purposes only.
   2. We do not support making payment for hotel reservations at the moment.
10. Toggle on/off the Allow Custom Check in-out checkbox
    1. This feature will override the Earliest Check-in Date and Latest Check-out Date allowing users to choose when they want to check in and out.

Note - to delete any rooms, navigate to Accommodation > Room Types, select the room you would like to delete from the list and select Actions > Delete.

2. Adding Hotels as an Attendee

As an attendee, the process of acquiring a hotel room for your event is as easy as just going through the registration flow, because that’s all it takes!

Depending on how the registration flow is set up with your Event Website, the reservation of hotel rooms is allowed after an attendee has purchased a ticket. Thus, only ticket holders can get assigned a hotel room.

Watch the example below of what it looks like for attendees to reserve hotel rooms in the registration flow:

3. Approve Hotels as an Admin:

Once an attendee reserves a hotel room, it’s up to the event administrator to approve/unapprove the reservation from the Event Dashboard. By approving hotel submissions, event administrators can better manage their room inventory.

After the attendee makes a reservation, it’s up to the event manager to send a link for payment or an invoice which can be provided by the hotel itself.

1. From the Event Dashboard, navigate to Accommodation > Reservations
2. Select a reservation you would like to approve/unapprove from the list
3. Above the reservation table, select Actions > Approve 
   1. If you want to unapprove of the reservation just select Unapprove instead.
   2. You can also delete the reservation entirely by selecting Delete.

4. Downloading the Hotel Reservation Report

Similarly to all types of data you can extract from PheedLoop, the data & reports section will allow you to create a custom report where you can get all the reservation data in one place.

4 (A). Creating a Hotel Room Reservation Report

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Above the custom reports table, select Create
3. Under Report Type, select Hotel Room Reservations
4. Fill out the Name and Description field
5. Under Fields, select Hotel, Room Type, Earliest Checkin Date, Latest Checkout Date, Approved, and more
   1. There are a ton of attendee related fields you can choose as well.
6. Select Save Changes

4 (B). Downloading the Custom Report

1. From the Event Dashboard, navigate to Data & Reports > Custom Reports
2. Select the Hotel Room Reservation report from the list
3. Above the custom report table, select Actions > Generate Report
4. Once the report is created, select Download Previous Report