Getting Access to the Hotel Portal

If your hotel is part of an event's room block, the event organizer can give you access to the hotel portal — a self-service view of your rooming list, arrivals and departures, and room allocation, plus the ability to confirm or decline bookings directly.

Before You Start

• You need an invitation from the event organizer. Hotel portal access isn't self-service — the organizer's team adds you as a contact for your hotel.
• Check the email address the invitation was sent to. You'll need access to that inbox twice: once to accept the invitation, and once more for the follow-up access email.

Accepting Your Invitation

Open the invitation link in the email from the event organizer. The page confirms the hotel name and the email address the invitation was sent to. Choose Accept Invitation.

If the link is invalid or has expired, ask the event organizer to send a new one.

This grants access to your hotel, not to one event

The invitation isn't scoped to the event whose organizer sent it. Accepting activates access for your hotel — once it's active, you can see and manage bookings for every event that hotel is currently attached to, and any future event the organizer's team attaches your hotel to later, all from the same sign-in. There's no per-event invitation or per-event access to request separately.

Accepting isn't the same as signing in

Accepting your invitation doesn't sign you in immediately. If it succeeds, ema sends a second email with a secure access link — open that email to finish setting up your hotel portal access. If that email doesn't arrive, contact the event organizer.

Finding Your Events

Where to Find It

Hotel Portal

Once you're signed in, the hotel portal lists every event your hotel is currently serving as one card per event — including events added after you accepted the invitation. Choose an event to open its rooming list, arrivals and departures, allocations, and change feed.

If your account isn't linked to a hotel for any event, or your hotel isn't attached to any active event yet, you'll see a message instead of the event list — contact the event organizer if you believe this is wrong.

Confirming or Declining a Booking by Email

Whenever your hotel is sent a new booking, or an existing booking is changed or cancelled, ema emails a notification with a Confirm and Decline link — no sign-in required. This lets whoever handles the inbox respond immediately, without needing full portal access.

Opening the link shows the stay dates, number of rooms, special requests, and — if the notification is a change to an existing booking — a summary of exactly what changed.

• Choose Confirm Booking to acknowledge it.
• Choose Decline to reject it. You'll be asked for a reason — this is required, and it's sent to the event organizer so they can follow up with your hotel.

Each link works once

A confirm/decline link is single-use and tied to one specific booking notification. If the link has already been used, or too much time has passed, you'll see a message asking you to confirm from the hotel portal instead, or asking the organizer to resend it.

This is the email equivalent of the Change feed inside the hotel portal, which lets you review and act on multiple notifications at once — see Hotel Portal Workspace.

Related

• Hotel Portal Workspace — the day-to-day rooming list, arrivals, allocations, and change feed once you're signed in.