How do I add room bookings to my registration form?

Please note that the following article shows functionality for the new version of our form editor (v2). If you are using our legacy form editor (v1), you can still follow the steps in the article below, but the location and/or naming of the options noted may be different. If you wish to switch to the new version of our editor, please contact us at getregistered® support.

We have made it easy for attendees to book rooms as part of the registration process, but also provide a wealth of features that allow you to configure your Room Block with versatility in mind.

When interacting with the 'Form Builder' column on the right-hand side of the page, select 'Room Block' from the list of available 'Widgets' near the bottom of the list.

You will then see the following window display to the right of the page.

To proceed, click on the 'Add Room Block' button and you will see the 'Add Room Block' form displayed:

How do I configure a Room Block?

When building your Room Block, your initial configuration options are as follows:

Name - this field allows you to enter a name for your Room Block. This will be displayed for the attendee when registering and is a mandatory field.
Start/End Dates - these fields set the start and end dates for your room block. They will be set to default to your event start/end dates, but can be configured to less/more if required.
Info text area (not labelled) - this area allows you to add some help text/guidelines for attendees to view when making their booking.
Invoice Full Amount - when this option is checked, the full amount of the reservation will be added to the attendee's registration invoice. Set to disabled by default.
Hide Room Prices - when this option is checked, all room prices will be hidden from view for attendees making a room block reservation. Set to disabled by default.
Add a Tax Rate - when this option is checked, any tax rates added in your 'Payments' area of your Event Settings will be applied to room block reservations.

Room Types:

Once you have configured your initial settings, you will next be creating your 'Room Types'. Each 'Room Type' will be shown to the attendee (based on availability) as configured using the fields on the grid below. To add or delete 'Room Types', click on either the green '+' icon (add) or red 'trash can' icon (delete) - you must have at least 1 Room Type to use the 'Room Block' feature:

The minimum requirements for a 'Room Type' to be able to be reserved by an attendee are:

A 'Room Type' (name)
Min/Max occupancy set
Capacity added

'Room Type' (name) and occupancy can be defined by clicking on the relevant field and entering your desired value. To be able to add a 'Rate' or 'Resort Fee', you must have 'Payments' enabled in your Event Settings - to add a rate or fee, again, just click on the relevant field and enter the value you wish to apply.

To increase/decrease capacity, you must enter the required number of nights available into the relevant field under each date on the grid. For example, in the image below, you can see that '4 Apr' has 100 added in each row:

This means that a capacity of 100 nights have been allotted for each room type. To increase/decrease capacity for any remaining dates in your Room Block, simply scroll the Room Types grid to the left and make your changes. Once you are happy to continue, select 'Add Room Block' and you will see that your Room Block has been successfully created:

How do I add a Room Block to my registration form?

Once you have at least one Room Block created, you can add it to your registration form by opening the Room Block window (as demonstrated in the image above) and selecting the 'Add To Form' button.

Once selected, you will see something similar to the image below:

Once you click 'Save' at the top of the page, your Room Block will now be ready to be used by attendees when registering. When a room block has been added to a form, you can still configure it further or make amendments to the data already saved. To return to editing the main Room Block data, click on the cogwheel/gear icon displayed at the top right of the active 'edit' window - to further configure your Room Block, you have the following options available:

Room Types

Under this menu you can choose if you wish to show all Room Types to attendees, or limit to specific ones.

Room Pricing Overrides

This area allows you to select to increase or decrease the price for specific nights within each Room Type. Simply click on the Room Type and you will see the default price and a field for a new price displayed for each night available for the room type:

If you wish to override the price for a specific night/set of nights, enter the new price into the field provided and save your changes for the new price to be applied. If you tick the 'Occupancy Based Pricing' option and a price override has been set, then the attendee will be presented with additional pricing options when registering depending on the occupancy set for the 'Room Type' - any option with an occupancy of '1' will have the new 'override' price applied, eg:

The example above shows that the Room Type 'Double' (which has a minimum occupancy of 1, max of two) has been set to override the default price to $200. When the attendee looks at the form, if they select the option with 'Adult Occupants: 1', the price override is applied. If the occupancy is more than 1, then the price override is not applied.

Available Dates

This area allows you to permit attendees to reserve accommodation outside of the default dates for the room block when registering. Admin users can create/edit bookings outside of the default dates for attendees, this feature is more for empowering attendees to register when they need to extend their accommodation due to travel concerns etc.

Default Dates

This area allows you to set the default booking dates available your room block. This feature allows you to quickly adjust the amount of nights available without having to enter the Room Block editor and change them there.