Hotel Tracking
TABLE OF CONTENTS
Bulk Update Hotel Tracking Overview
Purpose: To perform bulk update of hotel stays by leveraging a custom view list to allow multiple records to be updated at once.
Intended Audience: Events Team
Create a Custom Engagement Members view
Clone the Hotel Tracking Template for your own personalization.
1. Go to the Engagement Members menu item (see figure A – Step 1).
2. Click on the select list view down arrow icon (see Figure A – Step 2) and search for Hotel Tracking Template OR click here to go directly to the template.
Figure A.
3. Clone the template by clicking on the List View Controls button and choose Clone option (see Figure B).
Figure B.
4. Enter a List Name for your view, this name can only be seen by you, but make it something you can easily identify, for example “6.2021 CIO/CMIO/CNIO Boston Revere” (see Figure C).
Figure C.
Note: You can also customize the columns you want to hide/unhide by choosing the Select Fields to Display option (see Figure B from above) under the List View Controls menu options. For example, if your meeting is from Monday thru Wednesday, you can choose to show Sunday – Tuesday only instead of the entire week. You are also able to also reorder the column order to your preference.
Working with Filter
Customize the filter to show event(s) you want to view/update.
1. Start by clicking on the Filter button (see Figure D).
Figure D.
2. From the Filters window pane click on the Engagement and specify the Product Codes (CNIO, CMIO, CIO, etc.) separated by commas (with or without space after comma) (see Figure E).
Figure E.
3. Click on the Start Date and specify your meeting starting date in the format “MM/DD/YYYY”. Use the Cvent start date (see Figure E).
If filtering Your Hotel Tracker for Hotel Contracts with multiple start dates (ex. M-W and W-F)
Step 1: Adjust the Start Date filter to ‘Greater or equal’ the first start date.
Step 2: Add a new filter, also ‘Start Date’ but this one is ‘Less or equal’ to the second start date of that week.
4. Click the Save button once you are satisfied with your filter parameters.
Performing Bulk Update
Bulk updates allow you to quickly select multiple rows to update. Note that you can only update one column at a time. Be sure to click SAVE frequently to avoid losing your progress.
1. Checked all the records you want to make updates on (see figure F – Step 1).
2. Hover over the cell column for any of the selected rows and the edit pencil will appear. Click on the pencil to begin the update (see figure F – Step 2).
Figure F.
3. Check/uncheck the column checkbox and check Update # selected Items to multi-check all the selected rows. Click the Apply button to apply changes (see Figure G).
Figure G.
4. Click the Save button to commit changes.
Note: Academy Staff may be listed multiple times on this Salesforce Report (i.e. Meeting Planner for 3 programs who must register for all to test apps). Please only mark their hotel stay once and mark all other instances as ‘Alternative Arrangement’.
Creating a Parent Engagement Hotel Tracking
The purpose of creating a parent engagement is for the purpose of tracking hotel block for multiple meetings occurring on the same day(s) at the same location. This data is used for reporting purposes and allows for greater visible during budgeting season.
1. Navigate to the Engagements menu item (see Figure H).
2. Click the New button to create a new Engagement (see Figure H).
Figure H.
3. On the New Engagement window – choose Event record type and click on the Next button (see Figure I).
Figure I.
4. Enter the Engagement Name – it is recommended to make this a friendly and meaningful name since it is publicly viewable/searchable (see Figure J).
Figure J.
5. Although only the Engagement Name is required, the following fields are essential for reporting to be meaningful: Hotel Room Block, Hotel Cut-off Date, and Event Start/End Dates.
Linking the Child (Cvent) Engagement to the Parent (Hotel Master) Engagement
The final step is to link the Child (Cvent) Engagement(s) to the Parent (Hotel Master) Engagement for the system to run aggregated report.
1. Search for the Child (Cvent) Engagement, for example, The Academy CNIO Forum June 2021 Event by using the global search at the top Salesforce screen (see Figure K).
Figure K.
2. Click on the Edit (pencil) button on the Parent Engagement field (see Figure L).
Figure L.
3. Type in the Parent Engagement Name and select the engagement once you identify the correct one.
4. Click the Save button.
5. Repeat this process for all the Child (Cvent) engagements that needs to be linked to this same Parent Engagement.