Every hotel you have worked with, in one place
A sales manager’s email should not leave when the coordinator who had it leaves. Blocks keeps every property your organization has worked with — the events, the contracts, and the people you deal with there — as a directory anyone picking up the next event can search.
A hotel directory is your organization’s own record of the properties it has worked with and the people it deals with at each one. In Blocks it holds one row per hotel across every event and contract, searchable by name, brand or city, with contacts you add yourself. Those contacts are private to your organization and are filled in for you the next time you add that hotel to an event.
“The one person who knew our contact at that hotel left in March, and her inbox went with her.”
Contacts live on the hotel’s page, not in an inbox. Add a name with an email or a phone number and it is there for whoever picks the next event up — no forwarding, no archaeology.
“Somebody asks whether we have used this property before and I am searching four years of spreadsheets to find out.”
Search the directory by name, brand or city. If the property is there, so is every event you ran with it and every contract on those events. If it is not there, you have not used it.
“The same guests come back every year and get re-typed as new people every time.”
Returning travellers fold into the person you already have. Open anyone and you get every event they were on, the hotels they stayed in, their loyalty number, and their travel — without a duplicate record.
“Half the value of a repeat venue is knowing what happened last time, and that lives in three people’s heads.”
A property’s page shows your events there and the contracts on them, so the history is attached to the hotel rather than remembered by whoever was in the room.
What is a hotel CRM for event planners?
It is a directory of the properties your organization actually works with, with the relationships attached — not a booking search and not a market database. Blocks builds it from the events and contracts you already run: every property your organization has ever worked with folds into one row, across every event and every sourced contract, with its brand and city, how many events you have run there, when you last worked with it, and how many contacts you hold. That is the difference from a hotel search tool. A search tool answers "which hotels exist in Nashville?" A directory answers "which hotels do we know in Nashville, and who did we talk to there?" — a question only your own history can answer. Because it is built from your work rather than bought in, it gets more useful every event rather than going stale, and the answer is honest in both directions: an empty result means the property is not in your directory, never that the property does not exist.
How do I keep a hotel’s sales contact when the coordinator who had it leaves?
Put it on the hotel, not in a mailbox. Each property’s page has a contacts section: add someone with a name plus an email address or a phone number, edit them when they change roles, remove them when they move on. That contact then belongs to the organization — the next coordinator to open the property sees the same list, whether they were on the event that met the contact or joined last week. When you add that hotel to a new event, Blocks fills the contact in for you, and where it cannot be sure who the right person is, it leaves the field empty rather than guessing at one. Contacts you add or edit are private to your organization. A person you type onto a property stays yours: it is never shared into anything cross-organization, and nothing you record about a property is published to another Blocks customer.
How do I find out whether we have worked with a hotel before?
Search the directory, or ask. Typing narrows by hotel name, brand or city as you go, and the search lives in the URL — so a narrowed view is a link you can send a colleague rather than a set of instructions for reproducing it. From Ask Blocks the same question works in plain words: "have we used the Grandview before?", "which hotels do we know in Nashville?", "who is our contact there?" The answers read from the same directory and respect the same access, so an assistant never tells someone something the page would not. An empty answer means the property is not in your directory — not that no such hotel exists, and Blocks says so rather than implying the stronger claim. For a property you do know, a hotel brief pulls together what is on file about it in one read.
What does a hotel’s page show?
The property, then your history with it. At the top: the hotel’s photo with its required attribution, its star class, its Google rating written out as text rather than drawn as stars, the room count, the address, and the website. Below that are the sections that only exist because you have worked there — your events at the property, the contracts on those events, and your contacts. What the page deliberately does not show is market data. There are no cross-organization rate benchmarks, no negotiated-term comparisons, and no market intelligence anywhere in the directory: it is your record of your work, not a window onto anyone else’s. Access matches that. The directory is for coordinators and organization-wide roles; department leads and view-only members do not see it. A coordinator scoped to particular events sees the properties on those events, and the page says it is showing the events you coordinate rather than quoting a count of what is hidden.
Does Blocks remember the people as well as the hotels?
Yes — People sits alongside Hotels and does the same job for everyone your organization has ever hosted. Search by name or email, open anyone, and you get every event they appeared on, whether they were a room’s primary guest, a roommate, or still sitting on an unassigned request, which hotels and blocks they were placed in, their travel for each stay, their loyalty program and number, and whether their personal link is still active. Edit a person once and it carries forward — reservations already sent to a hotel stay exactly as they went out. Building the next event is faster for it: search known people instead of re-typing them, or use "Add known people" to drop a whole group in at once. Returning travellers stop becoming a second person every year, because an email-corroborated name match folds a new guest into the record that already exists. When a duplicate does slip through, an organization admin can merge it into the record you are keeping and every reservation, roommate slot and travel detail moves across — and that merge cannot be undone, which is why it is an admin’s verb and not an automatic one.
Frequently asked questions
A sales manager’s email should not leave when the coordinator who had it leaves. Blocks keeps every property your organization has worked with — the events, the contracts, and the people you deal with there — as a directory anyone picking up the next event can search.
What is a hotel directory in Blocks?
Can I store hotel sales contacts and keep them when someone leaves?
Are my hotel contacts shared with other Blocks customers?
Does the hotel directory show rates other organizations paid?
Can I look up whether a guest has stayed with us before?
What happens when the same person is entered twice?
Have more questions? Check our glossary of terms or get in touch.
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