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TEAM Solutions

Reconcile your event and settle up

After the event, mark each reservation as checked in, no-show, early departure or extended stay. Any post-event settlement invoice follows.

For hotels
  • Front desk
  • Accounting
Updated

Step by step

  1. Step 1: Open Reconciliation

    Events

    Open Events, then click Reconciliation on the event card. You can submit once the event has ended.

  2. Step 2: Mark every reservation

    Set each reservation's actual status: Checked In, No Show, Early Departure or Extended Stay. The Pending tile counts what is left.

  3. Step 3: Enter the actual check-out

    For Early Departure and Extended Stay, enter the date the guest actually checked out.

  4. Step 4: Let it save

    Changes are saved automatically as you make them.

  5. Step 5: Watch for the settlement email

    Once every reservation on the event is marked, the event is completed. If your hotel owes a settlement, TEAM Solutions emails a Post-Event Settlement invoice with a View & Pay Invoice button.

Which status to choose

  • Checked In: the guest stayed as booked.
  • No Show: the guest never arrived. The first night is forfeited and stays with your hotel: commission and rebate count for that night only, and the difference is added to the event card. The page says how much, so you can charge it on the Payment Card. At a full prepay hotel the whole stay stays with your hotel, commission and rebate count for every booked night, and the Card Charge does not change.
  • Early Departure: the guest left before the booked check-out. Enter the actual check-out date. At a full prepay hotel the booked nights still count.
  • Extended Stay: the guest stayed longer than booked. Enter the actual check-out date.

Reconciliation opens once the event has ended. Until then the page says Reconciliation Not Yet Available, with the date it opens.

Why every row matters

The event is completed only when every reservation on it, at every hotel, has been marked. The settlement for your hotel is worked out from what you report, so an unmarked row holds everything up.

Common questions

Where is the check-in button?

There is none during the stay. Check guests in at your desk as usual, then record what happened on Reconciliation after the event.

When does the event close?

Only after the event has ended and every reservation on it has been marked. Until then it stays open, and any settlement waits for it.

What is the settlement invoice?

It covers platform commission and organizer rebate that the virtual card did not recover, for example on long stays where they add up to more than the first night.

Read: Charge the event's virtual card

Can I change a status after I set it?

Yes, until the event is settled. Once TEAM Solutions has worked out your settlement or the organizer's payout from the statuses, they are final. If one is wrong after that, contact support.

I marked a reservation No Show. What happens to the event card?

Commission and rebate for that reservation count for the first night only, so its Card Charge goes up by the difference. The page says how much was added, and the Payment Card lists it to charge. Change the status back and the Card Charge returns to its booked amount. If you already charged the higher Card Charge, TEAM Solutions settles the difference with you.

Read: Charge the event's virtual card

Do the nights I report matter?

Yes. The settlement uses the nights you report: a no-show counts as the forfeited first night, and an early departure or extended stay counts up to the check-out date you enter. A no-show also counts commission and rebate for the first night only, so the difference is added to the event card. At a full prepay hotel every booked night counts on a no-show or an early departure, and an extended stay adds the nights after the booked check-out.

Still stuck?

Call or email our support team.

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