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-Rooming List
+{{Infobox Feature
+ | name = Rooming Lists
+ | version = [[Release 3.4.1|3.4.1]] (BETA)
+ | tier = Standard, Premium and Enterprise
+}}
+= Overview =
+The '''Rooming List''' feature allows users to create, manage, save, and generate accommodation request PDFs for hotels or accommodation suppliers. It acts as a central workspace for collecting stay requirements, guest accommodation preferences, and booking details related to an itinerary.
+= Accessing Rooming Lists =
+{| style="width:100%; margin:auto;"
+|-
+| style="width:60%; vertical-align:top;" |
+To find the rooming list functionality, select '''Create Rooming List''' from the itinerary accommodation section in the ECH. This opens the Rooming List workspace in a full-screen modal.
+| style="width:40%; vertical-align:top;" |
+[[File:Screenshot 2026-05-06 at 11.21.54.png|thumb| When you have no existing accommodations, button is located bottom centre. ]]
+[[File:Screenshot 2026-05-06 at 11.38.33.png|thumb|Button moves into the header when you have existing accommodations.]]
+|}
+= Managing Rooming Lists =
+{| style="width:100%; margin:auto;"
+|-
+| style="width:60%; vertical-align:top;" |New rooming lists begin as unsaved drafts until they are saved.
+When creating a new rooming list, the form is automatically pre-filled using information from the selected itinerary, including dates, location, and lead booker details (You) where available.
+----
+=== Layout Overview ===
+The Rooming List workspace is divided into four main sections:
+* Top Bar
+* Sidebar
+* Main Form
+* Bottom Bar
+----
+== Top Bar ==
+=== Reset ===
+Restores the currently selected rooming list back to its last saved state.
+If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.
+=== Create New ===
+Creates a new unsaved rooming list draft while keeping the current modal open.
+If unsaved changes exist, the user will be prompted to save or discard them before continuing.
+=== Close ===
+Closes the Rooming List modal.
+If there are unsaved changes, the user will be prompted to save or discard the draft before closing.
+----
+== Sidebar ==
+The sidebar contains all saved rooming lists for the currently selected itinerary.
+=== Search ===
+Filters saved rooming lists by title.
+=== Refresh ===
+Reloads the latest rooming lists from the server without closing the modal.
+=== Rooming List Entries ===
+Displays all saved rooming lists ordered by most recently updated first.
+Each entry displays:
+* Rooming list title
+* Last modified date and time
+Selecting a different rooming list will load its saved data into the form.
+If unsaved changes exist, the user will be prompted to save or discard them before switching.
+----
+== Bottom Bar ==
+=== Save ===
+Saves the current rooming list.
+Once saved:
+* The rooming list becomes persistent
+* It appears in the sidebar
+* Future edits can be restored using Reset
+=== Delete ===
+Deletes the currently selected saved rooming list.
+This action cannot be undone.
+If working on an unsaved draft, this button instead discards the draft.
+=== Generate PDF ===
+Generates a PDF version of the current rooming list using all entered form data.
+The PDF is designed for sharing with hotels, accommodation providers, or booking agents.
+----
+== Form Fields ==
+== General Information ==
+=== Order Name * ===
+The title of the rooming list.
+This is used:
+* In the sidebar list
+* As the PDF title
+* To help identify accommodation requests
+Example:
+* “Trip to Milan”
+* “Barcelona Conference Accommodation”
+----
+=== Lead Booker Contact Name ===
+The primary contact person responsible for the booking or accommodation request.
+This is typically pre-filled using the current user profile.
+----
+=== Lead Booker Phone Number ===
+The primary contact phone number for accommodation providers to use when responding to the request.
+----
+=== Lead Booker Contact Email ===
+The main email address accommodation providers should use for communication.
+This field is usually pre-filled from the logged-in user profile.
+----
+=== Additional Emails ===
+Optional comma-separated email addresses that should also receive accommodation communications or copies of the generated PDF.
+Example:
+<code>ops@company.com, travel@company.com</code>
+----
+=== Event Location ===
+The destination, venue, or event location related to the accommodation request.
+This location helps suppliers understand where accommodation proximity is required.
+----
+=== Stay Dates * ===
+The requested accommodation check-in and check-out date range.
+These dates are typically pre-filled from the itinerary.
+----
+== Accommodation Requirements ==
+=== Select Pending Accommodations ===
+Selects an existing pending hotel/accommodation item from the itinerary.
+When selected:
+* Related guest information can be used
+* Room counts may auto-populate
+* Guest data can be included in the generated PDF
+Only accommodations currently marked as '''Pending''' are available.
+----
+=== Number of Rooms Required ===
+The total number of rooms required for the stay.
+This may automatically populate based on the selected accommodation’s guest assignments, but can also be edited manually.
+----
+=== Maximum Number of Accommodations to Split * ===
+Defines how many separate hotels or accommodation providers the booking can be split across.
+Examples:
+* <code>1</code> = all guests must stay in the same hotel
+* <code>2</code> = guests may be split between two hotels
+----
+=== Maximum Distance from Event ===
+Optional distance limit between the accommodation and the event location.
+Example:
+* “5km”
+* “15 minute walk”
+This helps suppliers return more suitable accommodation options.
+----
+=== Minimum Cost per Night per Room ===
+Optional minimum nightly room budget.
+Useful when requesting accommodation within a preferred pricing range.
+----
+=== Maximum Cost per Night per Room ===
+Optional maximum nightly room budget.
+Helps suppliers avoid quoting accommodation outside budget requirements.
+----
+=== Response Due Date ===
+The deadline by which accommodation providers or agents should respond to the request.
+----
+== Notes & Comments ==
+=== Additional Information for Agent ===
+Free-text notes intended for accommodation providers or booking agents.
+Typical information may include:
+* Preferred room types
+* Required amenities
+* Breakfast or parking requirements
+* Accessibility requests
+* Special guest requirements
+This content is included in the generated PDF.
+----
+=== Team Internal Comments ===
+Internal-only notes visible to EventR users.
+These comments are intended for operational or planning purposes and are not intended for accommodation suppliers.
+Examples:
+* Internal approval notes
+* Supplier preferences
+* Budget discussions
+* Booking reminders
+----
+== Draft Handling ==
+Rooming lists support unsaved drafts.
+If the user attempts to:
+* Close the modal
+* Switch rooming lists
+* Refresh data
+* Create a new draft
+while unsaved changes exist, EventR will prompt the user to:
+* Save changes
+* Discard changes
+This helps prevent accidental data loss.
+| style="width:40%; vertical-align:top;" |
+[[File:Screenshot 2026-05-06 at 11.49.46.png|thumb|Example: Draft rooming list]]
+[[File:Screenshot 2026-05-06 at 11.58.44.png|thumb|Multiple rooming list view]]
+|}
+[[Category:3.4.1]]

Rooming Lists: Difference between revisions