Manage travelers and rooming

The Travelers workspace has tabs for the roster, Rooms, Booking Summary, Join Requests, and Imports. Travelers reach the roster by direct entry, import, or an approved join request.

Add a traveler

1. Select add and search by name or email.
2. Select the existing person, or create a new one.
3. Mark the head traveler for a group.
4. Save.

Import a list

1. Open Imports and add an Excel, CSV, PDF, or image file, or paste text.
2. Review the extracted travelers and room requests.
3. Enter the primary contact’s name, email, and phone.
4. For each possible duplicate, choose the existing person or create a new one.
5. Apply the import.
6. Check the roster count, names, emails, and requested rooms.

Read the Booking Summary

Open Booking Summary to compare travelers with their room choice, purchased options, and booking source.

1. Choose Added travelers, Join requests, or Together.
2. Read Travelers in scope, Purchased selections, Travelers with purchases, and No purchased options.
3. Open the related join request when a price or selection needs explanation.
4. Refresh after approvals, amendments, or room changes.

Assign rooms

1. Open Rooms and choose the whole trip or one residence.
2. Add the rooms available to the group and set each room’s type and occupancy.
3. Drag travelers into rooms.
4. Fill open spots and place travelers without a room.
5. Apply upgrades where a traveler chose one and check the price.
6. Repeat for each residence.

When rooms change after travelers were notified, use Prepare rooming list update to review and send the update email.

Review rooms again after any change to dates, residences, room types, or the roster.

Email travelers

1. Select the travelers.
2. Select Email and choose the topic.
3. Review each personalized message, its language, and attached files.
4. Send.

Export

Select Export and choose Traveler list, Rooming list, or Rooming by hotel.