A ready-to-use template to organize who shares a room with whom, compare what was requested with what was actually arranged at the hotel, and know right away when a room is over capacity.
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Download the file nowA roomlist is the list of who will share a room with whom on an excursion. The template on this page organizes that in three steps: first what each passenger requested (room type, who they want to stay with), then what was actually arranged at the hotel, room by room, with the name of each occupant, and finally the comparison between the two.
Each room's capacity is calculated automatically from the chosen type (single, double, triple, quadruple, or quintuple), and the spreadsheet flags it, with a colored row, when a room is still incomplete, closed correctly, or went over the number of people it fits.
This works well while one person is arranging rooms for one excursion at a time. The point where this format gets tight is described further down this page.
Besides the working tabs, the file includes a Read me tab explaining how to fill it in and what each formula does.
| Tab | Columns | What it calculates on its own |
|---|---|---|
| Passengers | Name, Phone, Desired room type, Wants to share with, Notes | Phone checks out, which warns you when the number entered is missing the area code or has one digit too many or too few |
| Rooms | Hotel, Room number, Type, Occupant 1 through Occupant 5 | Capacity (from the Type), Occupants (counts the names filled in), and Status: "N missing", "ok", or "OVER CAPACITY", with the row highlighted in red or green |
| Summary | Room type | How many people requested each type, how many rooms that requires, how many have been created in the Rooms tab, and the difference between requested and arranged |
The Type column, in both Passengers and Rooms, comes with a list to pick from (Single, Double, Triple, Quadruple, Quintuple), so you never type it wrong.
It's not a lack of organization: it's the format hitting its limit.
Excel or Sheets doesn't tell you who changed what. Whoever saves last erases whoever saved first, with no warning at all.
Each trip becomes a new copy of this file, and nothing here stops a passenger from being booked on two trips at once by mistake.
There's no automatic alert for due dates, overdue installments, or who hasn't paid the room deposit yet.
When the same passenger travels on this excursion and the next, there's no single place that brings their two trips together.
The spreadsheet is free and genuinely useful for those getting started who can't yet hire a system. The platform comes in when it stops being enough, not before.
Teia keeps a record of who each passenger has traveled with before. When it's time to build the seat map or split the hotel rooms, it's easier to seat friends and families together, because you already know who travels as a group, without having to ask again on every trip.
It's the organization of who will share a room with whom on a group trip: the room type each passenger requested (single, double, triple, quadruple, or quintuple) and, later, the room actually booked at the hotel with the name of each occupant.
Three: Passengers (what each person requested, with phone number and who they want to share with), Rooms (what was actually arranged at the hotel, with capacity and occupants calculated by formula), and Summary (the comparison between requested and arranged, by room type).
The Status column in the Rooms tab calculates on its own, from the room type and how many names were filled in: it shows "N missing" when there's a vacancy left, "ok" when the room closed correctly, and "OVER CAPACITY" when there are more people than capacity, with the row highlighted in each case.
Yes, in the Summary tab: for each room type, it shows how many passengers requested that type, how many rooms that requires, how many have already been created in the Rooms tab, and the difference between the two numbers.
Yes, name and WhatsApp. That's how we know which material actually helps, without charging anything for it and without requiring an email.
It works for manually arranging one trip at a time. The limit shows up when more than one person edits the same spreadsheet at the same time, or when several excursions run in the same week.
And when the spreadsheet starts to feel tight, just message us on WhatsApp. We'll show you OnWay with your own destinations, with no closed system and no pressure to decide.
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