The Housing feature lets you manage your event's room blocks inside Accelevents instead of sending attendees off to a third-party site. You add your hotels and room types, set nightly rates and availability, then publish a booking page that registered attendees use to reserve their stay. Bookings flow back into your admin console, where you can edit, cancel, or export them.

You add the hotel information, the available rooms per hotel and design the booking page. When attendees purchase a ticket, you can include the hotel booking link in the order confirmation email, or send them a different email to remind them to book the hotel. Attendees select the room and the booking will added to Accelevents. You will coordinate with the hotel to add the bookings in Accelevents to their system. The hotel will provide you with their confirmation number which you will provide to your attendees as their reference when they check in to the hotel.

The booking window is the start and end dates of when attendees can reserve rooms. Go to Housing > Settings and enter the book open and close dates and times.

In Housing > Settings, click Open Booking Page at the top of the page to access it in a new tab.

If you published the page, you'll see the option to choose the dates and check the availability. When you submit, it won't show any available hotels or rooms yet; you'll need to add them in the next step. If you didn't publish, you'll see a "Room booking is not available" message.

The information you enter will show when an attendee clicks the View Rooms button from the hotel list

To make your hotel visible on the booking page, you'll need to publish it after completing all the hotel details.

After saving the hotel, you can click Add room type. You can also click on the hotel, or click the 3-dot menu and select Manage Hotels to bring you to the page where you can add room types for that hotel.

In the Room Type settings, the toggle for "Publish this room type" is enabled by default. You can leave it as published, but the room type will not appear yet in the booking page unless you add the room rate and availability. You can also publish/unpublish directly from the Room Type list.

By default anyone who has a ticket can book any hotel and any room as long as it's available. If you want to add restrictions, you can add a Logic in the Hotel settings.

When creating a logic rules, there's always a trigger and an action. The trigger is the IF part of the settings, and the THEN part is the action.

The trigger is the condition that must be met so that the action will be done. In hotel logic, the trigger will always depend on the ticket type or add on that the attendee has.

The action can be to show or hide a specific hotel or room type, restrict their check in or check out date, or limit their stay duration.

You can create a number combinations, here are some examples:

In this example below, we want everyone who has a VIP ticket to book only the Executive Grand Suite in Hyatt.

In the IF settings, Selected Ticket /Add-on is the default trigger, then we added 1 condition: is Any of the indicated ticket(s), which is the VIP ticket.

This means if the attendee has a VIP ticket, it will trigger the action below.

For the action in the THEN settings, we added 2 actions to Show this hotel and the Executive Grand Suite.

But this action does not hide the other rooms in the hotel, so we add another action to Hide the Deluxe 1 King Bed room.

If you have multiple hotels, but you want them to stay only in this hotel, you'll need to create a logic in the other hotels to hide it if they have a VIP ticket.

In Housing > Rate & Availability, you'll see the available room night dates you entered in the hotel settings. Click on a date to set the room rate and how many rooms are available for that night. You can choose to apply this setting to this night only, event nights, weekends only, or all nights. Click Save when you're done.

This is optional; you can add a tax percentage on top of the room rate. Go to Housing > Settings and set the tax percentage under Taxes.

When attendees book a room, the tax will be included in the total price when they see the list of rooms, and it will show the breakdown on checkout.

Go to the Booking Confirmations section in Housing > Settings to customize the email and page they see after they reserve their hotel. Click Edit Page; this will redirect to Registrations > Confirmation & Reminders where you can customize the email and page.

If you want attendees to book their hotel right after they register for the event, you can add the hotel booking link to the order confirmation email and page. You can also include the link in the reminder emails you send them. Head to the Share the Booking Link section in Housing > Settings to edit those emails and pages. The link is on top of that page.

To customize the look of your booking page, go to Housing > Settings and click Edit Page. This will open the advanced page builder where you can design your page.

When accessing the booking link, the displayed information will depend on the following:

If they're already logged in when they access the page, they can start selecting the dates and check the availability.

If they are not logged in, they'll need to enter their email address and click continue. They should receive an email with a link that automatically signs them in.

The link in this email expires after it's been used once, they can request for a new email from the page or click the link to resend the magic link.

If they enter an email address that does not have a ticket for the event, they will get a "no registration" message.

If they access the link while logged in and they already have a room reservation, they will see their reservation details and a button to go to My Registrations.

Instead of having the attendee make the reservation, you can add the bookings for them in Housing > Bookings.

Admins can view, export and edit hotel reservations from Housing > Bookings.

When you click on a booking, it will open the details where you can update the check in and check out dates, hotel and room type.

When the booking is updated, the attendee will receive an email notification about the change.

Note that the bookings will have a Booking ID but no Hotel Confirmation number yet. The partner hotel should provide this after they enter the booking information to their system.

You can use the tabs at the top of the page to filter bookings by All, Confirmed, or Canceled., you can also save your own view based on the filters you add. You can also search for a booking or filter the list by Hotel, Ticket Type, or Status.

Click the three-dot menu next to a booking to:

You can also click Export to download the booking list.

Click Edit Columns to add more columns to your view. You can also create a Smart View based on the filters you add.

In Attendees > Attendee Management, you can also create Smart Views that will include the booking details columns through Edit Column. You can add the booking ID, booking status, hotel, room type, check-in date, check-out date, and confirmation number to your view.

For the bookings to be inputted to the hotel's system, you'll need to provide the booking details to your partner hotel. For now you can Export the bookings and send that file to them, or send them a link to your Smart View in Attendee Management. Once the hotel adds them to their system, they should provide you with the hotel confirmation number.

Once the partner hotel provides the hotel confirmation number, you can manually add them to the booking or import them through CSV upload. Click the Import Hotel Conf # button from Housing > Bookings.

The file must carry these two columns. Extra columns, and any order, are fine:

Once saved or uploaded, the attendee will receive a notification email that includes the hotel confirmation number.

Attendees can only view their booking. If they want to make changes, they'll need to contact the event organizers to update the information.

Attendees can access their booking details when they are logged in through the booking link or through My Registrations.

In Engage > Email, a template to Book your room by ${room_block_cutoff_date} is available. You can use this to remind attendees to book the room before the cut off date.

The template has a Book a Room button that will redirect to the booking page using the merge tag ${hotelReservationBookingLink}

To add other housing merge tags, you can click on a button or text object in the template, then click Merge Tags from the menu that appears on top. Select the merge tag under Housing in the pop-up.

In Registration > Confirmation & Reminders > Reminder Emails, there is a Default Room Reservation Reminder Email template, and you can choose these as recipient lists for to send reminder emails:

You can open the advanced template builder to further customize the email.