Event management

The following information will outline the benefits of tracking events:

The system needs to understand specific dates that may behave differently from historical data, such as unusually high or low occupancy, average rates or advance booking patterns.

Local events that impact your property's booking patterns provide crucial information for RMS decision-making. By understanding these events, the RMS adjusts pricing, inventory management, and forecasting to optimize revenue and maximize profitability.

Learn how to update and analyze events via this video:

Prerequisites

In order to access the event management section you will need to have the follow steps in place:

Access to management section or the administrator menu.
Knowledge of local events affecting your property.
Understanding of event impact levels.

Update or add new events

The following will outline information regarding how to update or add new events:

Add a new event

Follow the steps below to add a new event:

📌Note: You can enter events in different ways. Below will outline how to load a one-time event or a repeating event.

Under the header management click the drop down called Events.
Click Calendar.
Select the relevant date:
1. Click the blue arrow to move the displayed month.
2. Click Monthly, Weekly or Daily to further adjust the calendar view.
3. Click the calendar icon to view the full year.
Click Add in the relevant date and a new screen will open.
Complete the following information in this screen:
1. Enter the title or name of the event.
2. Enter the to and from dates.
3. Enter the impact on stay dates of the event. You can change this later if the actual impact differs. Choose from:
  1. High negative impact.
  2. Medium negative impact.
  3. Low negative impact.
  4. No impact.
  5. Low impact.
  6. Medium impact.
  7. High impact.
4. Select one-time event which means this won't repeat in the same manner, such as unexpected weather limiting travel or the Olympics in your city.
5. Enter notes if applicable.
6. Click Submit to save the event.
7. Click Repeat if this will occur again next year, such as bank holidays or annual regional festivals.
8. Add any comments for future reference if needed.
9. Click Next.
10. Choose whether this event repeats:
  1. One other time.
  2. Is ongoing such as a public holiday.
11. Click Submit to save changes.

⚠️ Important: Enter, change, or remove events as soon as the information is known. Since these events are anomalies by definition, the system needs to understand these revenue pattern variations to adapt and learn for future decisions.

View events

Follow the steps below to view existing events:

On the left navigation under the header management, click Events.
Click Calendar.
Select the relevant date to view the event:
1. Click the blue arrow to move the displayed month.
2. Click Monthly, Weekly or Daily to further adjust the calendar view.
3. Click the calendar icon to view the full year.

Edit or delete events

Follow the steps below to edit or delete an existing event:

On the left navigation under the header management, click Events.
Click Calendar.
Select the relevant date to view the event:
1. Click the blue arrow to move the displayed month.
2. Click Monthly, Weekly or Daily to further adjust the calendar view.
3. Click the calendar icon to view the full year.
Double click on a specific event to view the details.
You can edit any of the event information from this screen.
Click Remove to delete the event or all events if it's a recurring event.

Export events

Follow the steps below to export events for a specific time period:

On the left navigation under the header management, click Events.
Click Calendar.
Click Export.
Click From and To to enter the date range.
Click Export.

Import events from a file

Follow the steps below to import events:

On the left navigation under the header management, click Events.
Click Calendar.
Click Import.
Download the template by clicking the blue arrow to the right of load file (csv).
The template has five columns. Enter each event on a separate line.
There are multiple fields required as outlined below:
1. Title or name of the event.
2. Begin date using the format YYYYMMDD for example: 20230426.
3. End date using the same YYYYMMDD format.
4. Impact using these values:
  1. -3: High negative impact.
  2. -2: Medium negative impact.
  3. -1: Low negative impact.
  4. 0: No impact.
  5. 1: Low impact.
  6. 2: Medium impact.
  7. 3: High impact.
5. Comment.
Save your completed file.
To upload your file click choose file.
Select the correct file.
Click Submit to confirm the action.

Filtering events

In the following steps you will learn how to filter events:

On the left navigation under the header management, click Events.
Click Filter.
To search for an event enter one of the following:
1. Date range.
2. Event name.
3. Category.
Click Search.
To ignore all events for a specific date, click the Ignore button for that date.
For individual events, you can:
1. Click the X icon to ignore the event.
2. Assign an impact level to add the event to your system.

📌Note: Assigning an impact level automatically adds the event to your system.

Troubleshooting

The following shows the most frequent troubleshooting issues:

Events not appearing in calendar?

Verify that events were saved successfully and check the date range you're viewing in the calendar.

Import file errors?

Check that your CSV file follows the exact format specified in the template, particularly the date format (YYYYMMDD) and impact values (-3 to 3).

Can't edit events?

Ensure you have appropriate permissions for event management in your user settings.

Frequently ask questions

The following shows the most frequent tasked questions:

What's the difference between one-time and repeating events?

One-time events occur once and don't repeat, while repeating events occur multiple times with similar patterns (weekly, monthly, annually, or bi-annually).

How do I know what impact level to assign?

Consider how the event typically affects your property's demand. Major festivals might have high positive impact, while local road closures might have medium negative impact.

Can I bulk upload recurring events?

Yes, use the CSV template to upload multiple events including recurring ones. The template supports all event types and frequency patterns.

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