Reviewing Assignments

After the majority of work has been completed in Reggie, it’s time to export out all of the assignments into a spreadsheet! The volunteer manager will take care of this process and will share the spreadsheet with the Innkeepers. We will take one last look at the assignments and then send them over to the hotel so that they can create the reservations.

Moving forward, our spreadsheet will be where we continue to make edits to staff room assignments. For reference, here’s MAGWest’s rooming spreadsheet.

The volunteer manager will send out mail merge emails containing everyone’s roommates, check in dates, check out dates, and special room notes.

Editing Assignments

Once assignments have been sent over to staffers to review, we will begin to receive room change requests through SupportBee. We track room change requests in our room spreadsheet.

• Do not change a person’s reservation based on a third party’s feedback unless you are communicating directly with a department head, division head, or employee. Otherwise, get confirmation from all parties involved when changing reservations.
  • Common examples of this include, “My friend Anne is leaving early on Friday, so can Sarah be added to the room for Friday and Saturday night?” Be sure to email Anne to confirm/deny that she is leaving early on Friday.

Changes to the spreadsheet should be marked in yellow. Please leave a comment on the spreadsheet explaining the changes made and why.