|Note: Make sure you are logged-in and in the correct event|
This article assumes that your roomblock has already been created (otherwise take a look at this article: How can I create a rooming list based on a roomblock?).
This feature is explained in the following video, alternatively you can follow the written explanation below it.
Let's take a look at the different options for assigning participants to our roomblock.
Go to Rooming and Supplier Lists.
Go to the settings page corresponding to the rooming list for which you have created a roomblock:
The first thing to notice is that there are only two main options.
Show rooming list information to delegates is pretty straightforward and doesn't require any further action whether you activate it or not. It's about deciding if participants will be able to see the hotel to which they've been assigned to in their registration forms.
When Automatically add delegates to this rooming list remains unclicked, there's not much else to decide. You'll have to manually add the participants to the rooming list and assign them to rooms yourself.
The interesting options appear when you activate the automatic assignment. Let's take a look at them:
When you decide that the rooming list is going to be the default one, then each participant that registers will end up automatically there.
But let's say that you have two hotels that participants can choose from. Then you can create a custom field with the hotel options in your event and assign them to the different rooming lists according to their choice:
(*note that you have to set the corresponding value in each one of the rooming lists! )
Finally, let's take a look at the options for rooms creation. Once your participants are assigned to the rooming list, should they be assigned to rooms? How?
Don't auto-create rooms:
Well, the first option is to avoid auto-creating the rooms. This means that participants will be assigned to the rooming list but they will remain without a room. The next step would be to create the rooms yourself and place the participants in them.
By selected room type:
When participants choose that they want a single, twin or double room, a room will be created accordingly. In the screenshot below you can see that a participant has been placed in a single room following her choice. However, we may still have to indicate the correct label according to what we have specified when creating the roomblock (you can do that by clicking on the gear icon above the red cross).
By roomblock availability:
The last option means that the system will check whether there is still availability of the selected room type(s) in the roomblock. And rooms will be created based on that. If there is no availability of the selected room type(s), then the rooms will not be created and participants will remain assigned to the rooming list but without room.
(*note that you can select several options if you press the ctrl key, or cmd in Mac)
That's it. The next step regards managing the rooming while your participants are registering. For that check the following article: How can I manage hotel and room assignment for roomblocks during the registration process?