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Working with Reservations

Learn how Reservations work in Event Temple when integrated with MEWS

Written by Pouyan Taghipour

When a property is integrated with MEWS, you are able to see a Booking's reservations directly in Event Temple. You can take various actions such as adding, canceling, confirming, changing the customer, and more.

Viewing Reservations

When a Room Block is synced with MEWS, any reservations created in MEWS for the group (aka "Availability Block") will be automatically synced to Event Temple or vice versa.

These reservations can be viewed in Event Temple on a booking's Reservations tab:

Adding Reservations

There are 5 scenarios where you can add new reservations to a Booking in Event Temple:

1. The Booking has a successfully synced Room Block

  • The Room Block must be a definite status

  • Reservations will be created as "pick-ups" against the synced "Availability Block" in MEWS

  • You will only be able to add Reservations that fall within the group's Room Blocks

2. The Booking has a failed synced Room Block

  • The Room Block must first be successfully synced

  • The Reservations will be created as "pick-ups" against the synced "Availability Block" in MEWS

  • You will only be able to add Reservations that fall within the group's Room Block

3. The Booking has a Room Block that has not been linked to the PMS (ie. Create on PMS has not been selected)

  • If Reservations already exist, you will be able to add more

4. The Booking has no Room Block

  • You will be able to create Reservations for any date, Room Type or Rate

  • You will be able to link existing Reservations from MEWS to Event Temple

  • Once Reservations are created this way, the system restricts you from syncing a Room Block with Mews

5. The Booking already has Reservations

  • When adding reservations to a Booking that already has Reservations linked, the new Reservations will be added to the same "group" of Reservations

Create New Reservations

  1. Open a Booking

  2. Access the Reservations sub-tab

  3. Click '+ New Reservation'

    1. If this is a Room Block Booking, the reservations will be tied to the availability block in MEWS

    2. If this is a non-group booking, the Reservations will be transient

  4. Select the Dates

  5. Select the Contact (aka Mews customer) or the Paymaster

  6. Fill in the Options

  7. Select a Rate

  8. Select the guestroom Spaces to reserve

    • Note that you cannot select Spaces until you've picked a rate

  9. Fill in the # guests per guestroom

  10. Fill in the # of room reservations to create for each guestroom

    1. Note that availability displayed is either based on the hotel's availability and Room Block Availability

  11. Optional: override the room rate

  12. Click Create

Tip: If you are using a Private Rate check the 'Allow Invalid Rates'

Selecting the Contact (Mews Customer)

Select One of the synced contacts associated with the booking. The primary contact is selected by default or select your Paymaster.

If you Contact is not synced to MEWS, you will need to manually sync the Contact to MEWS prior to creating or adding new Reservations.

Please see this article on Mews Contact Sync for more details on how to Manually Sync Contacts from Event Temple to MEWS.

Mews Contact Sync

Filling in the Options

Status refers to how the spaces will be blocked in Mews and has 3 options:

  • Enquired - guest and availability not confirmed

  • Optional - guest: not confirmed; availability: confirmed and blocked

  • Confirmed - guest and availability both confirmed and blocked

Release Date is when the optionally blocked space categories will be released (based on the settings in Mews) if they have not yet been confirmed. This cannot be changed in Event Temple once the Reservation is saved. It can be updated in Mews if the Reservation has an Optional status.

Group Name will be automatically assigned if not specified

Confirmation email will send an email to the customer via Mews, provided it has an email address.

Managing Reservations

Batch Actions can be performed on your Reservations to confirm Optional reservations or to cancel Optional/Confirmed Reservations.

  1. Click the checkbox next to the Reservations that you wish to confirm or cancel

  2. From the Batch Action menu, select Confirm or Cancel

    1. Confirm

      1. Select if you want to send a Confirmation Email or not

      2. Click Confirm Reservations

    2. Cancel

      1. Select if you want to charge a Cancellation Fee or not

      2. Enter cancellation notes

      3. Click Cancel Reservations

Changing the status of a Booking to Lost will give you the option to Cancel your Reservations and charge a cancellation fee. This option will only appear if your Booking has Optional or Confirmed Reservations.

Adjusting Occupancy

It can happen that you need to adjust the occupancy of the Room you have reserved. We recommend the following steps to do this:

  1. Cancel the Reservation

  2. '+New Reservation' with the desired number of guests

After saving the Reservation in Event Temple you will not be able to edit the occupancy (companion)

Link Existing Reservations

Use the "Link" button to search by reservation date to locate & link existing MEWS Reservations.

Important Considerations

  • Reservations are automatically refreshed once per day

  • When canceling a Booking in Event Temple, we will cancel the reservations within the Availability Block within MEWS.

Reservations are not available for use in Event Temple's Documents, such as Proposals or Group Resumes. You must also enter a Room Block into Event Temple in order to show this information.

For more details on how syncing Room Blocks with MEWS Availability Blocks works, check out the details here!

Related Articles
Masterclass: Event Temple x Mews
Account & Contact Sync with Mews
Booker vs Paymaster Behaviour in Mews
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