Never lose track of a hotel reply
Blocks keeps every hotel conversation visible per event and hotel — what you sent, what you’re waiting on, what came back — and flags a thread that’s gone quiet as overdue.
To track hotel email threads for an event, copy Blocks on the thread and it files the message to the right event and hotel as a loop: what you sent, what you’re waiting on, what came back. When a hotel goes quiet for three business days on something you sent, Blocks flags that loop overdue.
“I sent the rooming list two weeks ago and I still don't know if the hotel ever came back on it.”
When Blocks sends a rooming list, that thread becomes a loop you can read — waiting while the hotel has it, or reply received once they answer. You never have to dig through a mailbox to find out where it stands.
“Every hotel is its own email thread, and the ones that went quiet are always the ones that bite us.”
When a hotel stays silent for three business days on something you sent, Blocks flags that loop overdue. The thread nobody chased is on a screen instead of in your head — and a pre-written follow-up is one click away, sending only when you click.
“The hotel's reply landed in a teammate's mailbox, and I didn't see it until it was a problem.”
Copy Blocks on the thread and the message files to the right event and hotel as evidence, visible to everyone working that event — not stuck with the one person who happened to be on the email.
“I don't want software deciding a hotel's email means the block is handled.”
It never does. A reply is evidence you act on; the loop only flips on threads Blocks sent, nothing clears itself, and Blocks changes nothing on your reservations until you confirm it.
How do you keep hotel email threads from getting lost?
Copy Blocks on the thread. When you email a hotel about an event — or the hotel emails you — add the event’s Blocks address, and the message files itself to the right event and hotel as evidence. From then on the conversation lives in one place, tied to the block it’s about, instead of scattered across three coordinators’ mailboxes. That matters most when someone is out: the reply about a billing change or a cutoff extension is on the event, not trapped with the one person who happened to be on the thread. Blocks doesn’t take over your email — you keep sending from your own mailbox, exactly as you do today. What changes is that the hotel conversations you copy in become part of the event record, and the threads Blocks sent on your behalf — a rooming list, a set of changes, an RFP, a release request — turn into loops with a status you can read at a glance: what you sent, what you’re waiting on, what came back. Nothing about the thread is hidden or rewritten; the original message is there to open. You just stop losing track of which hotel owes you a reply.
What does a hotel loop actually show?
A loop is one hotel thread with a state. When Blocks sends something a hotel needs to respond to — a rooming list for confirmation, a list of changes to one already sent, an RFP, or a request to release rooms — that thread becomes a loop, and the loop carries one of four states: waiting while the hotel has it, overdue if the reply is late, reply received once they answer, and closed once you decide the exchange is done. You see loops grouped per event and per hotel, so a five-hotel citywide reads as five conversations you can scan, not fifty emails you have to reconstruct. The point is the shape of the thing: what you sent, what you’re waiting on, what came back — in that order, for every hotel at once. A loop never closes itself. Even after a hotel replies, the loop stays where you can see it until you decide the exchange is done; Blocks won’t quietly mark a conversation settled or tell you the event is buttoned up. That’s deliberate. The moment software starts declaring loops closed on your behalf is the moment you stop trusting the board — so Blocks shows you the state and leaves the judgment to you. Asking a hotel to release unused rooms works the same way: the request sends from Blocks under the event — on your click — and the hotel’s reply lands on that same conversation, with your other threads.
How do you track which hotels have answered your RFP?
The same loop shape covers the part of the job that happens before a contract exists. From an event’s Hotels tab you send an RFP built out of what your departments have actually asked for — a night-by-night table of the rooms you need on each date, rather than a paragraph asking for “about forty rooms, four nights”. Add a city and Blocks suggests other properties near your venue you could include in the same send. Each hotel you sent to becomes its own loop in that event’s conversations, so “who has come back to us?” is a screen you read instead of a search through your sent folder, and a property that has gone three business days without answering shows as overdue beside your other loops. What arrives back is still evidence, not an answer: a hotel’s rate and dates become numbers you can compare when a person records them, never because an email landed. That keeps the comparison something you can defend — every figure in it got there because somebody read the reply and typed what it said.
How does Blocks know a hotel has gone quiet?
Blocks counts business days since you sent. When a hotel has gone three business days without replying to something you sent and are waiting on, Blocks flags that loop overdue. Because it counts business days, a Friday send doesn’t trip the flag over the weekend — the clock only runs on days the hotel could reasonably answer. Overdue is a signal, not an accusation: it means this is the thread to chase next, before a cutoff or a billing question hardens into a problem. It also only applies to loops Blocks actually sent. A general update a hotel emails you, or a thread you copied in for the record, sits as evidence on the event — it doesn’t start a countdown, because you weren’t waiting on a specific reply. That keeps the overdue flag meaningful: it marks the rooming lists, change lists, RFPs and release requests a hotel genuinely owes you an answer on, not every message that ever mentioned the block. When a loop goes overdue, it surfaces on your Today page, linked straight into that event’s conversations, with a follow-up ready to go: one click sends a pre-written nudge to the same recipients with the rooming-list link re-attached — Blocks-branded, and only on your click — and the overdue clock starts fresh from your send.
Does Blocks read hotel replies and act on them?
No. A hotel’s reply is evidence a person acts on, not an instruction Blocks carries out. When a reply lands on a loop Blocks sent, the loop flips to reply received and the message is right there to open — but Blocks doesn’t decide what the reply means, and it changes nothing on your reservations on its own. That line matters. If a hotel returns a rooming list with corrections, Blocks doesn’t silently apply them; it points you to the audit, where the returned list is checked against yours row by row and each correction is proposed for you to confirm. And when that returned list arrives as an email attachment, you start the audit directly from the attachment — no downloading and re-uploading. If a reply needs an answer, you work it through Ask Blocks, which proposes the next step and waits for your go-ahead. And the two kinds of email stay separate: a negotiation reply — a counter-proposal or a rate pushback — drafts in your own mailbox for you to send, while operational mail like a rooming-list send goes out Blocks-branded only when you click. Nothing goes to a hotel or a guest without your click, nothing clears itself, and no reply moves your numbers until you say so. Blocks does email your own team — deadline reminders and a daily digest, which each person controls in their notification settings.
Frequently asked questions
Blocks keeps every hotel conversation visible per event and hotel — what you sent, what you’re waiting on, what came back — and flags a thread that’s gone quiet as overdue.
How do I track hotel email threads for an event?
When does Blocks flag a hotel thread as overdue?
Does Blocks reply to hotels or update my reservations automatically?
Where do hotel replies that aren’t part of a loop show up?
What happens when a hotel thread goes overdue?
Can my whole team see the hotel conversations?
Have more questions? Check our glossary of terms or get in touch.
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