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Hotel Room Request Widget

Feature & Function Summary: Hotel Widget 

What Is the Hotel Widget?

The Hotel Room Request Widget lives on the Travel tab of every event in the Tourney Direct Operator Portal. It gives you a complete, real-time picture of hotel accommodation for your coaching staff,  from sending the initial request texts, tracking responses, through to recording room costs and downloading a confirmed room list.

Everything is driven by SMS: coaches receive a text, reply YES or NO, and the widget updates instantly. No forms, no logins, no app required for coaches.

Enabling Hotel Tracking

 

Hotel Tracking Toggle

The widget is off by default. Flip the toggle in the Travel tab header to turn it on for a specific event. You can also tell Teddy: "Turn on hotel tracking for [event name]."

 

When you turn the toggle ON:

  • Hotel room request texts are sent immediately to every coach with an active offer (Offer Sent, Confirmed (Offer Accepted).
  • Any coach who accepts their offer after the toggle is on will automatically receive a hotel request text.
  • The toggle state is saved per event.  Turning it off stops automatic sends but does not remove existing requests.

 

Full Feature List

 

Feature

What It Does

🏨

Hotel Tracking Toggle

Per-event on/off switch. Defaults to off. Turn on to enable automatic hotel texts. Works from the Travel tab or by telling Teddy.

📩

Initial Request Blast

When tracking is turned on, all coaches with active offers receive a hotel room request SMS simultaneously. Skips anyone already contacted.

⚡

Auto-Send on Acceptance

When a coach accepts their offer via SMS and hotel tracking is on, they receive a hotel request text automatically. No manual action needed.

📋

Not Yet Contacted Section

Shows every coach with an active offer who has not yet received a hotel request. Updates in real time as new coaches are added or accept offers.

📤

Send Request (Individual)

Send a hotel request to a single not-yet-contacted coach directly from their row in the widget. No need to blast everyone again.

📬

Send to All Uncontacted

Orange "Send to All X Coaches" button in the Not Yet Contacted section sends requests to everyone in that list at once.

✅

Confirmed Rooms Section

Coaches who replied YES and provided a room name appear here with their name, room booking, phone, and response time.

💰

Room Cost Tracking

Enter the cost per room directly in the widget. Costs are saved in your browser. An Estimated Total appears automatically as you enter values. Helps users keep track of full stipend package expenses per event.

⏳

Awaiting Response Section

Coaches who were sent a request but haven't replied yet. Shows when the request was sent and whether the 1st or 2nd reminder has been sent.

🔔

Automatic Reminders

Reminder texts are sent automatically at +24 hours and +48 hours for coaches who haven't responded. No action needed from you.

🚫

No Room Needed Section

Coaches who replied NO. You can manually move a coach from this section to Confirmed Rooms if circumstances change (+ Needs Room button).

❌

Remove Coach

Remove any coach from the hotel list with a single click. A confirmation popover appears before anything is deleted. Silent admin action. No SMS sent.

🗑️

Auto-Remove Cancelled Coaches

If a coach's status changes to Cancelled or Transferred they are automatically removed from the hotel widget.

⬇️

Download Confirmed Rooms

The download button appears when at least one coach has been confirmed. Exports an excel/CSV with coach name, room booking name, phone, and response date that you can use to send to the hotel.

🔄

Real-Time Refresh

The Refresh button re-fetches all data including new coaches. The widget also auto-refreshes on a timer.  The refresh countdown is shown in the footer.

 

How Coach Responses Work

Coaches receive a text like this:

Example SMS sent to coaches

Hi Joey! This is Tourney Direct. You have been confirmed to work 2026 Southern All-stars. Will you need a hotel room? Please respond YES or NO by May 15.

When the coach replies:

  • YES: Teddy follows up asking what name the room should be booked under. Once they reply, they move into Confirmed Rooms.
  • NO: They move into No Room Needed immediately.
  • If no reply: Teddy sends a reminder at 24 hours, then a final reminder at 48 hours. After the deadline, they are moved to the no room needed group.