What is your Hotel User Verification tool and how do I use it?

To streamline the process of identifying and contacting the correct hotel users, we have introduced a hotel user verification system for hotel contacts. This feature ensures that housing company users can easily verify, update, and confirm the involvement of hotel users associated with an event, reducing inefficiencies and reliance on outdated manual tracking.

Verification Emails

• Prior to an event’s start date, associated hotel users automatically receive a verification email prompting them to:
  • Verify their basic information.
  • Update their user profile.
  • Indicate their level of involvement with the event.

• Response Options
  • User is Involved
    • Clarify their role and requested level of access:
      • Monitoring pickup
      • Upload/enter rooming list information to your property’s system
      • Post event accounting

• User is Not Involved
  • Provide the email address of an alternative contact.
    • A new user account is created automatically if necessary.
    • The new contact receives a verification email automatically if necessary.
  • Alternatively, submit a custom note which is emailed to the account manager and the hotel service email address automatically.

Verification Status Tracking

Verification responses are displayed as a status and verification note:

• Status Options:
  • Not Verified
  • Email Sent
  • Verified
  • Not Involved
• Verification Note:
  • Sent on (MM/DD/YYYY) – For email sent status.
  • The requested access levels from verification.
    • Requested Pickup View
    • Requested Rooming List Access
    • Requested Post Event Accounting
  • Replaced by (xx@xxxx.com) – Displayed when another contact is provided.
  • Note sent to account manager – Displayed when a note is submitted.
• The locations that the statuses and notes are displayed are:
  • Event Hotel Users Subtab
  • Event Hotel User Management Pipe Tool

Email Scheduling & Manual Sending

• Verification emails are sent automatically based on an event-level setting in the Email Reminder Settings section.
  • Emails are sent the specified number of days before the first hotel cutoff date.
  • By default, this will be turned off for existing events. 

• Manual email sending options are available as well:
  • From the Hotel Users Tab
  • From the Event Hotel User Management Pipe Tool

Verifying On Behalf Of A User

• Housing Company users can complete or update verification on behalf of a hotel user from the Hotel Users Tab if needed.

Reporting

• An additional PipeSights report will be made available shortly after release. This will allow you to monitor across your whole organization any hotels at upcoming events that don’t have a verified user, or one that has been granted access to pickup reports. 

Additional Enhancements

• When selecting an invoice recipient from the dropdown user list, users who were verified as Post Event Accounting will have a designated tag with their user details so you can be confident who you are sending an invoice to.

• Additional last login timestamps for hotel users have been added on the:
  • Event Hotel Users list.
  • RFP Recipients page.

Expected Impact

This feature enhances efficiency by automating the verification process, reducing time spent identifying hotel contacts, and improving overall data accuracy for event execution. By integrating user involvement tracking directly into the event lifecycle, users can confidently manage hotel contacts with up-to-date information.