Hotel Assignments

AdminTravel Coordinator

🔒Requires permission: Events.Travel

Hotel assignments ensure every deployed caregiver has accommodations near the event facility. Travel coordinators select from available hotels, assign room types, and record confirmation details for each caregiver.

Prerequisites

Before assigning a hotel to a caregiver:

1. The caregiver must be assigned to the event.
2. At least one hotel must be configured in the event's hotel reference data (see Managing Hotels below).
3. The event must be in Planning or Active status.

Assigning a Hotel

Step 1: Select Caregivers

Navigate to the event's Travel tab and click Assign Hotel. The assignment form opens with a caregiver selection panel.

• Search -- Type a name or BlueSky ID to locate caregivers.
• Filter -- Use the "No Hotel" filter to show only caregivers who have not yet been assigned a hotel.
• Select -- Check one or more caregivers to assign them to the same hotel and room configuration.

Step 2: Choose a Hotel

Select a hotel from the Available Hotels dropdown. The dropdown lists all hotels configured for this event, along with summary information:

Displayed Info	Description
Hotel Name	The name of the hotel property.
Distance	Approximate distance from the event facility.
Available Rooms	The number of rooms still available (total allocated minus currently assigned).
Nightly Rate	The negotiated nightly rate, if entered.

If the hotel you need is not in the list, click Add New Hotel to create a new hotel record without leaving the assignment form. See Managing Hotels for field details.

Step 3: Enter Assignment Details

After selecting a hotel, fill in the assignment details:

Field	Description	Required
Check-In Date	The date the caregiver will check in. Typically the day before the event starts or the day of arrival.	Yes
Check-Out Date	The date the caregiver will check out. Typically the day after the event ends or the caregiver's last shift.	Yes
Room Type	The type of room assigned. Options depend on what has been configured for the hotel (e.g., Single King, Double Queen, Suite).	Yes
Confirmation Number	The hotel reservation confirmation number.	Yes
Roommate	If the caregiver is sharing a room, select the roommate from the caregiver list.	No
Special Requests	Free-text field for accessibility needs, floor preferences, dietary notes for hotel breakfast, etc.	No

Step 4: Save the Assignment

Click Save to create the hotel assignment. The system will:

1. Associate the hotel record with each selected caregiver.
2. Update the caregiver's travel status to reflect the hotel assignment.
3. Decrement the available room count for the selected hotel.
4. Display the assignment in the Hotel Assignments section of the travel dashboard.

tip

When assigning roommates, select both caregivers and assign them together. The system will link their records and share the same confirmation number.

Editing a Hotel Assignment

To modify an existing hotel assignment:

1. Find the caregiver in the Hotel Assignments section of the travel dashboard.
2. Click the caregiver's name or the Edit icon.
3. Update the details as needed -- change the hotel, dates, room type, or confirmation number.
4. Click Save.

info

If an itinerary has already been sent, editing the hotel assignment flags the itinerary as outdated. Resend the itinerary to ensure the caregiver has current information. See Sending Itineraries.

Removing a Hotel Assignment

To remove a hotel assignment:

1. Find the caregiver in the Hotel Assignments section.
2. Click the Remove icon.
3. Confirm the removal.

Removing an assignment frees the room back into the available pool for the hotel.

Managing Hotels

Hotels are managed as reference data within each event. This allows coordinators to configure the list of available hotels, room types, and capacity before making assignments.

Accessing Hotel Management

Navigate to the event's Travel tab and click Manage Hotels (or access it via the event's Reference Data settings).

Adding a New Hotel

Click Add Hotel and fill in the following fields:

Field	Description	Required
Hotel Name	The full name of the hotel property (e.g., "Marriott Downtown Convention Center").	Yes
Address	Street address, city, state, and ZIP code.	Yes
Phone Number	The hotel's front desk or reservations phone number.	No
Contact Name	The name of the hotel's group booking contact, if applicable.	No
Contact Email	Email address for the hotel contact.	No
Distance from Facility	Approximate distance from the event facility in miles.	No
Total Rooms Allocated	The number of rooms reserved under the group block.	Yes
Nightly Rate	The negotiated nightly rate for the group block.	No
Room Types	The room types available at this hotel. Add one or more (e.g., Single King, Double Queen, Suite, ADA Accessible).	Yes
Notes	Free-text field for shuttle information, parking details, breakfast hours, etc.	No

Editing a Hotel

Click the hotel name in the hotel list to open its detail form. Update any fields and click Save.

Deactivating a Hotel

If a hotel is no longer available for the event (e.g., the block was released), click Deactivate. Deactivated hotels:

• Do not appear in the hotel selection dropdown for new assignments.
• Retain existing assignments (caregivers already assigned are not removed).
• Can be reactivated if the block becomes available again.

caution

Deleting a hotel is not allowed if any caregivers are currently assigned to it. Deactivate the hotel instead, or reassign all caregivers to a different hotel first.

Room Capacity Tracking

The hotel management view displays real-time room capacity for each hotel:

Metric	Description
Total Rooms	The total number of rooms in the group block.
Assigned	The number of rooms currently assigned to caregivers.
Available	The remaining rooms (Total minus Assigned).
Utilization	A percentage showing how full the block is.

When a hotel reaches 90% utilization, a warning indicator appears. At 100%, the hotel is flagged as Full and a confirmation prompt appears if a coordinator attempts to over-assign.

Common Scenarios

Shared Rooms

To assign two caregivers to the same room:

1. Select both caregivers in the assignment form.
2. Choose the same hotel and room type.
3. Enter a single confirmation number.
4. The system creates linked records showing each caregiver as the other's roommate.

Mid-Stay Hotel Changes

If a caregiver needs to change hotels during their stay (e.g., the original hotel block expired):

1. Edit the current hotel assignment and set the Check-Out Date to the transfer date.
2. Create a new hotel assignment at the second hotel starting on the transfer date.
3. Resend the updated itinerary to the caregiver.

Extended Stays

If a caregiver's assignment is extended beyond the original event dates:

1. Edit the hotel assignment and update the Check-Out Date.
2. If the original confirmation does not cover the extension, update the Confirmation Number with the new reservation.
3. Resend the itinerary.

Next Steps

• Sending Itineraries -- Generate and send complete travel itineraries.
• Change Requests -- Handle caregiver requests for hotel changes.
• Pre-Arrival Instructions -- Send pre-arrival information to caregivers.