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Business Block Attendees
When the application function Catering>Attendee Management is active and the business block has a Catering Status, the Attendees button is available from the Book Options menu. Select this button to view the attendees linked to the current Business Block on the Attendees for BBID screen. This screen shows all guests that have been picked up against the block as well as any day delegates (attendees not staying at the hotel) that have already been added to the block. From this screen, you can choose to add or delete day delegates, view the attendee's profile and events the attendee is registered for, register attendees for events.
Note: When residential reservations (picked-up reservations) are added to a business block, and that business block has a catering status, these reservations are automatically linked to the business block as attendees. If a business block does not have a catering status and gets pick-up reservations, if the catering status is added later, the residential reservations will be automatically linked as attendees at that time.
The user must have these permissions granted, depending on their job tasks:
Name. Name of the attendee (last name, first name).
Room No. If the guest is staying in-house, the guest's room number.
Preferences. Food and menu preferences of the attendee.
VIP. VIP status of the attendee.
Res Type. The type of reservation the attendee has associated with the business block: Residential, Day Delegate, All, or None.
Acct/Com. The Account/Company linked to the Business Block.
Contact. The Contact associated with the Business Block.
Block Name. Name of the Business Block.
Name. Name of the attendee (in-house guest or day delegate).
VIP. The VIP level of the guest.
Resv. Displays if the attendee has a Residential reservation (R), a Day Delegate reservation (D), or no reservation (blank).
Preferences. Attendee preferences related to the event, if any have been added to the profile for the event.
Registered. The number of events that the attendee has been registered for. If registered for events, the row displays a pale green background.
Total Events for Block. At the bottom of the grid on the left-side, in blue, is the number of events planned for the current block.
Events Lamp. On the bottom of grid on the right-side-side, an Events lamp will appear when the highlighted attendee is registered for events. Select this lamp to display the Register Attendee screen where you can see the events the attendee has registered for. At this screen you can also register or unregister the attendee for events. The Events button also displays the same screen.
The bottom grid displays the existing reservations for the guest or day delegate highlighted in the top grid. This grid displays the Property of the reservation; the Room number and Room Type if it is a residential reservation; the Arrival and Departure dates; number of Rooms; Status of the reservation; the Group/Company associated with the reservation; and the Travel Agent/Source associated with the reservation.
Add DD. Available when the user has the permission Blocks>Day Delegates. Select this button to add a new Day Delegate to the block manually or import a list of Day Delegates from an Excel spreadsheet. The Day Delegate List for BBID screen appears. (See Add DD below.)
Delete DD. Available when the user has the permission Blocks>Day Delegates. Select this button to delete a Day Delegate from the business block and all events that the delegate may be linked to. The profile will not be deleted. This option is not available when a reservation is linked to the Day Delegate.
Profile. Opens the profile of the highlighted attendee. Here you can make changes. On the Profile screen, if the individual is linked to a current or future Business Block as a Day Delegate, you cannot delete the individual profile (Profile Options>Delete). Deletion of Day Delegate Profiles is possible only when they are linked to Business Blocks with the departure date in the past.
Events. Opens the Register Attendee screen where you can see the events the highlighted attendee has registered for. At this screen you can register or unregister the attendee for events. The Events lamp also displays the same screen.
Registration. Select this button to register more than one attendees for multiple events. The Register Attendees screen displays.
Create Res. Available when the block is in "Open-for-Pickup" status. This option will create a reservation for the highlighted Day Delegate) using the pseudo room type selected in the application setting Catering>Pseudo Room Type For Day Delegate. A PM (Posting Master) reservation will be created for the block first, if none exists yet. You may want a reservation for the day delegate if he/she is going to incur additional expenses and you need a folio.
Note: It is recommended that Day Delegate Reservations have a dedicated Pseudo Room Type that is only used for Day Delegates. The Pseudo Room Type specified for Day Delegate Reservations should not be the same room type used for Group Posting Masters. This dedicated Pseudo Room Type will prevent the Group PM from appearing as a Day Delegate in the Attendee Management functionality.
Resv. Available for attendees having reservations attached to them as displayed in the bottom grid. Users must have the permission Reservations>Reservation Edit - Update Reservation. Selecting this button opens the full Reservation screen. Any residential reservations that were picked-up against the block will automatically appear as Residential guests on the top grid of this screen. For Day Delegates, the reservation defaults to the Pseudo Room Type set in the application setting Catering>Pseudo Room Type for Attendees.
The Day Delegate List for BBID screen displays when the Add DD button is selected from the Attendees for BBID screen. At the Day Delegate List for BBID screen, you can add a Day Delegate manually or you can import an Excel spreadsheet of a list of attendees. The Day Delegates' profiles are automatically created. You are also able to view the associated profile record.
This feature is available to the user who has the permission Blocks>Day Delegates.
To manually enter a Day Delegate:
Search Guest Profile. Select the check box to have the system search for an existing profile. Type in the attendee's name and select Save. If more than one profile exists with the same name, users can select from the Profile Search list the one they want. From the Profile screen, select OK and the name appears in the Day Delegate List for BBID screen.
If the check box is not selected, a new profile is created when the name is typed, without the system checking if a profile may already exist. Select Save to save your changes. Select OK and the Day Delegate displays on the Attendees for BBID screen.
A file DelegateListImport.1.0.xml has been provided by Oracle in the webhtml directory of the application server. This will allow you to import and link Day Delegate Attendees to business blocks.
Note: Do not save the list to use for importing in Excel, that will change the structure and make the import into OPERA impossible.
To import the file into OPERA:
