Contents

• Introduction
• Managing room assignments
  • Combine two (or more) roommates who booked separately
  • Add a roommate who hasn't booked
  • Move a roommate
  • Cancel a roommate's booking
• Export your travelers and rooming list
• FAQs

Introduction

When using a group booking page, it's easy to track, manage, and export the rooming list, even if that list goes through a lot of changes during the booking phase. 

Using the Group Status page, you can move travelers around however you'd like. Pair up solo travelers, split a quad-occupancy into two doubles, swap roommates between two rooms of the same type, and more. The clients' files and messages will move right along with them, and invoices will be adjusted based on occupancy when applicable.

Managing room assignments

Combine two (or more) roommates who booked separately

If your roommates have already booked separately through your group booking page, you can locate them under the "By traveler" tab within your group's status page. 

Next, click the "..." menu to the right of one roommate’s name and select "Edit". 

From here, choose their roommate’s booked room under the "Room" dropdown, choose who will be paying for their invoice, and then decide whether you want the two travelers to stay in the same trip or remain in separate trips (they can still share a room even if they’re listed in different trips).

After completing these steps, click "Save" to place the travelers in the same room and automatically update their invoices to the package's correct occupancy rate (if applicable):

Add a roommate who hasn't booked

If you’re adding a roommate who hasn’t booked yet, open your group's status page, locate the "Add traveler" button under the "Manage group" section.

From there, select your client from the dropdown or use the "Create new" option to enter their details manually if they are not yet added to your contact list. Then choose their package, their roommate’s room from the "Room" dropdown, select whether they’ll join their roommate’s trip or stay on a separate trip (they can still share a room even if listed on different trips), and choose if they will be paying for their own invoice. 

Move a roommate

To move a traveler from one room to another, open the group's status page and find them under "By traveler". Click the "..." menu to the right of one roommate's name and choose "Edit".

Under "Room" choose the room where this traveler will be moved, then click "Save".

Cancel a roommate's booking

On the "By traveler" tab in the group status page, find the traveler's name that will be canceled and click the "..." to the right of that traveler. In the dropdown list, choose "Cancel".  

This will either expire their invoice or remove the traveler's package from their roommate's invoice depending upon who was set to pay for the traveler.

Export your travelers and rooming list

To export a spreadsheet of the full list of travelers along with room assignments, contact information, and other details, click the blue "Export" button at the top-right corner of the "By traveler", "By room", or "By package" tabs. 

FAQS

How do two roommates book through a group booking page and split an invoice? 

Currently, roommates that wish to split an invoice have a few options: 

1. Book separately through the group booking page under single occupancy. Then, you can take the steps in the above section, Combine two (or more) roommates who booked separately, to join the two trips and update each travelers invoice to the applicable occupancy pricing automatically. 
2. Have the primary traveler book for both travelers so they’re automatically placed in the same room and trip. After booking, go to the Group Status tab, find the secondary traveler listed as "Paid by [primary traveler]". Click the three dots next to their name, and select "Edit". Change the "Paid by" field to "Self" to generate a new invoice for them and update the primary traveler’s invoice so each pays for themselves. Note: In this scenario, the primary traveler will be paying for the full deposit of the package. 
3. You can have one traveler complete their booking through the group booking page at single occupancy and add in their roommate manually using the steps listed in the section: Add a roommate who hasn't booked 
4. You can also manually add in both roommates using the steps listed in the section: Add a roommate who hasn't booked. Just remember to send each traveler their automatically generated invoice to ensure their deposit is captured! 

What if a traveler wants to keep their personal information (such as completed form details) separate from their roommate? 

You can accomplish this by choosing to keep the client's in the same room while also selecting them to be in a separate trip: