Add Accommodations to Your Competition
Before delegations can book accommodations for your competition, you need to configure the available hotels/categories, and rooms.
This guide will walk you through the complete setup process.
1. Where to Start
In the sidebar, with your competition selected, click "Advanced Registrations".
Click on the "Configure" tab at the top of the page, then "Accommodation".
2. Step 1: Enter the Accommodations Summary Key
The first step is to enter an Accommodations Summary Key.
This is a unique identifier that tracks room availability across all delegations.
Important: This key should be entered before opening registrations to delegations and should not be changed once registrations start.
2.1 Sharing Accommodations Between Competitions
If you want to share accommodation availability with another competition (e.g., Junior and Senior competitions at the same venue), use the exact same Accommodations Summary Key in both competitions.
When sharing accommodations:
- The Category names must match exactly in both competitions
- The Room names must match exactly in both competitions
- Availability will be tracked across both competitions
3. Step 2: Add Accommodation Categories
Categories represent different types of accommodations or hotels (e.g., "Official Hotel", "Budget Hotel", "4-Star Hotel").
To add a category, click the "+" button in the Categories table.
Enter a name for the category and click "Ok".
3.1 Assigning Packages to Categories
If your competition has multiple packages, you'll need to assign which package(s) can use each category.
- If your competition has only one package, it will be automatically selected
- If your competition has multiple packages, double-click on the "Packages" cell to select one or more packages for that category
4. Step 3: Add Room
Once you have created a category, select it from the Categories table to add room.
To add a room , click the "+" button in the Rooms table.
Enter a name for the room type (e.g., "Single Room", "Double Room", "Triple Room") and click "Add".
4.1 Configuring Room Details
For each room type, you need to configure:
- Name: The display name for the room (e.g., "Single Room")
- Persons per room: The number of people that can stay in this room type
- Price: The cost per room (in the competition's currency)
- Availability: Whether the room type is available for booking
Tip: Double-click on any field to edit it.
5. Step 4: Set Room Availability
After adding categories and room types, you need to set how many rooms are available for each type.
Click on the "Analyze" tab at the top of the page, then select the "Accommodation" option.
For each room type, enter the number of rooms available for each day of the competition.
6. Step 5: Add Additional Information (Optional)
You can add helpful information for delegations in the text boxes at the bottom of the Configure → Accommodation tab.
This information will be displayed in the registration sidebar when delegations are filling in their accommodations.
You can add information about:
- Accommodations: Details about hotels, check-in/check-out times, amenities, etc.
- Meals: Information about included meals, dietary restrictions, meal times, etc.
- Parties: Details about social events, dress code, timing, etc.
- Travel Info: Transportation options, airport transfers, parking, etc.
- Insurance: Insurance requirements or recommendations
7. Step 6: Save Your Configuration
After making any changes to the accommodation configuration, always click the "Save" button on the right side of the page.
Warning: If you don't save your changes, they will be lost when you navigate away from the page.
Once you've completed all these steps, delegations will be able to see and book the available accommodations when filling in their registrations.