Skip to content
TEAM Solutions

Charge the event's virtual card

Use the event's TEAM Solutions virtual card to collect each room's first-night Card Charge. Here is what each row means and who can see the card.

For hotels
  • Accounting
  • Front desk
Updated

Step by step

  1. Step 1: Open the Payment Card page

    Events

    Open Events, then click Payment Card on the event card.

  2. Step 2: Reveal the card

    Click Reveal card details. You need an Admin or Manager login.

  3. Step 3: Charge each row's Card Charge

    Charge each reservation's Card Charge to the card, not the room rate, when the guest checks in.

  4. Step 4: Skip rows marked Post-event invoice

    Do not charge the card, or the guest, for the first night of a row that shows Post-event invoice. TEAM Solutions settles it with you after the event.

  5. Step 5: Charge forfeited first nights now

    A row marked Forfeited first night will not check in, so charge its Card Charge now.

  6. Step 6: Skip disputed rows

    Do not charge the card for a row marked Disputed or Dispute lost.

How the Card Charge is worked out

Each event has one TEAM Solutions virtual card for your hotel. For each room, the Card Charge is the first night's room rate minus the platform commission and any rebate your hotel funds, both counted over the whole stay. It is never below zero.

Most contracts take the commission on the full room rate. Some take it on the rate after a rebate your hotel funds, which makes the commission smaller. Your contract says which, and the Card Charge on each row already follows it.

The card's limit is built from the same Card Charge amounts, so you never work them out by hand: charge the number on each row.

Example

A guest books three nights at $200 a night. The contract takes a 10% commission on the full rate and has a $10 per night rebate that your hotel funds.

Commission for the stay: 10% of $600 is $60. Rebate for the stay: three nights at $10 is $30. Card Charge: $200 minus $60 minus $30 is $110.

At the desk

The guest prepaid night one, and the tax on it, when they booked. Never charge the guest for either. Charge each row's Card Charge to the event card, and collect the rest of the stay from the guest: see Check in TEAM Solutions guests. For questions about how night one posts in your property system, contact support.

When a row shows Post-event invoice

On a long stay, the commission and rebate for the whole stay can add up to more than one night. The Card Charge is then zero and the row shows Post-event invoice. Do not charge the card for it. TEAM Solutions recovers the difference after the event on a settlement invoice, based on the stay you report on Reconciliation.

Example

A guest books seven nights at $100 a night, with a 10% commission on the full rate and a $10 per night rebate. Commission is $70 and rebate is $70, which is $140: more than the $100 first night. The Card Charge is $0, and the $40 difference is on the settlement invoice.

Row types

  • A Card Charge amount: charge it when the guest checks in.
  • Forfeited first night (cancelled) or (no-show): the guest will not check in. Charge the Card Charge now.
  • Post-event invoice: do not charge the card, even if the row is also marked forfeited.
  • Disputed or Dispute lost: do not charge the card, even if the row is also marked forfeited.

Reconcile your event and settle up explains the settlement after the event.

Common questions

Where are the guests' credit cards?

There are no per-guest cards for the first night. The event's virtual card is the card for every first night, and each row's Card Charge says how much to charge.

A row shows Post-event invoice. What do I do?

Do not charge the card, or the guest, for that first night. On a long stay the commission and rebate can add up to more than one night, so the Card Charge is zero and TEAM Solutions recovers the difference after the event on a settlement invoice.

A row says Forfeited first night. What do I do?

The guest cancelled too late for a refund, or did not show. The first night is still yours, so charge that row's Card Charge now, unless the row also shows Post-event invoice.

A row says Disputed or Dispute lost. What does that mean?

The guest disputed their payment with their bank. Do not charge the card for that reservation. If the dispute is won, its Card Charge returns. If it is lost, TEAM Solutions settles it with you.

I cannot see the card number. Why?

Revealing the card needs an Admin or Manager login. Ask an Admin at your hotel to change your role, or ask a coworker who has one.

There is no card on the page. What now?

Virtual cards are created automatically when the event goes live. If nothing is owed yet, the page says so, and your card appears by the time a reservation has a Card Charge. If a Card Charge is owed and no card shows, contact support.

The card was declined. What do I do?

Contact support right away. Do not keep retrying the card, and do not charge the guest instead.

Still stuck?

Call or email our support team.

Was this helpful?

Related guides