From Events, select Register a customer, and select the Other tab
Function
Select a hotel room from the drop-down list. The information that displays in the Function drop-down list is defined in the Description field of the Room Types window (from Events, select Define an event, double-click an event, select Hotels, and select Rooms).
Before clicking Save, you can select None from the drop-down list to prevent the selected hotel room from being added to the list of functions on the Overview tab.
To book multiple rooms for the same event, such as a "family" booking with the parents in one room and children in another room, you can edit an event registration and select another hotel room of the same type from the drop-down list, then click Save. The Overview tab should now list two hotel room functions for the same dates as the first saved hotel room function. You cannot mix different room types or dates on the same event registration.
Hotel
Displays the name of the hotel. The information that displays in the Hotel field is defined in the Hotel Name field of the Hotels window (from Events, select Define an event, double-click an event, and select Hotels).
Address
Displays the address of the hotel. The information that displays in the Address field is defined on the Hotels window (from Events, select Define an event, double-click an event, and select Hotels).
Room Type
Displays the type of hotel room such as single, double, or suite. Room types are defined in the Room Types field of the Room Types window (from Events, select Define an event, double-click an event, select Hotels, and select Rooms).
Qty
Enter the number of rooms needed.
Rate
Enter or edit the room rate. Rates are defined in the Rate field of the Room Types window (from Events, select Define an event, double-click an event, select Hotels, and select Rooms).
Confirmed
Enter a confirmation for the hotel reservation.
Room Nights
Displays the number of nights of the reservation. Room nights are calculated based upon the values entered in the Arrival and Departure fields.
Available button
Opens the Hotel Availability window and view a list of the hotel's available rooms.
Sharing button
Opens the Room Sharing window. The Room Sharing window is used for entering information when registrants will be sharing rooms.
Arrival
This field is required for tax-enabled events to correctly calculate the Taxes field in the Payment Summary area of the Overview tab.
■ Date - Enter the registrant's arrival date.
■ Time - Enter the registrant's scheduled arrival time.
Departure
This field is required for tax-enabled events to correctly calculate the Taxes field in the Payment Summary area of the Overview tab.
■ Date - Enter the registrant's departure date.
■ Time - Enter the registrant's scheduled departure time.
Hotel Note
Enter a note specifically for the hotel.
General Note
Enter a general note about the registrant's reservation.
Other Fields
These are user-defined fields defined on the Set up module window (from Events, select Set up module). Only those fields defined in the Registration Fields area of the Set up module window will display on the Other tab.
To enter hotel and arrival information
1. From Events, select Register a customer to open the Register a customer window.
2. Find an event registration (see Finding an event registration).
3. Click Edit.
4. Select the Other tab.
5. Select the room type from the Function drop-down list. Only rooms defined in the Room Types window (from Events, select Define an event, double-click an event, click Hotels, and click Rooms) will display.
6. Enter the number of rooms needed per night in the Qty field.
7. Enter the Arrival and Departure dates and times.
8. Enter any additional information in the Note and Other Fields.
9. Select the Overview tab and review the Payment Summary and Function areas to ensure that the correct hotel room functions have been added to the event registration.
10. Click Save.