Room blocks

Record what you contracted with each hotel — n rooms of one room type per night — and watch pickup against it.

A room block is one contract: n rooms of one room type at one hotel, night by night. You record what was negotiated; the console then tracks pickup — how many of those rooms your attendees’ stays are actually using — against it.

Need a “Speaker block” carved out of the main allocation? Sub-blocks are simply more blocks: create another block over the same hotel and room type and attribute the speakers’ stays to it. Each block’s pickup is counted from the stays attributed to it.

Create a room block

1. Click Add room block

   Name the contract — “Speaker block”, “Attendee block” — and pick the hotel and the room type it holds. A block covers exactly one room type at one hotel; a contract spanning two room types is two blocks.

2. Enter the nightly contract

   On the block’s page, add one row per night: the date, how many rooms are contracted, and the rate. Nights differ — peak nights often carry more rooms and higher rates — so each night is its own row.

3. Add the contract notes

   Optionally set the currency for the rates and the cut-off date — when the hotel releases unsold inventory.

Rates and currency are contract notes, nothing more. Nothing is charged to anyone, and no amount is enforced — they are there so the numbers you negotiated live next to the pickup they apply to. The cut-off date is equally informational: nothing closes automatically when it passes.

Pickup: always derived, never edited

For each night, the block’s page shows contracted, picked up and what is left. Pickup is counted live from the stays attributed to the block: a stay covers a night when the night falls between its check-in and check-out, and it counts as long as it is not cancelled or a no-show.

Because pickup is derived from the stays themselves:

• it cannot drift — there is no counter to get out of sync;
• it cannot be edited — the only way to change pickup is to change the stays;
• cancelling a stay releases its pickup immediately, every night it covered.

Going over the block

If more stays are attributed than a night’s contracted count, the console flags the block Over block — on the list, and per night on the detail page.

Over-block is a flag, never a barrier. The platform will not refuse a stay because a block is full: the contracted count is a promise to renegotiate with the hotel, not a wall. When you see the flag, call the hotel — do not expect the software to have stopped anyone.

Archiving

Blocks are archived, never deleted — pickup history must stay answerable. An archived block keeps its history but takes no new stays; Restore reopens it. Stays already attributed to an archived block keep their attribution.

Rules to know

• One block = one hotel + one room type. Sub-blocks are just more blocks.
• Pickup and availability are derived from stays on every view — never stored, never editable.
• Per-block pickup follows attribution: with two blocks over the same room type, a stay counts against the block it is attributed to.
• Rates, currency and cut-off are informational contract notes; nothing charges, nothing auto-closes.
• Exceeding a contracted count flags the block; it never blocks the stay.
• Archived blocks keep their pickup history and take no new stays.