Add a Group Rooming List -v2 .ng

From the Dashboard, select More to expand the menu options and select Group Master

Search for the Group Master by Name, or Code, and/or Date. Select Status to refine the search.

Select the Group Master from those listed.

Once selected, click on the Information tab and click on Manage Reservations

When you click on Manage Reservations, you land on this page where all the Reservations associated with the group are listed.

User can

• Search by Guest Name, Room Number or Confirmation Number

• Book → Create a new reservation under the group.

• Add Guests to Rooming List → Assign existing reservations to rooms within the group block.

• Edit → Modify group details.

• Bulk Reservation Actions → Apply changes (like cancel, update, or assign) to multiple reservations at once.

• Rooming List Actions → Manage room assignments for all guests in the group.

Every reservation is listed in a row with below details

• Confirmation No → Unique booking reference for each reservation.

• Last Name → Guest’s surname.

• Arrival → Guest’s check‑in date.

• Departure → Guest’s check‑out date.

• Arrival Time → Expected time of arrival.

• Departure Time → Expected time of departure.

• Room Type → Category of room booked (e.g., Deluxe, Suite).

• Rate Plan → Pricing plan applied (e.g., corporate, package).

• Adults → Number of adult guests in the reservation.

• Children → Number of child guests in the reservation.

• Additional Guest → Extra guests beyond standard occupancy.

• Phone → Guest’s contact number.

• Email → Guest’s email address.

Select Add Guests to Rooming List

The Add Rooming List screen populates.

Fields to add guest details open (required and non-required) to create reservations. Slide to the right to reveal all the fields.

To add multiple reservations, click on the + sign to add additional rows.

Add additional guests to a reservation

• Select the room type for the reservation

• Adjust the number of adults

• Add the extra guest names

Notice now on the line where additional guests are added, the icon identifying a shared reservation.

Edit the First / Last Name field

• Click the pencil (edit) icon next to the guest name.

• Update the First Name / Last Name of the reservation.

• Click anywhere outside the field to save.

The system updates the reservation record with the new guest name.

From the Dashboard, select More and then select Group Master.

Open the Group Master, select the Information tab, and then select Manage Reservations.

Select Add Guests to Rooming List.

The Rooming List screen opens and displays all reservations associated with the group.

In the reservation details, select the Search icon next to the Loyalty Number field.

The Search Loyalty Members window opens. Select a Search By option.

Available options may include:

• Loyalty Number

• Name and Email Address

If searching by Loyalty Number:

• Select Loyalty Number from the Search By dropdown.

• Enter the loyalty number.

• Select Search.

• Select the required member from the search results.

If searching by Name and Email Address:

• Select Name and Email Address from the Search By dropdown.

• Enter the First Name, Last Name, and Email Address.

• Select Search.

• Select the required member from the search results.

The selected loyalty member is attached to the reservation and the member details are automatically populated in the rooming list.

Select Save to save the rooming list reservation.

Notes

• Available Search By options depend on the loyalty search configuration for the loyalty program.

• Loyalty member details are automatically populated after selecting a matching member.

• If no matching member is found, the system displays a Member Not Found message.

• This functionality is available when adding or editing reservations in the Rooming List.

• Rooming List Upload and Template functionality are not impacted.

The Copy feature allows users to create multiple reservation rows by copying information from a new rooming list row. This helps reduce manual entry when adding multiple reservations with similar details.

Note: The Copy icon is available only on new reservation rows being added to the rooming list. It is not displayed for reservations that have already been created and are listed on the rooming list.

Enter reservation information in a new rooming list row.

Add all the required Guest details.

Select the Copy icon on the reservation row.

The Copy Rooming List Row window opens.

Select the fields that should be copied to the new reservation rows.

The following fields can be copied:

Guest Information

• Guest Information

• First Name

• Last Name

• Phone

• Email

• Street

• City

• State

• Zip Code

Stay Information

• Adults

• Children

• Arrival

• Departure

Select Select All to copy all available fields at once.

