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TEAM Solutions

Contacts, users and who gets which email

Keep the primary contact who gets RFP and rooming emails current, add your front desk to those emails, and invite coworkers who log in.

For hotels
  • Admin
  • Front desk
Updated

Step by step

  1. Step 1: Check your primary contact

    Settings

    Open Settings. On the Hotel Details step, the Primary Contact section holds the person who gets our RFP and rooming emails. Update their name, title, phone or email, then click Update Hotel at the end of the form.

  2. Step 2: Add your front desk to our emails

    Contact support with the names and emails of anyone else who should get RFP and rooming emails, such as your front desk or reservations lead. We add them as primary contacts, and they do not need a login.

  3. Step 3: Invite coworkers who need to log in

    Users

    Go to Users, click Add User, enter their email, pick a role and click Send Invitation.

Contacts are an address book, users are logins

Contacts are the people at your hotel we email. They do not need a login, which suits a front desk or reservations team that works from email.

Your hotel's main primary contact is on your profile: open Settings, and on the Hotel Details step the Primary Contact section holds their name, title, phone and email. Change them there and click Update Hotel at the end of the form.

To put more people on our emails, such as your front desk and your sales manager, contact support with their names and emails, and we add them as primary contacts.

Users are coworkers who sign in to TEAM Solutions. Manage them under Users.

Who gets which email

Every primary contact gets:

  • RFP invitations and reminders
  • the rooming list emails: the list so far, new bookings, and the final list after your booking cutoff
  • cancellation and date-change notices for your guests

One primary contact gets:

  • the reminder on your booking cutoff day
  • the weekly pickup report
  • the check-in kit before the event starts

Some emails go to logins instead. Counteroffers from TEAM Solutions go to every user at your hotel. A contract that is ready to sign goes to your hotel's signer, with your hotel's other Admins copied.

Roles

  • Admin: everything a Manager can do, plus removing users, changing roles and taking over your hotel's contract signature.
  • Manager: invites coworkers, sees guests' full email and phone, and can reveal the event's virtual card.
  • User: works the rooming list, including confirmation numbers, with guest emails and phone numbers partly hidden.

Common questions

Who gets our emails?

Your primary contacts. RFP invitations, the rooming list emails and cancellation and date-change notices go to every primary contact. The cutoff-day reminder, the weekly pickup report and the check-in kit go to one of them. Your main primary contact is in Settings, under Primary Contact; contact support to add your front desk or reservations lead.

How do I add a coworker who needs to log in?

Go to Users, click Add User, enter their email, choose Admin, Manager or User and click Send Invitation. Admins and Managers can invite people.

How do I remove someone?

An Admin can remove a user on the Users page, or change their role. Nobody can remove themselves, and your hotel always keeps at least one Admin.

Why can't some of my team see guest emails and phone numbers?

Logins with the User role see guest emails and phone numbers partly hidden on the rooming list. Admins and Managers see them in full. An Admin can change a role on the Users page.

Does a contact need a login?

No. Contacts are an address book: a contact does not get a login. A front desk lead can get every rooming email without ever signing in.

Still stuck?

Call or email our support team.

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