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{{Infobox Feature
{{Infobox Feature
  | name = Rooming Lists
  | name = Orders
  | version = Beta in 3.4.1 (Unreleased)
  | version = [[Release 3.4.1|3.4.1]] (BETA)
  | tier = Standard, Premium and Enterprise
  | tier = Standard, Premium and Enterprise
}}
}}


= Overview =
= 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.  
The '''Orders''' feature allows users to create, manage, save, and generate request documents for both '''Accommodation''' and '''Flight''' bookings. It acts as a central workspace for collecting booking requirements, guest preferences, and order details related to an itinerary. Users can generate PDFs for sharing with suppliers, export order data to spreadsheets, and import existing booking data from exported files.


= Accessing Rooming Lists =
= Accessing Orders =
{| style="width:100%; margin:auto;"
{| style="width:100%; margin:auto;"
|-
|-
| style="width:60%; vertical-align:top;" |
| 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.
To find the Orders functionality, select '''Create Order''' from the itinerary section in the ECH. This opens the Orders workspace in a full-screen modal.


| style="width:40%; vertical-align:top;" |
On opening, users can select the type of order to create using the '''Order Type''' dropdown in the top bar:
[[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.]]
- '''Accommodation''' - For hotel and accommodation requests
 
- '''Flight''' - For flight booking requests
 
| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.07.33.png|thumb|When you have no existing orders, button is located bottom centre.]][[File:Screenshot 2026-08-04 at 11.08.41.png|thumb|Button moves into the header when you have existing orders.]]
|}
|}


= Managing Rooming Lists =
= Managing Orders =
{| style="width:100%; margin:auto;"
{| style="width:100%; margin:auto;"
|-
|-
| style="width:60%; vertical-align:top;" |To create a rooming list, select '''Create Rooming List''' from the itinerary accommodation section. This opens the Rooming List workspace in a full-screen modal.
| style="width:60%; vertical-align:top;" |New orders begin as unsaved drafts until they are saved.
When creating a new order, the form is automatically pre-filled using information from the selected itinerary, including dates, location, and lead booker details where available. The agent notes field is pre-populated with a template relevant to the selected order type.


New rooming lists begin as unsaved drafts until they are saved.
=== Layout Overview ===
The Orders workspace is divided into four main sections:


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.
- Top Bar
----


=== Layout Overview ===
- Sidebar
The Rooming List workspace is divided into four main sections:


* Top Bar
- Main Form
* Sidebar
* Main Form
* Bottom Bar


----
- Bottom Bar


== Top Bar ==
== Top Bar ==
=== Order Type Selector ===
Dropdown to select the type of order to create when clicking "Create New":
- '''Accommodation''' - Hotel and accommodation booking requests
- '''Flight''' - Flight booking requests
Changing the selector does not affect the currently open order. The selected type applies to the next new order created.


=== Reset ===
=== Reset ===
Restores the currently selected rooming list back to its last saved state.
Restores the currently selected order back to its last saved state.


If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.
If editing a new unsaved draft, the form will revert to its original pre-filled itinerary values.


=== Create New ===
=== Create New ===
Creates a new unsaved rooming list draft while keeping the current modal open.
Creates a new unsaved order draft of the type selected in the Order Type dropdown, while keeping the current modal open.


If unsaved changes exist, the user will be prompted to save or discard them before continuing.
If unsaved changes exist, the user will be prompted to save or discard them before continuing.
The new order is automatically given a unique title based on the itinerary name.


=== Close ===
=== Close ===
Closes the Rooming List modal.
Closes the Orders modal.


If there are unsaved changes, the user will be prompted to save or discard the draft before closing.
If there are unsaved changes, the user will be prompted to save or discard the draft before closing.
----


== Sidebar ==
== Sidebar ==
The sidebar contains all saved rooming lists for the currently selected itinerary.
The sidebar contains all saved orders (both Accommodation and Flight) for the currently selected itinerary.


=== Search ===
=== Search ===
Filters saved rooming lists by title.
Filters saved orders by order name.


