Rooming

Rooming Terms

Occupancy (Hotels only)

Occupancy = Number of bookings to fill the unit. Unit = The room. 1 Unit : X Occupancy = X Bookings

Example:

  • A Regular Hotel Room (= 1 Unit) with an Occupancy of:

    • 1 Occupancy = 1 Booking

    • 2 Occupancy = 2 Bookings

    • 3 Occupancy = 3 Bookings

    • 4 Occupancy = 4 Bookings

      • The Unit is 'used' when the room occupancy has enough bookings.

        • ie: To accurately 'use' a 4 occupancy room with 3 bookings, you will have to add another booking to that room, or change the occupancy to 3.

  • A Ski Chalet (= 1 Unit) with an Occupancy of:

    • 8 Occupancy = 8 Bookings

    • 9 Occupancy = 9 Bookings

    • 10 Occupancy = 10 Bookings

    • 11 Occupancy = 11 Bookings

Units (all Segment Types)

Units come from your segments, which are on your inventories. Depending on the segment used, units can be:

  • A single person (flight / transportation) 1 Unit : 1 Booking OR

  • A room (hotel) (see above) 1 Unit : X Occupancy = X Bookings

Units are used to help determine the capacity of a segment on an inventory. (How much space you have).

Example: A Group of 12 are flying to Vegas and taking up 3 rooms.

  • For the flight: 12 Bookings = @ 1:1 Occupancy = 12 Units (Seats on the Flight)

  • For the hotel: 12 Bookings = @4 Occupancy = 3 Units (Rooms)

  • For the transportation: 12 Bookings = @ 1:1 Occupancy = 12 Units (Seats on the bus)

Unroomed Bookings (Previously 'Orphans')

Unroomed Bookings are travellers who have booked a room with an occupancy higher than 1, but have not yet chosen roommates, or are in an occupancy 1 room with no assigned room number.

Why you may need to account for Unroomed Bookings:

  • A single traveler is taking up a room needed for a larger group

  • A single traveler intended to book a single occupancy room, but chose a high occupancy room by accident

  • A single traveler might be forced into a larger occupancy room

  • A single traveler may have forgotten to select/choose/confirm their roommates

  • etc...

How to Find Unroomed Bookings:

Using search to find Unroomed Bookings.

Enable Rooming on Trip and Hotel Inventory

In order for Travellers to submit rooming requests through their Profile and for the rooming process to be completed by Users, rooming must be enabled on both the Trip and Hotel or ITC Inventory records.

Trip Record

Allow Rooming Changes , which located on the Trip Records overview module, must = true. Travellers will not be able to submit requests through their Profile if this is set to false. If the rooming page is enabled on the OBE then Travellers will be able to request roommates regardless of the Enable Rooming status on the Trip.

Allow Rooming Changes = true on Trip Records Overview Module

Inventory Record

Enable Rooming must = true on the Hotel or ITC Inventory. The Groupdesk Rooming function will not function if this is set to false. This means that no Room Types, Occupancy, Room Number will be visible under the Bookings module.

Enable Rooming = True on Inventory Records Overview Module

If the Trip and Inventory record's rooming is enabled, Travellers will be able to submit a request through their Profile. A confirmation email is sent to the passenger advising of the request (Template - Passenger-Rooming-Request Received). A confirmation email is also sent to rooming@domain.com (or whatever email is defined by your company in the Groupdesk Onboarding process) advising of the request (Template - Admin-Rooming-Request Received).

How to room Travellers together

  1. Open the Trip Record

  2. Scroll to the Bookings module

  3. Select the bookings you want to room together using the checkbox on the left side of the booking row.

  4. With the bookings still selected, scroll to the Bookings module header, and click Room

  5. In the Select Rooms pop up, confirm Room Type, Occupancy Type, Room Code , and Room Number

  6. Click Save

  7. Those travellers will now automatically be sent an email advising any updates to their occupancy and pricing (if the room type or occupancy changed).

  8. Once the rooming process is complete, users should manually email passengers the "Roommates added" email. (Email Template, Admin-Rooming-Roommates Added). This will inform them that their roommates have been updated. For more information on how to send an email from the Trip level, please click here.

Once all traveler requests have been completed, review the Bookings on the Trip Record to ensure that everyone is in the correct occupancy.

Once room numbers are assigned, you cannot have more or less bookings with the same room number than the occupancy selected.

2 Occupancy requires 2 Traveling bookings with the same room number.

Room Type

This is a dropdown of all the available room types. Changing the Room Type may also change the Occupancy Type available.

(ie: A "Single King" room may have an occupancy type of 1 or 2, where a "Luxury Chalet" may have an occupancy of 6, 7, 8, 9, or 10.)

Occupancy Type

Occupancies available for the Room Type (ie Luxury Chalet) depend on the inventories attached to the trip and the bookings selected. Whatever inventories are on the bookings selected will be visible in the drop down.

Room Code

Room Codes are used to determine the type of room prefix. This helps the operations team or rooming team keep track of the types of rooms and/or roommates being confirmed.

  • A = Assigned

  • Co = Co-Ed Requested

  • Cor = Co-Ed Received

  • R = Requested

  • Ra = Requested Assigned

  • Spc = Special Assignment

  • W = Waitlist

  • X = Cancelled / Default / Pending

Room Number

Bookings with non-travelling booking statuses of Pending, Default, Cancelled should have an "X" Room Code during the rooming process. These bookings should not be assigned rooms.

Room numbers are arbitrary values assigned to rooms to keep track of how many rooms have been used. The room number that appears on a traveler Profile is not the actual hotel room number they will receive. Room numbers are more like an Internal confirmation (or placeholder) to confirm their room has been allocated and counted.

(ie: some waitlist travellers may never receive an "A35" room number if their trip is sold to capacity. They will get a refund instead).

An Example of what a rooming list looks like when it's complete:

How to Room Travelers who are on Different Trips

You are able to room travelers together via their Hotel Inventory as long as they have purchased the exact same room type on the exact same inventory record.

Rooming rules from Rooming via Trip Record still apply

  1. Open the Inventory Record

  2. Scroll to the Bookings module

  3. Select the bookings you want to room together using the checkbox on the left side of the booking row.

  4. With the bookings still selected, scroll to the Bookings module header, and click Room

  5. In the Select Rooms pop up, confirm Room Type, Occupancy Type, Room Code , and Room Number

  6. Click Save

    1. The updated traveler rooming information will now appear under the Bookings module of the Trip Record and the Inventory Record

  7. Those travellers will now automatically be sent an email advising any updates to their occupancy and pricing (if the room type or occupancy changed).

  8. Once the rooming process is complete, users should manually email passengers the "Roommates added" email. (Email Template, Admin-Rooming-Roommates Added). This will inform them that their roommates have been updated. For more information on how to send an email from the Trip level, please click here.

Once all traveler requests have been completed, review the Bookings on the Inventory Record to ensure that everyone is in the correct occupancy.