Room block management

Room block management shows, for every hotel and every night, how many rooms you contracted and how many your attendees need. Planners use it to spot nights with too many or too few rooms before the hotel's deadlines. The contracted rooms come from the block you set up here or from a sourcing handover. The rooms needed come from your attendees' trips.

Add a hotel#

If you sourced the hotel in HAPR, the block arrives through handover. See Handover to your event. Otherwise add it yourself.

1. 1
   Open your event and choose Room block.
2. 2
   Press Add hotel.
3. 3
   In Hotel name, start typing. Choose the hotel from the list to fill in its address and, where HAPR knows it, the currency for its country.
4. 4
   Enter the Room type, for example a single or a twin room.
5. 5
   Enter No. of Rooms Required per night.
6. 6
   Under Stay dates (check-in → check-out), pick the check-in and check-out dates. HAPR creates one block night for every night from check-in up to, but not including, check-out.
7. 7
   Choose the Currency and enter the Nightly rate.
8. 8
   Press Add hotel.

app.thehapr.com/hub/…/room-block-management

1. 1Search for the hotel by name.
2. 2Name the room type.

The first time, the page shows Set up your first room block with an Add hotel button. The rooms start as the same number every night. Change individual nights afterwards.

If you close the window with the cross or by clicking outside it, HAPR keeps what you typed for next time. Cancel clears it.

Add a room type#

1. 1
   Press Add room type on the hotel.
2. 2
   Enter the Room type, the Nightly rate, the Rooms per night and the Stay dates (check-in → check-out). The dates start as the dates of the hotel's first room type. The currency is the hotel's own.
3. 3
   Press Add room type.

You cannot add a room type with a name the hotel already has.

Read the grid#

Choose a hotel in the Hotel list at the top, or leave it on All Hotels. Each hotel has a summary and one grid per room type.

app.thehapr.com/hub/…/room-block-management

1. 1Add a hotel to the block.
2. 2The contract terms bar for the hotel.
3. 3Add another room type to the hotel.
4. 4Download the hotel's grid as a file.
5. 5Apply a bulk change to the nights you chose.
6. 6The adjusted contracted rooms, night by night.

The cards at the top of the page add up every hotel.

• Contracted spend and Actual spend
• Contracted rooms / Adj.
• Actual rooms
• Actual vs contracted

When hotels are priced in different currencies, the spend cards read Mixed.

Each hotel shows its address, its Blocked dates and currency, and its own totals. +/- vs contracted is the actual rooms minus the contracted rooms. A negative figure means you contracted more than you need.

Each room type has a pickup status next to its name. See Pickup status. The grid has a column for each night, with these rows.

The Total column adds each row up across the block. The grid scrolls sideways when the block is long.

Rooms needed are counted live from your attendees' trips. See How the numbers work.

Change the rooms or the rate#

1. 1
   In the row you want, type the new number into a night. A rate can have decimals. Room counts are whole numbers and cannot be negative.
2. 2
   To change Contracted room count, press the lock beside the row name first. The lock stops a contracted number changing by accident.
3. 3
   Stop typing. HAPR saves a moment later.

In the Total column of the Contracted (Adj.) row, the − and + buttons take one room off, or add one, on every night of that room type.

If a save fails, HAPR shows Save failed with the reason.

Change many nights at once#

Every room type has a Bulk edit bar above its grid.

1. 1
   Open the category list and tick what to change. Choose Contracted room count, Contracted (Adj.), Nightly rate, or All categories. It starts on Contracted (Adj.).
2. 2
   Type the new value after set to.
3. 3
   Under for, pick the first and last night in Select dates. Pick one night twice to change just that night. The cells that will change are highlighted.
4. 4
   Press Apply.
5. 5
   HAPR asks you to confirm, for example "Set Contracted (Adj.) to 40 for 3 nights?". Press Apply again.
6. 6
   Press Undo on the message that follows. It stays for about nine seconds, and it is the only undo.

Only the nights in your range change, and only the categories you ticked.

Add or remove nights#

• To add one night at either end of a grid, press the + at that end of the header. The new night copies the rate and room counts of the night next to it.
• To add several nights, press Add dates on the room type. In Add or delete dates, pick the Date range (check-in → check-out), the Nightly rate and the Rooms per night, then press Add dates. It starts with the week after the block. Confirm the message. Nights that are already in the block are left as they are.
• To remove nights, press Delete dates in the same window. The range runs from check-in up to, but not including, check-out. Confirm with Delete dates.
• To remove nights from the grid itself, drag across the day headers, or hold Ctrl (Cmd on a Mac) and click several. Right-click, press Delete with the number of days, and confirm. Press Escape to clear the selection.

