The Guests / Rooming List Import functionality can be used both to create bookings and to update guests in existing ones. This significantly streamlines working with groups and saves a substantial amount of time in processing them.
There are two main scenarios you can use:
- To use the original rooming list you received, and manually link the rooms from it to the bookings in the system.
- To create a rooming list template that includes the booking numbers. The template can be filled with the guests' names by you or by a partner. When working with such a template, the linking is done automatically, as the system recognises the bookings and adds the guests to them.
Guests / Rooming List Import to existing bookings
The process starts with the selection of the booking from the search screens or the Event screen.
- From the booking search screens (new) -> select bookings -> Mass functions (...) -> Open -> Guests / Rooming list Import.
- From the Event screen, in the Block section, select Guests / Rooming list Import (Update) - this will find the bookings linked to the Event and select them for the Import screen.
- The Guests / Rooming List Import screen will open. In its title you will see "( Update )" which indicates the mode of operation, and in the function bar on the right you will see "Rooms: X/Y". The first number indicates how many rooms you have in the rooming list, and the second, how many bookings you have selected. It helps you to quickly find out if there are guests for all bookings and vice versa.
- The following are the two scenarios of work: "without template" and "with template".
"Without template" scenario
Having selected the bookings and opened the Guests / Rooming List Import (Update) screen, when working without a template, follow the steps:
- Copy and paste the contents of the guest/rooming list received from your partner.
- Set up the rooms and guests using the familiar rules - as a reminder, there is a help text at the bottom of the screen with the most important rules for rooming list recognition.
- Once you're done, move on to the next step.
- Link the rooms from the rooming list to the bookings. Click a room from the guest list on the left and the corresponding booking on the right. Link the other rooms to the bookings in the same way. Once you are done, proceed to the final step.
"With template" scenario
If you have selected the option to work with the Guests/Rooming list template, after selecting the bookings and accessing the Guests/Rooming List Import (Update) screen, follow the steps:
- From the button bar, select the last one - "Generate template file from existing bookings".
- The most important thing about this template is that it contains the booking numbers for each room.
- You can send it to your partner (the Company/Agent) that will fill in the names of the guests or you can fill in the names of the guests. When you are ready proceed to the next step.
- Because the guest/rooming list contains the booking numbers, the system automatically detects the matches and links the rooming list to the bookings. The automatic linking works by two numbers: booking number and reference number. That is, even if the rooming list has the reference numbers and not the booking numbers, the system will automatically link them again.
- Review if there are any unrelated bookings and proceed to the final step.
Final step
At this step you can view the final version of the bookings and the related guests.
- You can edit the names, and if you find discrepancies, you can add or remove guests.
- Because you can fully edit all guests in the final step, you can also use the step as an edit screen. Then the process will look like this.
- On the first step, select "Generate template file from existing bookings";
- Go straight to the final step and fill out the guest form if it's more convenient for you.
- When you are done save your changes.
What will the system do?
The system will "balance" the guests in the booking with the guest list set by you. This means that:
- the main guest name will be updated
- if there are more guests created in the booking, they will also be updated
- missing guests will be added to the booking
- if there are more guests in the booking than in the guest list - the extra guests will be removed.