Viewing the Wait-list

To manage Wait-listed reservations, MCPs should navigate to the Manage Wait-lists page:

1. Go to [Reservations] from the left panel menu.

2. Open the [Reservation Tool] dropdown.

3. Select [Manage Wait-lists].
   

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On this page, MCPs can view all Wait-listed reservations along with:

• Creation date of the Wait-list request.

• Reservation ID, Event, and Hotel.

• Add additional information columns (e.g., guest name, sub-block, etc.).

• Availability indicator (A green 'A' appears if a hotel now has availability, allowing the reservation to be accepted).

The data table can also be exported for further analysis.

Accepting a Wait-listed Reservation

A Wait-listed reservation can be accepted using one of the following methods:

Accepting from the Manage Wait-list Table

• If a hotel has inventory available, an [Accept] button will become active in the data table. MCPs can click this button to accept the reservation immediately.

• Alternatively, MCPs can click on a reservation entry in the table, which will open the Reservation Detail page, where they can proceed with the steps below.

Accepting from the Reservation Detail Page

1. Open the Reservation Detail page for the specific reservation. Either from the Manage Wait-list table or filter the Reservations data table to only see the Wait-list reservations.

2. Select the [Reservation Actions] dropdown.

3. Choose [Accept Wait-list Reservation] - this option will only appear if the hotel has availability for all dates in the Wait-list reservation.

4. The Accept Wait-list Reservation page will open.

5. An option to add a custom message in the text box will appear, this will override the default email text set in Event > Communications > Emails.

6. Choose an option from the Inventory Management dropdown:

• Return Wait-list inventory: Keeps the spot available for another guest.

• Consume Wait-list inventory: Removes the spot from the Wait-list count.

7. Click [Accept Wait-list].

8. The system will:

• Automatically send an email to the guest with their reservation details.

• Change the reservation status from Wait-list to New, allowing the hotel to process it and add a confirmation number.

Note: Wait-list reservations must be accepted manually; there is no automatic approval system.

Prioritizing Wait-listed Reservations

MCPs can adjust the priority of Wait-listed reservations using a manual priority number scale:

1. Open the Reservation Detail Page.

2. Locate the Wait-list Priority field (the default value is 3).

3. Update the priority number based on urgency.

The Manage Wait-lists data table can be filtered, you could filter by priority or date to assist in decision-making.

By following these steps, MCPs can efficiently manage the Wait-list, ensuring that available rooms are allocated in a structured manner.