Rooming list
The rooming list stops being a spreadsheet on the side
Rooms are grouped by hotel, every passenger gets a real bed slot, and the system tells you who is still without a room before the bus leaves.
Rooms are grouped by hotel, every passenger gets a real bed slot, and the system tells you who is still without a room before the bus leaves.
It lives inside the trip, in the Hotel tab, and uses the same bookings your team already entered. You create the rooms, pick each room's type, and put people in them. The room type sets the capacity, and capacity is what stops you from putting four people in a double.
There is no second list. The rooming list is a reading of the trip, not a parallel file someone has to remember to update when a new passenger comes in.
For whoever travels alone and does not want to share.
The most common on an excursion, a couple or a pair of friends.
Where the third person of the family group fits.
A whole family or a group willing to split the nightly rate.
It exists because highway hotels and pilgrimage inns have this room.
A passenger with no defined type is not shoved anywhere: they show up in a separate notice and stay out of the count until someone decides.
The panel reads the room type requested in each booking and returns, per type, how many passengers asked for it and how many rooms of that type that adds up to, always rounding up. Eleven people in triples is four triple rooms, not three and a third.
Next to it, the number of rooms of that type that already exist in the trip. The difference between the two columns is exactly what is still missing at the hotel, and that difference is what usually shows up too late when the math lives in a spreadsheet.
Each hotel is its own section, with an occupied-over-capacity counter that changes color when the hotel fills up. Each room card shows the number, the type, how many slots are taken and who is inside.
Conceptual prototype of the rooming list; rooms, guests and occupancy are fictional, with nothing sent to the hotel.
Three signals, always in this order of priority.
Husband, wife, daughter, sister. The relationship already on the passenger's record beats the other two signals, and the suggestion shows the relationship's own label.
If the two people shared a room on a previous trip, the suggestion shows which trip it was. It is the strongest signal there is in an excursion group, and it only exists because the history is in the system.
Whoever paid for the other person's booking will probably share the room with them. It works both ways.
The suggestion is conservative on purpose: it only offers people on this trip, removes anyone who already has a room at that hotel, and never suggests more names than the slots left in the room. There is no score, no ranking, and the decision still belongs to whoever knows the group.
There is also no drag and drop, and that is a choice, not a gap. Much of excursion operations happens on the phone, and much of the audience is over 60: list-based allocation works on any screen and does not depend on aiming.
At the top of the list sits a banner with everyone who has no room at any hotel, each by name. It is the check that normally only happens when the group is already at the hotel desk at eleven at night.
Guide, driver and assistant count like anyone else: staff takes a room slot, shows up in the banner when left out, and goes identified with their role in the list the hotel receives.
This is the part no spreadsheet does. The system crosses the history of who shared rooms on past trips with this trip's list of confirmed passengers, and shows the roommates left out: people who have already traveled with someone who is going, and who have not bought yet.
Each one comes with the name of who already confirmed, which trip the two shared, and a ready WhatsApp message offering exactly the slot next to them. The right slot for the right person, with the reason in hand.
The rooming list as a file, the way hotels ask for it by email.
The list as text, in the clipboard, to paste anywhere you want.
Direct send to the hotel's contact, without going through any email.
Five: single for one person, double for two, triple for three, quad for four and quint for five. Each type's capacity is what locks the room's occupancy on the screen.
The panel shows, per room type, how many passengers asked for that type and how many rooms of that type it adds up to, rounding up. Whoever has not chosen a type yet appears separately, in a notice of how many passengers have no defined type, and does not enter the count.
Yes. Rooms stay grouped by hotel, each hotel with its own occupancy-over-capacity counter. A hotel already registered on the trip but still without a single room appears with a shortcut to create its rooms.
It suggests, on three signals, in this order: a registered relationship between the people, which brings the relationship's own label; having shared a room on a previous trip, which shows which trip it was; and being responsible for the other's booking. The suggestion only offers people on this trip, people who still have no room at this hotel, and at most the number of slots missing in the room.
No, and it is a project decision. The audience running excursions at many agencies is over 60, so allocation is list-based selection, which works on the phone and does not depend on drag precision.
They do. Staff takes a room slot like anyone else, and whoever ended up with no room at any hotel appears in a warning banner at the top of the list, with each person's role.
Yes. The list comes out as a PDF, goes to the clipboard as text and can be sent directly over WhatsApp, with nobody rebuilding anything by hand.
Bring the itinerary and hotels of the departure you are putting together, and we will show you the grouped rooms, the needed-versus-created panel and who would be left without a room.
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