Topic:

I'd like to use PassKey to book lodging for my event. How do I set that up in RegOnline?

Solution:

First, you'll need to round up your (or your Hotel's) Passkey account information – specifically, your Passkey EventCode and EventID. Please note that, despite similar names, these fields are not the same information as your RegOnline event code or ID number. Once you’ve collected this information, you can set up your RegOnline event(s) to use the Passkey functionality.

To use Passkey for your event’s lodging:

1. Edit your event and click on the Registration Form Pages tab.
2. Click on the Lodging & Travel page.
3. In the Collect Lodging Information From the Following Registration Types section, check the appropriate box(es) for the registrant types who will be using Passkey for their lodging, then click Save & Close to save your changes. 
4. On the Events Tab, clickr your event again to open the Events Page.
5. Click the Event Details link, click the 3rd Party Integrations link. The Integrations window displays.
6. Click the Passkey tab.
7. Select the checkbox titled Enable Passkey Integration. A number of additional fields displays in the window. 
8. Make the following entries:
   • Display Passkey Link on Confirmation Page – Select this checkbox to add a button titled Make Hotel Reservation on the Confirmation page for your attendees. This is the page that displays when the attendee has successfully completed their registration.
     
   • Passkey Account Information section – Enter the Default Passkey EventCode and EventID for your Passkey account.
     • Occasionally Passkey will provide an EventCode that includes a dash (ex: X-XX01). We cannot use any Passkey codes that include a dash.  If your EventCode contains a dash, then ask Passkey to remove the dash on their end. If the dash remains on our or passkey’s end, the integration will not work.
       
   • Registration Type Mapping section – If your event uses Registrant Types, enter the Passkey field that should receive this information here. 
     • The Passkey field name entered must exactly match the actual field name in Passkey in order to pass the registrant type information from RegOnline to Passkey. 
     • For example: Suppose your RegOnline event has two Registrant Types, Members and Non-Members. If you want to pass this information to your Passkey account, enter the name of the Passkey field that should receive this information.
       
9. Click OK to save your changes and return to the Manager screen.

If you will be booking the Passkey reservations for your attendees, you can do so from the Lodging & Travel section of the Attendee Record.

To access an Attendee Record:

1. Locate and run the Attendees report.
2. Click on the Registration ID number in the ID column to open the attendee’s record.
3. Click the Lodging & Travel icon along the left sidebar of this window to open this section of the attendee’s record.
4. Click the Book This Attendee's Lodging through Passkey link to go to Passkey and make lodging reservations for this attendee.
   • When the attendee’s lodging has already been booked through Passkey, this link reads Edit this Attendee's Lodging in Passkey.
5. When you’ve finished, close the attendee record window and the Attendees report window.

Additional Information:

• Your attendees must have cookies enabled in their browser to use the Passkey functionality. If cookies are not enabled for their browser, the Make Hotel Reservations button does not display on the Confirmation Page.
  
  
• You must have the Last Name field visible and required on your RegOnline Event Registration form in order for this integration to work.  If this field is not enabled on your event, then the button to make hotel reservations will not be available during registration.
  
  
• Here is a list of standard fields from the Personal Information page that can be passed from RegOnline to Passkey during registration:
  • First, Middle, Last Name
  • Title
  • Company
  • Address (Line 1, Line 2, City, State, Zip)
  • Work Phone
  • Fax
  • Email Address
    
    
• As noted above, the Passkey Account Information entries are validated only when an attendee completes their registration. To confirm that the information is correct you will need to enter one or more test registrations for your event, and confirm that the Make Hotel Reservations button displays on the confirmation page. If it does not display, it is likely that one (or both) entries in the Passkey Account Information section of this page is incorrect. 
  
  
• When you or your attendees click the Passkey link from a RegOnline page (such as the Confirmation page or the Lodging & Travel section of an Attendee Record), you are re-directed to the Passkey web site.
  • For support or assistance on your Passkey account setup or functionality, you will need to contact Passkey directly. You can contact the Passkey Customer Support team at 781-373-4100.
    
    
• See the Related Links below for more information about adding a link directly to the attendee's Passkey information in the event's confirmation email.

Related Links: 

• For a list of hotels using the Passkey system, please visit the Passkey-enabled hotels web page.
• How do I insert a link to Passkey in an email?
• What are the options to display and/or collect lodging information for my event?
• How do I run the Attendees report?
• User's Guide - Third Party Integrations
• User's Guide - Lodging & Travel page - Lodging Standard Fields

Keywords:  PassKey, Pass Key, hotel, lodging, reservation system, reservations, integrate, integration, Pass-key, Lodging & Travel, booking, booking agent, rooming, accomodations