Preparing for the Reservation Sync and Solving for Sync Errors

When every night and room type booked in Resiada has matching inventory in the hotel's group block, reservations arrive in the hotel system cleanly when the sync is activated. When something doesn’t match, the affected reservations error out and wait in Resiada until the block is corrected.

Most sync errors are inventory mismatches, not system problems. A short block review in the days before the sync starts (or at cutoff) prevents most of them. This article walks you through that review, then shows you how to fix the errors that still come through.

How the Sync Matches Reservations in a Resiada Block to a Hotel Block

The sync matches each reservation to your hotel block using three things: the stay dates, the room type, and the group or sub block the reservation belongs to. It can only create a reservation where your hotel system shows authorized inventory for every one of those nights. In practice, that means:

• Every night must be covered. A multi-night stay fails if even one of those nights has no authorized room, such as an early arrival before your block’s first night.
• The room type must match. If the block has no remaining inventory in the booked room type, the reservation fails, even when other room types are still open.
• Each sub block is counted separately. Every sub block has its own contracted counts, so a night can be full in one sub block while another still has rooms.
• One reservation with two different rates. A guest may be booked at a staff rate for some nights and the group rate for other nights within the same reservation in Resiada. However, if the rooms are located in two different blocks on the hotel side (i.e., attendee and staff), the sync will fail, as only one hotel group block code can be mapped to a subblock in Resiada.

Steps to Preparing Your Block for Reservation Sync

STEP 1: Confirm Your First and Last Block Nights

Compare the earliest arrival and latest departure in Resiada against your block dates in the hotel system. If any reservation starts before the block’s first night or ends after its last night, the hotel should add those nights to the group block before the sync happens.

STEP 2: Check Each Sub Block Against Its Contracted Count

Because every sub block is counted on its own, look at each one separately. Compare what’s booked in each sub block against its contracted count, night by night.

Pay the closest attention to small sub blocks like staff rooms and suites. Small counts fill fastest, especially on peak nights.

STEP 3: Check Room Type Availability Night by Night

For each room type sold in Resiada, make sure it has inventory in your hotel block on every night of the event, with extra attention on peak nights.  

STEP 4: Confirm Split-Rate Stays Are Loaded

If a guest is booked at a staff rate for some nights and the group rate for others, please ensure that both rates are loaded into the corresponding block within the hotel system for the nights to which they apply. Alternatively, the reservation must be booked as two separate bookings: one under the staff rate for the available nights, and one under the group rate for the remaining nights.

STEP 5: Set Up Master Accounts

Reservations marked Bill to Master need a master account in your hotel system before they arrive. Set these up ahead of cutoff so those reservations have somewhere to land.

STEP 6: Agree on the Return Report

Request hotel to send back a rooming list report after the sync for reconcilation.

Fixing Common Sync Errors

If a reservation does error out, the fix is usually on the hotel side: add or adjust inventory in the block, then let Resiada resend the reservation. Here are the errors you’re most likely to see.