=== Refresh ===
=== Refresh ===
Reloads the latest rooming lists from the server without closing the modal.
Reloads the latest orders from the server without closing the modal.


=== Rooming List Entries ===
=== Order Entries ===
Displays all saved rooming lists ordered by most recently updated first.
Displays all saved orders ordered by most recently updated first.


Each entry displays:
Each entry displays:


* Rooming list title
- Order name
* Last modified date and time


Selecting a different rooming list will load its saved data into the form.
- Order type tag ('''Accommodation''' or '''Flight''')
 
- Last modified date and time
 
Selecting a different order will load its saved data into the form and automatically switch the form to the correct type.


If unsaved changes exist, the user will be prompted to save or discard them before switching.
If unsaved changes exist, the user will be prompted to save or discard them before switching.
----
 
When no order is selected, the sidebar shows a '''Draft''' entry indicating an unsaved draft is being edited.


== Bottom Bar ==
== Bottom Bar ==


=== Save ===
=== Save ===
Saves the current rooming list.
Saves the current order.


Once saved:
Once saved:


* The rooming list becomes persistent
- The order becomes persistent
* It appears in the sidebar
* Future edits can be restored using Reset


=== Delete ===
- It appears in the sidebar with the appropriate type tag
Deletes the currently selected saved rooming list.


This action cannot be undone.
- Future edits can be restored using Reset


If working on an unsaved draft, this button instead discards the draft.
=== Delete / Discard Draft ===
Deletes the currently selected saved order. This action cannot be undone and requires confirmation.
 
If working on an unsaved draft, this button instead discards the draft and requires confirmation.


=== Generate PDF ===
=== Generate PDF ===
Generates a PDF version of the current rooming list using all entered form data.
Generates a PDF version of the current order using all entered form data. The PDF format adapts to the order type:
 
- '''Accommodation PDF''' - Includes hotel details, guest rooming assignments, check-in/check-out times, and contact information. Designed for sharing with hotels, accommodation providers, or booking agents.
 
- '''Flight PDF''' - Includes flight details, passenger list, airline information, departure and arrival details, and special requests. Designed for sharing with airlines, flight providers, or booking agents.
 
=== Export Format ===
Optional dropdown to select the export file format:
 
- '''XLSX''' (default)
 
- '''CSV'''
 
=== Export ===
Generates a downloadable spreadsheet of the current order's details. The exported file format adapts to the order type:
 
==== Accommodation Export ====
Includes:
 
- Team Name, Itinerary Name, Order Name
 
- Selected Hotel details (Name, Address, Check-In/Out Times, Telephone)
 
- Guest table with: Guest Names, Check-In Date/Time, Check-Out Date/Time, Room Type, Booking Reference
 
==== Flight Export ====
Includes:


The PDF is designed for sharing with hotels, accommodation providers, or booking agents.
- Team Name, Itinerary Name, Order Name
----


== Form Fields ==
- Flight details (Airline, Cabin Class, Flight Number, Departure Date/Time & Airport, Arrival Date/Time & Airport)


== General Information ==
- Passenger table with: Passenger Names, Booking Reference
 
=== Import ===
Imports order data from a previously exported XLSX or CSV file. The system automatically detects whether the file contains Accommodation or Flight data and populates the corresponding section form.
 
==== Accommodation Import ====
Imports hotel details, guest room assignments, check-in/check-out dates, room types, and booking references. Creates a new hotel in the itinerary and associates it with the imported order. Validates guest names against current itinerary members, date formats, and room date logic.
 
==== Flight Import ====
Imports flight details including airline, cabin class, flight number, departure/arrival airports and dates, and passenger list. Creates a new flight in the itinerary and associates it with the imported order. Validates passenger names against current itinerary members, airport codes, date formats, and cabin class values.If validation errors are found during import, they are displayed in a dialog showing a spreadsheet preview of the imported data with errors highlighted, allowing the user to identify and fix issues before re-importing.
 
