Rooming Lists

Rooming Lists

Release version	Beta in 3.4.1 (Unreleased)
Included in 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

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.

When you have no existing accommodations, button is located bottom centre. Button moves into the header when you have existing accommodations.

Managing Rooming Lists

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. 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: ops@company.com, travel@company.com 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: 1 = all guests must stay in the same hotel 2 = 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.

Example: Draft rooming list Multiple rooming list view