Rooming Lists
Turn the organiser's list of names into real bookings off the block — paste the names, set room type and occupancy per row, and resend the rows that failed.
The rooming list is how held rooms become guests. Open the group at /groups/{id} and click Rooming list: the sheet is headed with the group's reference and reminds you that each name takes one held room of its type and becomes an ordinary booking on the group, followed by a running count — "Deluxe King: 6 held · Superior Twin: 2 held".
Every row becomes a real reservation. It is priced, assigned a physical room and given a folio through exactly the same path as a booking typed at the desk, so a rooming-list guest is in no way a lesser record: they can be checked in, charged, moved and invoiced like anyone else. What makes them a group booking is that they are linked to the group and their room came out of its block.
The button is disabled when no block has a room left to name ("No rooms left to name"), and a cancelled group refuses names outright ("A cancelled group cannot take bookings").
Paste the names
Paste one guest per line
Organisers send a list, not a form. Paste it into Paste names — one guest per line, Given Family, email@example.com, with the email optional. The last word of the name is taken as the family name and everything before it as the given name, so "Mary Anne Fernandez" becomes Mary Anne / Fernandez.
Add them to the list
Click Add {n} to list. Each line becomes an editable row, and the box clears so you can paste another batch. Rows default to 2 adults, no children, and to the block with the most rooms still held.
Set room type and occupancy per row
Fix anything the paste could not know. Each row has Given name, Family name, Email, Room type, Adults and Children. The room type select lists only the group's blocks, each with its own count — "Deluxe King (6 held)". Adults is at least 1; children at least 0, and a row cannot exceed its room type's child occupancy. Add guest adds a blank row by hand, and the bin button on a row removes it.
Book the list
Book {n} guests sends the list; the button reads Booking… while it works. A row with a missing given or family name stops the send ("Every guest needs a given and family name."), as does an empty list ("Add at least one guest.").
Read the result
"{n} bookings created" means the whole list went through and the sheet closes. If anything failed you get "{n} created, {m} could not be booked" and the sheet stays open — see below.
More names than rooms
If the rows for a room type outnumber the rooms it still holds, the row's Room type select is outlined in amber and a line appears under the list: "More names than rooms held for a type — the extra rows will be refused. Enlarge the block first if the group has grown."
That is not a soft warning. A row beyond the block is refused, not sold from general inventory. The agreement was for a fixed number of rooms, and selling an extra one is a decision about the group's business — whether the rate still applies, whether the rooms are worth more on the open market — that belongs to the desk, not to a list someone pasted in. The refusal reads "{Room type}: the block is fully picked up".
A row naming a room type the group never blocked is refused the same way: "That room type is not blocked for this group".
Rows succeed or fail independently
A forty-name list does not have to be re-keyed because one line has a typo. Each row is booked on its own: one held room is handed over, the booking is created through the normal path, and the room is taken back into the block if that creation fails — the group never loses a room to a bad name.
When some rows fail, the sheet keeps only the failed rows and shows what went wrong above them:
6 booked. These could not be:
- Yusuf Rasheed — Deluxe King: the block is fully picked up
- A Hassan — That room type is not blocked for this group
Fix the rows below and send again.
Correct them in place and click Book {n} guests again. The bookings that already succeeded are not touched and will not be made twice. A row can also fail for any of the ordinary reasons a booking is refused — a rate plan restriction over those dates, occupancy above the room type's limit, or no physical room free for the stay — and the server's own message is shown against the guest's name.
The group rate
A group often has one agreed price regardless of what the public plan says. Set Group rate per room / night when creating the group and every rooming-list booking is priced at that flat nightly figure instead of the plan's occupancy rates — a double and a single off the same block both pay the group rate.
The plan is still doing its other work. Taxes still follow the plan, as do fees and stay restrictions; only the nightly price is replaced. The group page shows the rate beside each block's plan name so the desk can see what the block is selling at.
With no group rate, each booking is priced on its block's rate plan exactly as a direct booking would be.
A group rate beats a company's negotiated rate
If a booking is both a group pick-up and attached to a partner with a contract rate on the same plan, the group rate wins. It was agreed for this block, for these dates, and it is the figure the organiser has in writing.
What each row produces
| Taken from | Used for |
|---|---|
| The group's Stay | Arrival and departure — every member booking runs the block's dates |
| The block's Rate plan | Taxes, fees and stay restrictions; the nightly price when there is no group rate |
| The group's Group rate | The nightly price, when one is set |
| The row's Room type, Adults, Children | Which block the room comes from, and the occupancy priced |
| The row's name and email | The guest record created for that booking |
Each row is one room. A party of four needing two rooms is two rows, not one row with four adults.
Every member booking also joins the group's folio group, so the group's billing mode decides whether its room and tax land on the organiser's bill — see Master folio & group billing.
Tips
- Paste first, tidy second. The paste box is much faster than Add guest for anything over a handful of names, even if half the rows then need their room type changed.
- Watch the held counts in the select. They are the live figures from the block, so they tell you how many more of that type you can name before the rows start being refused.
- Send in batches when the list is long. Rows are independent, so there is no risk in sending twenty, fixing the stragglers, then sending twenty more.
- One name per room, not per person. The second guest in a room is occupancy, not a row.
Related
Group Bookings
Block rooms for a wedding, tour series or conference, track pick-up against the block, mark the group definite, release held rooms and handle the cut-off.
Master Folio & Group Billing
The group's own bill, the two billing modes Innvera supports, how a member's room and tax reach the organiser, and where groups appear in Accounting.