[[Itinerary Section Template Import|Itinerary Sections Import Guidelines]]
 
== General Form Fields ==
These fields are shared across both Accommodation and Flight order types.


=== Order Name * ===
=== Order Name * ===
The title of the rooming list.
The title of the order.


This is used:
This is used:


* In the sidebar list
- In the sidebar list
* As the PDF title
* To help identify accommodation requests


Example:
- As the PDF title


* “Trip to Milan”
- To help identify booking requests
* “Barcelona Conference Accommodation”


----
Examples:
 
- "Trip to Milan"
 
- "Barcelona Conference Accommodation"
 
- "London Team Flight Bookings"


=== Lead Booker Contact Name ===
=== Lead Booker Contact Name ===
The primary contact person responsible for the booking or accommodation request.
The primary contact person responsible for the booking request. Typically pre-filled using the current user profile.
 
This is typically pre-filled using the current user profile.
----


=== Lead Booker Phone Number ===
=== Lead Booker Phone Number ===
The primary contact phone number for accommodation providers to use when responding to the request.
The primary contact phone number for suppliers to use when responding to the request.
----


=== Lead Booker Contact Email ===
=== Lead Booker Contact Email ===
The main email address accommodation providers should use for communication.
The main email address suppliers should use for communication. Usually pre-filled from the logged-in user profile.
 
=== Additional Emails ===
Optional comma-separated email addresses that should also receive communications or copies of the generated PDF.
 
Example: <code>ops@company.com, travel@company.com</code>


This field is usually pre-filled from the logged-in user profile.
=== Event Location ===
----
The destination, venue, or event location related to the booking request. Uses an interactive map address selector.


=== Additional Emails ===
=== Stay Dates * ===
Optional comma-separated email addresses that should also receive accommodation communications or copies of the generated PDF.
The date range for the booking. Typically pre-filled from the itinerary dates.
 
=== Response Due Date ===
The deadline by which suppliers or agents should respond to the request.
 
=== Additional Information for Agent ===
Free-text notes intended for suppliers or booking agents. Character limit of 1024 with a remaining character counter.
 
This content is included in the generated PDF. The field is pre-populated with a template based on the order type:
 
==== Accommodation template ====
 
- Desired room type
 
- Required services (wifi, parking, breakfast etc)
 
- Additional requests
 
==== Flight template ====
 
- Special meal requirements
 
- Seat preferences
 
- Additional requests


Example:
=== Team Internal Comments ===
Internal-only notes visible to EventR users. Intended for operational or planning purposes and not shared with suppliers.


<code>ops@company.com, travel@company.com</code>
Examples:
----


=== Event Location ===
- Internal approval notes
The destination, venue, or event location related to the accommodation request.


This location helps suppliers understand where accommodation proximity is required.
- Supplier preferences
----


=== Stay Dates * ===
- Budget discussions
The requested accommodation check-in and check-out date range.


These dates are typically pre-filled from the itinerary.
- Booking reminders
----


== Accommodation Requirements ==
== Accommodation-Specific Fields ==


=== Select Pending Accommodations ===
=== Select Accommodations ===
Selects an existing pending hotel/accommodation item from the itinerary.
Selects an existing hotel/accommodation item from the itinerary.


When selected:
When selected:


* Related guest information can be used
- Related guest information can be used
* Room counts may auto-populate
 
* Guest data can be included in the generated PDF
- Room counts may auto-populate based on assigned guests


Only accommodations currently marked as '''Pending''' are available.
- Guest data can be included in the generated PDF
----


=== Number of Rooms Required ===
=== Number of Rooms Required ===
The total number of rooms required for the stay.
The total number of rooms required for the stay. May automatically populate based on the selected hotel's guest assignments, but can also be edited manually.


This may automatically populate based on the selected accommodation’s guest assignments, but can also be edited manually.
=== Maximum Number of Hotels to Split \* ===
----
Defines how many separate hotels the booking can be split across. Options: 1, 2, 3, or 4.
 
=== Maximum Number of Accommodations to Split * ===
Defines how many separate hotels or accommodation providers the booking can be split across.


