When a hotel is set to need approval, every room booked there waits for your decision before it is confirmed. This hotel booking approval step lets you check who is staying before the room is held and charged. You approve or reject from the Bookings page, or straight from the ticket order. The same page lets you move a guest to another room and download the guest list for a hotel.
A booking waits for you when its hotel has Bookings need approval switched on. This applies to rooms booked on their own and rooms booked together with a ticket. Paid rooms are charged only after you approve.
To switch approval on or off, edit the hotel under Registration > Accommodation > Hotels. See How to Set Up Hotel Accommodation for Your Event.
#image# Accommodation Bookings page with the search box, the hotel and status filters, and a booking marked Awaiting approval with the Approve Booking and Reject Booking buttons
Each row shows the booking number, guest, hotel and room type, dates, status and amount. Bookings waiting for you are marked Awaiting approval, and rejected ones are marked Rejected. If the buyer's ticket on the same order was refunded while the room stayed booked, the row says Ticket refunded - room still booked, so you can decide whether to refund the room from the order as well.
You'll see "Booking approved." or "Booking rejected." The list updates straight away.
To see the full order first, click the View icon on the row. The order opens in the same window used by the ticket sales report.
If the room was booked together with a ticket that needs approval, the ticket has to be decided first. The booking shows Ticket awaiting approval under its status, and Approve Booking is greyed out. Hover over it to see "Approve the ticket on this order first - it is still waiting for approval."
If the ticket was rejected, the booking shows Ticket rejected and can't be approved. Trying shows "The ticket on this order was rejected, so this booking cannot be approved."
#image# Order details window with the Accommodation section showing a held room and the Approve Booking and Reject Booking buttons
You can also decide from the order itself.
The same rules apply here: a room can't be approved while the ticket on the order is still waiting for approval.
When you view an application in Registration > Registration Approval, rooms on that order are listed with their status. A pending room shows the note "Room bookings are approved on Accommodation > Bookings", with a link to the Bookings page.
If a guest needs a different room type, a different hotel, or a different number of people in the room, change the booking instead of cancelling it.
#image# Change room window with the current stay, the New room list grouped by hotel, the Guests in room stepper and the price preview
Eventify never charges or refunds a card by itself after a room change. When a paid booking gets dearer, the row shows To collect and the amount. Take the payment however suits you, then click Mark received and confirm. When it gets cheaper, the row shows Credit due. Refund the guest from the order, then click Mark refunded. You'll see "Balance settled."
If a payment for the room is in progress, you see "A payment for this room has been started; change it once that payment completes or expires." Try again later.
Hotels usually ask for a rooming list before arrival. On the Bookings page, pick the hotel in the hotel filter if you want one property only, then click Export guest list. A CSV file downloads with one row per person per room: hotel, room type and room number, check-in, check-out and nights, guests booked, the guest's name and email, whether they are the Ticket holder, a Companion or Not assigned, who they share the room with, the booking number and buyer, and the approval and payment status. Cancelled and rejected rooms are left out.
For a quick export of selected bookings instead, tick them and click Export in the bar that appears.
When you approve a paid room, the buyer is asked to pay for it. When you reject a room, the buyer isn't charged for it.
To send a guest their booking confirmation email again, click the Send Email icon on the booking row. You'll see "Confirmation email sent." To send it to several guests at once, tick their bookings and click Resend Confirmation. One email goes out per order.
With bookings ticked, you can also click Export to download them as a CSV file, or Clear to untick them.
Why is the Approve Booking button greyed out?
The ticket on the same order still needs approval, or it was rejected. Approve the ticket in Registration Approval first, then approve the room.
Is the guest charged before I approve their hotel room?
No. Paid rooms at a hotel that needs approval are charged only after you approve. If you reject the room, the buyer isn't charged for it.
How do I find hotel bookings that are waiting for approval?
Go to Registration > Accommodation > Bookings and set the status filter to Awaiting approval.
Can I move a guest to a cheaper or dearer room after they paid?
Yes. Click Change room on the booking. The window shows the difference. Collect or refund it outside the system, then click Mark received or Mark refunded on the booking.
How do I send the hotel a rooming list?
Filter the Bookings page by that hotel and click Export guest list. The CSV lists every guest, their room, dates and whether they are a ticket holder or a companion.
Can I resend the hotel booking confirmation?
Yes. Click the Send Email icon on the booking, or tick several bookings and click Resend Confirmation.
Need more help? Contact Eventify support from the admin panel.
