How do I complete a reservation by reservation post-event pickup report?

To provide hotel partners an overview of reconciling post-event pickup reports through EventPipe in a “Reservation by Reservation” format for accurate reporting.

Key Steps

1. Access Pickup Reports:
   • When an event ends you should receive an email from your Hoco partner with a link to login to EventPipe and review your pickup reports
   • Login to EventPipe (https://app.eventpipe.com/auth/new/) 
   • Select “Pickup Reports” on the top navigation tabs.
   • Search for and choose the relevant pickup report
2. Review Summary Report:
   • Sanity check the summary report section near the top of the pickup report for total reservations, room nights, revenue, commissions, and rebates categorized by reservation status (stayed, canceled, etc.).
   • These numbers will update as updates are made to the relevant reservation data below the summary bar.
3. Review Reservations:
   • Review the list of reservations for this event
   • You can sort by either the Confirmation Number or Guest Name columns by clicking the header above those columns in the table.
   • Note that all reservations taken from the Hoco Partner during the event are assumed to be Stayed or Comp, any that were canceled in the Hoco system prior to the event ending will not show up on this report.
4. Edit Reservations (if necessary):
   • For reservations that require updates:
     • Click the pencil icon next to the reservation.
     • Update the necessary fields (e.g., checkout date, room revenue).
     • If a reservation is shortened or lengthened, adjust the checkout date accordingly and hit "save."
     • For cancellations, change the status to "cancel with penalty" if applicable, and adjust the room revenue as needed.
       • No Shows, Minimum Stay Violations, and Comp Rooms are also reservation disposition status’s you can choose
       • You can set any disposition status to include a “penalty” or not, which sets if the guest was charged for their breach of the original reservation agreement or not.
     • You can check/uncheck the “Pays” column which indicates if this reservation is subject to commission and rebates due to the housing company.  The system will infer this based on the status, however you can override it in certain cases.  Refer to your original agreement with the housing company to determine if penalty based statuses pay compensation and adjust the box accordingly.
   • Apply Credits or other Room Revenue Adjustments:
     • If a credit needs to be issued (e.g., for service issues), edit the reservation:
       • Adjust the room revenue to reflect the credit amount.
       • Add a note explaining the reason for the credit.
       • Hit "save" to update the record.
   • Add New Reservations:
     • If you received reservations related to this event that are not included in this report:
       • Click "add reservation."
       • Fill in all required fields including check-in/check-out dates, room type, revenue, and status.
       • Save the new reservation.
5. Saving Changes
   • All changes you make to the report are saved in real time as soon as you finalize changes to that reservation row.  There is no need to save a draft of the report at large.
6. Final Review and Submission
   • Review the summary report section again to ensure it aligns with your expectations
   • Click “Send Report” to submit the report back to the Housing Company for review and finalization.

Other Items

1. Export Reservations
   • You can export the reservations at any time by clicking the “Export” button at the top of the page, whether it be for record-keeping or further analysis.

Cautionary Notes