Examples:
Examples:


* <code>1</code> = all guests must stay in the same hotel
- <code>1</code> = all guests must stay in the same hotel
* <code>2</code> = guests may be split between two hotels
- <code>2</code> = guests may be split between two hotels
 
----


=== Maximum Distance from Event ===
=== Maximum Distance from Event ===
Optional distance limit between the accommodation and the event location.
Optional distance limit between the accommodation and the event location.


Example:
# Examples: "5km", "15 minute walk"


* “5km”
=== Minimum Cost per Night per Room ===
* “15 minute walk”
Optional minimum nightly room budget. Useful when requesting accommodation within a preferred pricing range.


This helps suppliers return more suitable accommodation options.
=== Maximum Cost per Night per Room ===
----
Optional maximum nightly room budget. Helps suppliers avoid quoting accommodation outside budget requirements.


=== Minimum Cost per Night per Room ===
== Flight-Specific Fields ==
Optional minimum nightly room budget.
 
=== Select Pending Flight ===
Selects an existing pending flight from the itinerary.
 
When selected, the form is automatically pre-populated with:
 
- Flight number/booking reference
 
- Airline name
 
- Departure airport
 
- Arrival airport
 
- Departure date and time
 
- Arrival date and time


Useful when requesting accommodation within a preferred pricing range.
- Number of passengers
----


=== Maximum Cost per Night per Room ===
Only flights currently marked as '''Pending''' are available.
Optional maximum nightly room budget.


Helps suppliers avoid quoting accommodation outside budget requirements.
=== Flight Number ===
----
The flight booking reference number. May be pre-filled from the selected flight.


=== Response Due Date ===
=== Airline ===
The deadline by which accommodation providers or agents should respond to the request.
The airline operating the flight. May be pre-filled from the selected flight.
----


== Notes & Comments ==
=== Number of Passengers ===
The total number of passengers for the flight. May automatically populate based on the selected flight's passenger list, but can also be edited manually.


=== Additional Information for Agent ===
=== Cabin Class ===
Free-text notes intended for accommodation providers or booking agents.
The requested cabin class for the flight. Options:


Typical information may include:
- Economy


* Preferred room types
- Premium Economy
* Required amenities
* Breakfast or parking requirements
* Accessibility requests
* Special guest requirements


This content is included in the generated PDF.
- Business
----


=== Team Internal Comments ===
- First
Internal-only notes visible to EventR users.


These comments are intended for operational or planning purposes and are not intended for accommodation suppliers.
=== Departure Airport ===
The departure airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.


Examples:
=== Arrival Airport ===
The arrival airport for the flight. Uses an interactive airport selector with search functionality. May be pre-filled from the selected flight.


* Internal approval notes
=== Departure Date ===
* Supplier preferences
The departure date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.
* Budget discussions
* Booking reminders


----
=== Arrival Date ===
The arrival date and time for the flight. Uses a date/time picker with warning indicators for dates outside the event range. May be pre-filled from the selected flight.


== Draft Handling ==
== Draft Handling ==
Rooming lists support unsaved drafts.
Orders support unsaved drafts.


If the user attempts to:
If the user attempts to:


* Close the modal
- Close the modal
* Switch rooming lists
 
* Refresh data
- Switch orders
* Create a new draft
 
- Refresh data
 
- Create a new draft
 
- Change the order type (while in unsaved draft mode)


while unsaved changes exist, EventR will prompt the user to:
while unsaved changes exist, EventR will prompt the user to:


* Save changes
- Save changes
* Discard changes
 
- Discard changes


This helps prevent accidental data loss.
This helps prevent accidental data loss.
| style="width:40%; vertical-align:top;" |
| style="width:40%; vertical-align:top;" |[[File:Screenshot 2026-08-04 at 11.11.05.png|thumb|Example: Draft order]][[File:Screenshot 2026-08-04 at 11.19.48.png|thumb|Multiple orders view with type tags]]
[[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]]
[[Category:Excel]]
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