Copy Stay Dates

The Copy Rooming List Row window allows users to copy updated stay dates from the source reservation when creating additional rooming list entries.

Under the Stay Information section, the following options are available:

• Arrival – Copies the updated arrival date from the source reservation.

• Departure – Copies the updated departure date from the source reservation.

Users can choose to copy:

• Arrival date only

• Departure date only

• Both Arrival and Departure dates

• Neither date

When a checkbox is selected, the copied reservation retains the updated date from the source reservation.

When a checkbox is not selected, the copied reservation retains the default Group Master arrival and departure dates.

Select Select All to copy all available fields.

Enter the number of rows to create.

Select Save.

The newly created reservation rows are added to the top of the rooming list and populated with the selected information.

Notes

• Arrival and Departure dates can be copied only when the corresponding checkboxes are selected in the Copy Rooming List Row window.

• If neither Arrival nor Departure is selected, the copied reservation uses the Group Master stay dates.

• Updated stay dates are retained in copied reservations when the corresponding checkbox is selected.

When you have completed entering all necessary guest data, click on Save

Upon saving, you will see the status of the room for the selected dates as Booked and you can now view the confirmation number

Navigate to the Reservation List

• Click Rooming List Actions.

• Select Upload Rooming List.

• Upload Rooming List file.

Click Continue.

Rooming List details are automatically populated

Review the populated reservation details. Make any required edits or corrections.

• Click Save.

Batch Processing Popup appears.

Batch Process has two steps-

1. The first is the validation of the rooming list, that the data entered is correct

2. The actual reservation creation

   1. Once the actual reservation creation starts, the user will see the window shown to the right -->

Return to Group Master button becomes enabled.

Once the reservation creation is confirmed as completed, select Continue and can navigate back to the group rooming list screen.

Return to Group Master.

System redirects you to:

• Group Master → Information Tab

Batch process continues in background.

If you would like to return to the Rooming List while batch is still running -

• Click Rooming List Actions and select History (the Upload Rooming List option will be disabled).

The system will display previous upload details including:

• Upload date

• Upload timestamp

• Total reservations processed

• Successful reservations

• Failed reservations

You will be able to review batch results through the History section.

The Edit Guest feature allows users to modify or update the information of existing guest records directly within the rooming list grid. By clicking the Edit button, the system unlocks the text fields and dropdown menus for inline adjustments.

Click on Edit

The Rooming List screen provides the following actions:

• Reset - Clears all applied filters and restores the rooming list to its default view.

• Filter - Allows users to filter rooming list records based on available search and filter criteria.

• Edit - Enables inline editing of eligible rooming list fields. When selected, editable fields become active and Save and Cancel options are displayed.

• Configure - Allows users to customize the columns displayed in the rooming list grid.

Once Edit is selected, every text box, date selector, and dropdown menu becomes interactive, allowing users to modify any field for any reservation row simultaneously.

Click Save to save the changes.

Note -

• Non-Editable Columns: Loyalty Number, Arrival, Departure, Room Type, Rate Plan, Room Number, Guarantee Type, Adults, Children, Rate, Billing Profile Type.

• Editable Columns: Title, Guest Name (unless loyalty ID attached), Additional Guest Name, Phone, Email, Address fields, and Travel Document fields (if configured).

• IHG One Rewards Restriction: Guest Name is read-only if a Loyalty ID is attached

A Rooming List Upload Template is a standardized spreadsheet file (typically in .xlsx or .csv format) used to bulk-import multiple guest reservations into the system under a single group block.

It establishes a skeleton —defining the exact column sequence, headers, and data formats that the system requires. By aligning to this template users can instantly upload reservations in bulk eliminating the need for manual line-by-line data entry.

Click on Rooming List Template to generate a template

A template that describes the fields needed to create a Rooming List can be seen.
user can fill in the data and upload the list .

Click on Upload Rooming List to upload a template

Click on Print Rooming List to print the list

The pdf format:

Click on History

The Rooming List Creation History is displayed: