Skip to content
TEAM Solutions

Track pickup with the pickup report

See rooms taken against your block by hotel, room type and division, plus the weekly pickup email and the low-pickup alert.

For event organizersUpdated

Step by step

  1. Step 1: Open your event

    Events

    Go to Events and open your event.

  2. Step 2: Open the pickup report

    On a live event, click Pickup Report under Quick Actions, or Pickup in the booking link bar. After the event, click View Pickup Report.

  3. Step 3: Read pickup, pace and the breakdowns

    Start with Room Pickup and the status badge at the top, then check Booking Pace, the Division Breakdown when your event has divisions, and the Hotel Breakdown by room type.

What pickup means

Pickup is how many of the rooms your hotels hold for your event are taken. A room is taken when a guest has booked it, when it is held in an active room block or team hold, or while a guest is in checkout for it. Room Pickup shows rooms taken out of the rooms in your block, and that share as a percentage of the block. Staff rooms count toward pickup, and the report marks how many of the booked rooms are staff.

The status badge

The report measures pickup against a target of 80% of your block. The badge at the top of the report reads:

  • On Track: pickup is at or above the target, or the booking cutoff is more than 14 days away (or not set).
  • At Risk: pickup is under the target with 14 days or less to the cutoff.
  • Below Target: the cutoff has passed and pickup ended under the target.

When the badge is not On Track, an Attrition Warning under the summary shows your pickup against the target and the time left before the cutoff.

What you see

  • Room Pickup, Room Nights, Revenue Collected and Hotels. Revenue Collected is what guests have paid at booking.
  • Booking Pace: daily and cumulative bookings over the last 30 days.
  • Division Breakdown, when your event has divisions: reservations, share, room nights and revenue for each division.
  • Hotel Breakdown: each hotel's rooms taken out of its block, by room type, with its own cutoff when that differs from the event's.

The report shows counts and totals only. Guest names and contact details stay with TEAM Solutions and the hotels.

Pickup emails

While your event is live with at least one signed hotel contract, a pickup report goes to your organization's primary contact every Monday. If pickup is under the target exactly 7 days before the booking cutoff, the same report goes out that day as a low-pickup alert.

Common questions

Can I see who booked?

Not on the pickup report: it shows counts, pace and totals, never guest names or contact details, which stay with TEAM Solutions and the hotels. A room block's own page does list the guest name, confirmation number and dates of each booking made into that block.

What is the pickup target?

80% of the rooms in your block. The report uses the same target for every event; it is not taken from your hotel contracts. The status badge and the low-pickup alert both measure pickup against it.

Do I get pickup by email?

Yes. While your event is live with at least one signed hotel contract, a pickup report goes to your organization's primary contact every Monday.

What is the low-pickup alert?

The pickup report sent as an alert to your organization's primary contact 7 days before the booking cutoff, only when overall pickup is under the target. It gives you time to push your booking link to teams before booking closes.

Why are some bookings under No division selected?

Choosing a division at checkout is optional, so bookings where the guest skipped it show there. Staff rooms have no division either.

Why does one hotel show its own cutoff?

That hotel's contract sets a booking cutoff different from your event's. Families can book that hotel until its own cutoff, and the hotel's line on the report shows the date.

Still stuck?

Call or email our support team.

Was this helpful?

Related guides