|Note: Make sure you are logged-in and in the correct event|
The rooming list gives the possibility to the planner to manage and assign different groups of people in different hotels.
In order to create a rooming list, you have to go to "Participant Management" and then click "manage supplier list".
You will then enter the "Rooming and Supplier list" page, where you will be able to edit previous lists or create a new one through the "New rooming list" button.
Once here, you'll have to select the check-in and check-out date, as well as the types of room that will be needed. After filling in the information and clicking on "Add rooming list", the new list will be created. If, for example, more participants than expected need a hotel room, you can change the number of contracted rooms also in a second time, or add them manually one by one in the room interface (step 3).
To add the participants in the rooming list created before, you'll need to go to the "participant list" and select the participants that you would like to add to the rooming list (if you want to add an entire group of people you can find it with the advanced search and tick all the people of the group).
Click "Add to supplier list".
A window will pop up in which you'll have to choose in which list you want the participant to be added, and then click "Add here" in the selected list.
Thereafter, you will land in the rooming list, which gives you the opportunity to put the participants in each room individually and manually (by dragging them in the desired room) or to automatically assign the participants to the rooms.
When clicking “Auto-assign to empty rooms”, the available rooms in this list will be automatically filled in with the participants that are still without a room. You can chose between pair selected roommates or pair participants without a roommate.
On the top of the page, you can see two boxes. One titled Rooms, and one “Occupancy”
Rooms: means that how many different types of rooms do the participant occupy
Occupancy: the occupancy of each room. It shows how many rooms are only half full, or empty (free)
Tip: if there is a triangle before the name of the participant who is supposed to share the room with someone else, that means that there is a conflict: examples of conflicts are check-in and check-out date differ, or the room type differ.
You can download the rooming list information for the supplier by clicking on the "Spreadsheet" button, and then choosing which fields will be included in the excel file.
Tip: considering the case of changes in the registration (e.g. a different check-in or check-out date), "the save current field selection as template" field will create checkpoints that will allow you to highlight the differences between various exported documents.
Here below a brief overview of color used in the "export against a checkpoint" spreadsheet:
Green: new room
Yellow: room updated
Red: room removed
Yellow empty line: a participant has been removed from the room, but the room is still existing.
Yellow with a name: the room was existing before but participant in that room has been updated.
Red empty line: room removed from the rooming list.
Red line with a name: room and participant removed from the rooming list.