Deleted nights cannot be brought back. If you remove every night of a room type, HAPR treats it as deleting the room type, as described below.

Rename or delete a hotel or room type#

• Press Rename hotel on the hotel, or Rename on a room type. Type the New name and press Save name. HAPR tells you how many assigned guests will show the new name.
• Press Delete on a room type. HAPR lists the guests assigned to it, and Delete stays unavailable until it has checked. Deleting a room type unassigns those guests, so they show as not assigned. Deleting a hotel's last room type removes the hotel. This cannot be undone.
• Press Changes on a hotel to see who added, renamed or deleted its room types or the hotel, and when. It shows the latest 20.

Contract terms#

Hotels that came from a sourcing handover, or that already have tax and service set, show a Contract terms bar with how many terms are set, for example "6 set". Press it to open the list.

app.thehapr.com/hub/…/room-block-management

1. 1The pencil beside Attrition allowed.
2. 2The pencil beside Cut-off date.
3. 3The pencil beside Rooming list due date.
4. 4The pencil beside Deposit.

1. 1
   Press the pencil beside a term.
2. 2
   Type the new value, or choose from the list for yes and no terms (Not set, Yes or No).
3. 3
   Press Save. HAPR confirms with the term's name and "saved."

The terms are attrition allowed (%), attrition terms, cut-off, rooming list due, complimentary rooms, deposit, cancellation, F&B minimum, tax (%), service charge (%), whether rates include tax, whether tax is charged on service, whether rates include breakfast, and notes. Leave a term empty to clear it.

• Percentages run from 0 to 100. Days before arrival are whole numbers.
• Changing Cut-off (days before arrival) or Rooming list due (days before arrival) also moves the matching date, counted back from the hotel's first night.
• EUR rate appears only for a hotel not priced in euros. When it is empty and the currency has a daily rate, the panel reads ECB daily rate.
• HAPR records who changed each term. A term you edit here is kept if the hotel is handed over again.

Check the estimated cost#

Each hotel can show an Estimated cost bar with the total allocated to attendees. It may also show a rate note, Tax not set, EUR rate not set, how many block nights have no rate, and Updating costs… while figures refresh. Press the bar to see Block total, Allocated to attendees and Unallocated rooms, plus Over allocation, Legacy stays, no attendee, Excluded (rate conflict or currency) and Priced by a stay rate when they apply.

A hotel with no tax terms shows a form. Enter the Service charge and Tax percentages, the EUR rate if the hotel is not priced in euros, answer the two questions about tax and service, and press Save tax and service. Until tax is set, the estimate is the base rate only.

Pickup status#

Each room type shows a pickup status. It compares all rooms needed with all contracted rooms across the whole block, not night by night.

Pickup is measured against Contracted room count. The +/- Rooms row is measured against Contracted (Adj.).

Download the grid#

Press Download CSV on a hotel. You get one file for that hotel with a row for every room type and night, named after the hotel. If your access does not allow exports, HAPR shows Export is restricted for your access level.

Ask the AI assistant#

1. 1
   Press the sparkle icon at the top of the page (Open AI assistant).
2. 2
   Press a suggestion, or type a question in Ask about the room block and press the send arrow. Ask about pickup, attrition risk, nights over the block, spend, or any hotel or room type.

app.thehapr.com/hub/…/room-block-management

1. 1A suggested question. Press it to ask it.
2. 2Type your own question here.

Answers cover the whole event. The panel shows how many questions you have left today.

Good to know#

• Demand comes only from trips that have a room type and both dates. Importing attendees does not create demand until they are assigned. See Attendee manager.
• Two people sharing a room count as one room.
• To place attendees automatically, use the AI recommend button on the hotel. See AI room assignment.
• The page refreshes about every 30 seconds. It waits while you are typing or have a window or selection open.

If something looks wrong#

• If the grid is empty, the page shows Couldn't load and the reason, for example Could not load the room block. Reload the page.
• Check-out must be after check-in. Pick the last night's following day as check-out.
• That date range has no nights. Pick a longer range.
• Those nights are already in the block. Choose dates outside the block.
• No block nights fall in that range. Choose dates that are in the grid.
• At most 1000 nights at a time. Add the block in shorter parts.
• Under bulk edit, Pick what to edit means no category is ticked. Select dates first means no range is chosen.
• That is already its name. Type a different name when renaming.
• Could not save the term. Try again. The term was not saved. Try again.
• The term was saved, but the change could not be recorded. Save it again. Save the term again so the change is recorded.