How does a hotel pull a rooming list and add confirmation numbers / accept reservations

These steps are for users in the HCP (Hotel Control Panel), steps for MCP users can be found here. These steps outline how a hotel user can download a Rooming List which shows the guest information; including contact details, booking information, credit card information (so long as access to see credit card information has been enabled) and more. This list would then be uploaded into the hotels PMS to generate confirmation numbers and accept these bookings.

Please find here a PDF version of these steps so you can download and send to your hotel contacts to follow in the HCP.

The import process is comprised of the following three steps:

Pulling a rooming list of all reservations for a given event hotel,
Processing that information (typically by uploading into a PMS, but this will vary), and;
Uploading hotel confirmation numbers back into Meetingmax.

Pulling a Rooming List

In step one, you will generate a rooming list to compile reservation information for the block you would like to accept. Start by heading to the ‘Rooming Lists’ tab in the HCP.

Then complete the dropdown fields as required, each new dropdown will appear as you complete them until you get to ‘Report’ which will be the last required field.

Please note, you can select any report available, the ‘Full Rooming List’ contains the most number of fields and in these steps we will be referring to that particular report.

Then select [Download Rooming List] for the excel version that can be uploaded to the hotel PMS and the confirmation numbers added for that to then be uploaded to the Meetingmax system. If bookings already have confirmation numbers they will not appear in this list, so if all bookings have confirmation numbers, the list will be empty.

Once this is selected a new line will pop up for you to download the Excel.

If a list has already been downloaded and not re-uploaded with the confirmation numbers, you will not be able to download again, the initial list will either need to be aborted (recommended so you can be sure you have the most up to date info) or the initial download uploaded with the confirmation numbers.

Once you select the Rooming List download, if you have credit card access enabled, you will be prompted to create a password so the document can be encrypted, then select [Generate Excel].

Select [Click here to download the report], which will appear as a 7zip download at the bottom of the screen, once this opens, open the file in the 7Zip and enter the password you just created to open the Excel.

If you do not have the access to see credit card details, the form will appear as a download at the bottom of the screen without a password request prompt, and once clicked on will open as an Excel (the credit card details will be partial e.g. *******4661).

Processing the Information

Now that you have the excel file you can add a new column anywhere in the spreadsheet. Title it ‘Confirmation Number’ for the system to recognize it automatically when it is imported back into the Meetingmax system. Import the information into your respective PMS and then add the new confirmation numbers to the column you just made.

Upload Hotel Confirmation Numbers

To upload the allocated confirmation numbers, go back to the ‘Rooming List’ tab in the HCP which will display the downloaded list and an option for ‘Confirmation Number List’

Select [Confirmation Number List], there will be a new section to upload your Excel with the downloaded information and confirmation numbers. Once uploaded ensure the correct check dots are selected to display to the system which are the columns allocated to ‘Res Room ID’ and ‘Confirmation Number’. Then select [Accept Reservations]. Once this is done, each of the end customers will receive an email confirmation their reservation has been accepted.

Please note, you don’t have to use the downloaded Rooming List Excel to upload the Hotel confirmation numbers, you could just use a basic Excel so long as it has ‘Res Room ID’ and ‘Confirmation Number’ as 2 fields in the spreadsheet and those fields are identified as per the above screen shot.