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Guest Assignments

Updated: Feb 5, 2022

There is a lot you can manage in the Group Portal for your programs.

Assign Guests to Rooms/Reservations

The Group Portal gives you the ability to manage your own guests/attendees and decide which rooms or commuter slots they are assigned to.

Click Guest Assignments on the left-side menu.

You will be shown a list of all possible guest reservations - rooms and commuter slots where guests can be assigned. The arrival and departure details are also displayed. If the reservation is for a room you may also see the details of the room such as the type of bed(s), floor, bath, etc.

If a reservation is unassigned, then you will see the word Assign in the Operation column. Click Assign to assign a guest to that reservation.

A pop-up will appear requesting you to select the guest to assign to the given reservation. The list of guests will be auto-populated with guests who have attended any programs for your selected group.

Click Save when done.

If the guest you are looking for is not in the drop-down, then click the Create Guest button. A new pop-up will appear where you can enter all of the new guest's information.

To remove a guest from a reservation click the Change link.

In the pop-up click the Clear Assignment button.

Download Details and Email Guests

The contents of the table can be downloaded as a CSV (comma separated values) and viewed locally in Excel. As a bonus you can copy the contents of the email column and paste into your favorite email program to send a message to all the guests.

Click the Status column and select Filled. This will constrain the results to only those reservations which are filled. You don't have to do this if you're interested in both filled and open reservations.

When you have the rows you want to download click the Actions button and select Download.

Then click CSV in the pop-up.

Your browser may ask you if you want to open the file or save it. Decide which you'd like to do. If you save it, then be sure to remember where you save it and you can double-click the file to open it in Excel.

To send an email open the CSV file and highlight all of the cells with email addresses and click Ctrl+C (to copy). In your email paste (Ctrl+V) in the To, CC, or BCC field. Then compose and send the email to all registered guests.

Duplicate Checks

To help check if the same guest has been assigned to more than one reservation click the First Name or Last Name column headers and select sort.

Look down the sorted list to see if the same name appears more than once.

Unfilled Reservations

With large programs it may help to see just those reservations which are still open. Click the Status column and select Open.

And you will only be shown reservations which are still unassigned.

To clear the filter click the x next to the filter.

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