Hotels
Record and manage guest hotel stays for your event in Evencia.
Overview
The Hotels page lets you record hotel bookings for your event guests. For each guest you can add one or more hotel stays, store check-in and check-out times, attach confirmation documents, and edit or remove stays as plans change.
Where to find Hotels
- Open your event.
- Select Travel from the event menu.
- Select the Hotels tab.
How the Hotels page is organised
The Hotels page shows a table where each row represents a guest. Within each row, the Hotel Stays column shows all hotel stays recorded for that guest as clickable labels (Stay 1, Stay 2, and so on).
Selecting a stay label opens a detail panel on the right showing the full hotel information.
Filtering and searching
Use the filters above the table to find specific guests or stays:
| Filter | What it does |
|---|---|
| Search | Searches by guest name, guest ID, hotel name, or confirmation number |
| Status | Filters by the guest's registration status |
| Tag | Filters by the guest's assigned category |
| Hotel Info | Shows only guests who have a hotel stay, or only guests without one |
| Registration | Filters by whether the guest has completed registration |
Select Clear to remove all filters.
How to add a hotel stay
Step 1 — Open the Add Hotel Stay form
Select Add Hotel Stay in the top-right corner of the page.
Step 2 — Fill in the stay details
Fill in the hotel information:
| Field | What to enter |
|---|---|
| Guest | The guest this stay is for (required) |
| Property Name | The name of the hotel or accommodation (required) |
| Property Address | The hotel's address (optional) |
| Check-in | The local date and time of check-in |
| Check-out | The local date and time of check-out |
| Timezone | The timezone of the hotel's location |
| Confirmation Number | The booking confirmation code from the hotel or booking platform |
| Room Type | The type of room booked (e.g. Standard, Deluxe, Suite) |
| Notes | Any additional notes about the stay |
Step 3 — Attach documents (optional)
You can attach hotel confirmation PDFs or images. Note that attachments can only be uploaded after the stay has been saved. Save the stay first, then reopen it to attach files.
Accepted file types: images, PDF, Word documents. Maximum file size: 5 MB per file.
Step 4 — Save
Select Save Hotel Stay. The stay is added to the guest's record.
How to view hotel stay details
Select a stay label (e.g. Stay 1) in the table to open the detail panel on the right.
The panel shows:
- The hotel name and address
- Check-in and check-out times and timezone
- Room type and confirmation number
- Any notes
- Attached documents (select the filename to download)
How to edit a hotel stay
- Open the stay detail panel by selecting a stay label in the table.
- Select Edit.
- Update the information as needed.
- Select Save Hotel Stay.
How to delete a hotel stay
- Open the stay detail panel.
- Select Delete.
- Confirm the deletion.
The stay is permanently removed.
How to add a stay directly for a specific guest
In the Hotel Stays column of a guest's row, select the + (plus) button at the end of the stay labels. This opens the Add Hotel Stay form with that guest already pre-selected.
How to attach documents to a hotel stay
- Find the stay in the table and open its detail panel.
- Select Edit.
- In the Attachments section, select Choose Files and pick the files you want to attach.
- Select Save Hotel Stay.
To remove an attachment, select the trash icon next to the filename in the edit form.
Fields and options at a glance
| Field | What it means |
|---|---|
| Guest | The guest this stay is assigned to |
| Property Name | The name of the hotel or accommodation |
| Property Address | The hotel's physical address |
| Check-in | The date and time the guest checks in (in the hotel's local time) |
| Check-out | The date and time the guest checks out (in the hotel's local time) |
| Timezone | The timezone where the hotel is located |
| Confirmation Number | The booking confirmation code |
| Room Type | The type of room booked |
| Notes | Internal notes about the stay |
Common problems
I can't see the Add Hotel Stay button
You may not have the required travel.edit permission. Contact your event administrator.
The check-out time is rejected
The check-out date and time must be after the check-in date and time. Check that you have entered the correct dates and that the timezone is set correctly.
I uploaded files but they are not showing
Attachments can only be added after the hotel stay has been saved. If you just created a new stay, close the form and reopen it to attach files.
Tips
- Set the Timezone to the hotel's local timezone so that check-in and check-out times are displayed correctly for guests wherever they are viewing from.
- Use the Confirmation Number field to store the hotel or booking platform's reference code — it makes the stay easy to search for if a guest has a question.
- If a guest is staying at the same hotel for multiple separate periods, add each period as a separate stay.