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TEAM Solutions

Your rooming list

See every reservation for your event from the moment a guest pays, with what is due at check-in, loyalty numbers and a CSV export.

For hotels
  • Front desk
  • Sales
Updated

Step by step

  1. Step 1: Open Events

    Events

    Events & Rooming Lists shows your current, upcoming and past events.

  2. Step 2: Find the event card

    Each card shows your reservations, room nights, booking cutoff and a pickup bar for your block.

  3. Step 3: Open the Rooming List

    Click Rooming List on the card. Search by name, email or confirmation number, or filter by status.

  4. Step 4: Open a reservation

    Click a reservation to see the guest, their stay, rate (each night with its own rate when they differ), what was paid and what is Due at Check-in.

  5. Step 5: Export when you need a file

    Click Export to CSV for a copy of the list as it is at that moment. Its last column, Nightly Rates, lists each night of the stay with its rate.

What the list shows

At the top, the totals for your hotel: Confirmed, Room Nights, Collected and Due at Check-in, plus Cancelled when any reservation was cancelled. Confirmed, Room Nights and Collected count every booked room, before and after you enter your confirmation number, and after the guest checks in or out. Due at Check-in counts only guests who have not checked in yet. The header also shows your booking cutoff and how much of your block is booked on its peak night, the night with the most rooms.

Each reservation shows:

  • the guest, their team and their Guest Loyalty # when they gave one
  • Booked by when someone else booked for the guest
  • our confirmation number and your Hotel Conf #
  • the stay dates and room type, and the rate of each night when your contract prices nights differently
  • the Card Charge for the first night and its tax, with how much of it is first-night tax, and Charged with the date once your desk marks it charged on the Payment Card. At a full prepay hotel the Card Charge is the full stay and the tax for every night: the row says Full prepay: charge the full stay, its payment shows Full Stay Paid, and Due at Check-in is only the event fees
  • the reservation's status

Staff rooms the event organizer booked are marked Staff (comp) or Staff (paid). Bookings your hotel took itself, which TEAM Solutions added to your list, are marked Hotel direct. Cancelled reservations stay on the list, shaded, so you can see what changed.

Planner Points to Credit

When your contract includes planner points, a card above the reservations shows the points per dollar and the planner reward account to credit after the event. Credit both: the organization for the event's room nights, and each guest on their own Guest Loyalty #.

What to do with it

Common questions

Why does it say Rooming List Not Available Yet?

The rooming list opens when the event goes live and stays available after the event is completed. Check back once booking opens.

Why are new bookings not showing?

The page does not update on its own. Refresh it to see bookings made since you opened it. A booking appears as soon as the guest has paid.

Is the CSV up to date?

It is a snapshot of the list when you export it. Export again to include newer bookings and changes.

What are Planner Points to Credit?

Points your contract awards the organization named on the card, based on this event's room-night pickup. Credit them in your loyalty system after the event. They are separate from, and in addition to, the points each guest earns on their own Guest Loyalty #.

Where do I see pickup against our block?

The event card and the top of the rooming list show how many rooms of your block are booked, with a bar for Booked, Block held and Available. One of your primary contacts also gets a weekly pickup report by email on Mondays.

Why is a reservation marked Hotel direct?

Your hotel took that booking itself, for example through your own reservations line, and TEAM Solutions added it to your list so it counts toward your block and comes out of your contracted rooms. The guest pays you, so it has no Card Charge, and the CSV shows Hotel direct as its Guest Type. It is never emailed to you as a new booking. To cancel it, contact TEAM Solutions support.

Why are some guest emails and phone numbers partly hidden?

Logins with the User role see guest emails and phone numbers partly hidden. Admins and Managers see them in full.

Read: Contacts, users and who gets which email

Still stuck?

Call or email our support team.

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