Accommodation

The Accommodation module manages hotel and property stays for the people working your event: the properties themselves, how many rooms each team may use per night, actual room bookings with named guests, and a room-night report that keeps allocations and usage in sync.

Key concepts

Room nights count from check-in through the night before check-out — a 16–18 Jul stay uses the nights of 16 and 17 Jul.

Setting up

1. Settings

Accommodation → Settings sets:

• The accommodation window (start/end dates) around your event.
• Team assignment edits — whether teams can edit or cancel their own assignments in the portal.
• Notify on team assignment — whether guests receive confirmation/update/cancellation emails for team-portal bookings.

2. Add properties

Accommodation → Properties. Add hotels individually (with Google Places address lookup) or via Bulk Upload (template columns: Property Name, Address, City, Country, Website URL, Contact Email — only the name is required).

Each property row carries its own actions: Room bookings, Manual bookings, and edit/delete.

3. Allocate room nights to teams

Accommodation → Allocations. Assign room nights per team: pick the property, the stay range, occupancy type (single or double), and rooms per night — the form expands a range into one allocation row per night. Inventory capacity at the property is provisioned automatically as you allocate.

Optional deadlines per allocation stop teams from booking after a cut-off.

Booking rooms

Team portal (self-service)

When accommodation is enabled and allocated, teams see an Accommodation section in their portal:

1. They see only properties where they hold allocations, with allocated / assigned / remaining room nights and any deadline.
2. They pick a property, stay dates, occupancy, and the guests staying (from their own people).
3. The booking is confirmed immediately and their remaining total drops.
4. If team assignment edits are enabled, they can update or cancel until the deadline passes. Cancelled stays stay listed for history and return their room nights.

Guest capacity follows occupancy: single rooms take one guest per room, doubles up to two. The portal blocks overlapping stays for the same guest, unallocated nights, and anything outside the accommodation window.

Admin bookings

From a property’s Room bookings action, operators create bookings directly — with or without a team. Team bookings consume that team’s allocation; unassigned bookings use property inventory only. Choose Send confirmation email now to email the guests; cancelling a booking emails a cancellation.

Manual bookings

Manual bookings record direct hotel confirmations — guests, exact check-in/check-out dates and times, confirmation number, and internal notes. They’re informational: they never consume allocation or affect the report. You can resend the confirmation email at any time (internal notes are never included in guest emails).

Emails

Accommodation emails go to the assigned guests who have an email address:

Emails include the property details, stay dates, occupancy, guests, and confirmation number, plus a Visit Hotel Website link when the property has one.

Reporting

Accommodation → Report shows room nights by property × team: allocated totals against booked totals (rooms × nights), so you can spot unused allocation or over-booking at a glance. Filter to a single property when reconciling one hotel’s bill.

Quick reference