Stayntouch PMS Group Rooming List
In this article, we'll review how to enter, edit, and share a group rooming list. To start, pull up the group block.
An easy way is to navigate to the main menu and go to Groups > Manage Groups.
From the list that appears, select the appropriate group block.
To review reservations on the books or to enter a rooming list, navigate to the Rooming List tab.
This group block has no reservations made within it yet, so we do not see any appearing here.
To add a rooming list, you can select one of two buttons. The green plus sign button is designed for manually entering rooming lists. Stayntouch PMS also offers a convenient option to import group rooming lists from a CSV file, which is particularly useful for handling larger lists efficiently. We cover this import tool in another article. For now, let's proceed by manually entering a rooming list using the green plus button.
You will see that the green plus button is now replaced by a red X, which you can press to exit out of the manual rooming list entry function.
To start, confirm the FROM date matches the rooming list entry arrival date, and that the TO date matches the departure date. If there are any discrepancies, update it by clicking on the field and using the calendar date picker.
Then, select the first room type you wish to enter reservations for by using the dropdown. The number in parentheses after the room type name is the number of rooms you have available to book within the group block inventory for the dates provided. If you need to change the held inventory, you can do so on the Room Block Details tab.
As an example, we have 10 of this room type available to book, so we can use the NO. OF ROOMS dropdown to select a number between 1 and 10, which is the number of rooms we want to make reservations for. As an example, let's pretend we've received the names for 6 of the reservations, and they're all staying for the same dates, in the same room type, and with the same occupancy. Since we have six names for this combination, we have selected 6 from the dropdown.
You should update the occupancy for the reservations based on how many people you expect to stay in each of the rooms. This can be updated later if it varies.
When your entry parameters are correct, click the green ADD button on the righthand side.
When the popup displays, you'll find an individual entry line corresponding to each room reservation. Simply click on the FIRST NAME field to type the primary guest's first name. To continue, use the tab key or click on the LAST NAME field to fill in their last name. Repeat until your rooming list has been entered. The tab key can help you move through this quickly.
If you leave a name blank, the reservation will still be created when you save, and a confirmation number will be assigned. However, in place of the name on the rooming list, you will see the word "Pending", indicating that we do not have the guest name.
If you have accompanying guest names to register, you can do so by clicking on the orange chevron arrows on the far right of the entry line.
Here, you can add up to three more guest names per reservation. Their names will be easily searchable at the front desk should they come to check in early or request a key. When your entries are complete, press the green UPDATE DETAILS button to save.
This will officially create the new reservations, each with its own confirmation number. Accompanying guests have the same confirmation number as the primary guest.
Any reservations that were created without entering a guest name will be listed as "Pending". All newly created reservations are selected by default, which is why we see the edit menu at the top.
When you deselect the checkbox for selected reservations, the top menu bar will revert back to the non-edit functionalities. This allows you to easily enter more reservations for a different date, room type, and occupancy combination.
As a reminder, to exit out of the rooming list manual entry tool, click the red X button.
You can click on a reservation to display a popup for that booking where you can add or edit the names, room type, occupancy, arrival and departure dates, and even assign a room number. The red REMOVE button will cancel the booking. If you make changes, ensure you press the purple UPDATE button.
You can also edit reservation details and names for one or more reservations by selecting the checkboxes of the reservations and clicking the purple EDIT button that appears. This is particularly helpful for quickly applying changes to multiple reservations.
Here, you can apply the same change to the arrival date, departure date, room type, or occupancy for all selected reservations. Or, if you wish to add or edit guest names, you can click Or, edit names instead.
This popup will look similar to the one where you first entered the reservations. You can add names or overwrite existing ones. To save, click the green UPDATE DETAILS button.
To exit without saving, click CANCEL or the red X button in the top left corner.
Primary guests are indicated by a single person icon, whereas accompanying guests are indicated by a two person icon. As mentioned before, the accompanying guest and primary guest share the same confirmation number.
Since they are tied together with the same confirmation number, navigating to the reservation of one brings up the reservation of the other. This makes it very easy for the Front Desk team, as well, since they can see the accompanying guest is registered to the room and therefore can confirm that they can check in or provide a key to both guests.
Each entry will list the nightly rate for the reservation in the RATE column on the rooming list. To be clear, this does not mean that they are being charged twice; it is simply referencing the associated reservation's nightly rate. To avoid confusion for the group coordinator, you may wish to exclude rates or accompanying guests from the rooming list when you share it, which we will review shortly.
To bulk check in or check out group reservations, select the desired reservations and click the green CHECK IN button or the red CHECK OUT button.
If the reservations do not meet the criteria to check in or check out, respectively, an error will appear. To bulk check in reservations, the arrival date must be today, and the room must be assigned and ready. To bulk check out, the departure date must be today, and the billing must be already handled or have a valid credit card on file for charges remaining on the guest's Bill #1.
To auto assign rooms, select the reservations and click the orange AUTO-ASSIGN ROOMS button.
Then, click the green ASSIGN ROOMS button to continue.
You can now see that the selected reservations have room numbers assigned.
To edit a specific room assignment within the rooming list, click on the reservation, change it via the ROOM dropdown, and click UPDATE. If you prefer, you can also edit the room assignment within the stay card or from the Room Diary—these are covered in the Front Desk trainings.
If you wish to cancel multiple reservations at once, select those check boxes and press the CANCEL RESERVATIONS button. You will receive a prompt asking you to double check your selection and confirm if you want to move forward.
If not, click the red X button or click NO, DON'T CANCEL.
If so, click the red CANCEL SELECTED RESERVATIONS button. You will then see that the cancelled reservations are indicated with the cancelled reservation status icon, which is a gray square with a white X.
To bulk print registration cards for group reservations, select the desired reservations' checkboxes and then click the orange print icon in the top right corner.
This will display a popup where you can select your desired sort order and then print the selected registration cards.
There are many ways to pull a rooming list to send to a client. The first and most common way is here, within the Rooming List tab.
If you do not need to filter the list, you can start by clicking on the blue document icon.
A popup will appear where you can enter an email address, select the language if you are using this functionality, and then exclude certain parameters by selecting their checkboxes. It is important to note that exclusions only apply if you click the PRINT button, which can be used to print a copy or to save as PDF. If you click EMAIL or EXPORT, they will not apply.
Excluding RATE will remove the rate amount column from the print version.
Excluding ROOM NUMBER will not list any room numbers that are assigned on the print version.
If you choose to exclude ACCOMPANYING GUESTS, only primary guest names will appear on the print version.
In the event you have contracted a run of house group or do not wish to share room type information, you may wish to exclude ROOM TYPE, which will make it so that the room type reserved will not display on the print version.
Clicking PRINT will open your browser's print dialogue where you can print a copy or, very commonly, save as a PDF instead. This is very useful for attaching a rooming list to an existing email thread with the client outside of the PMS.
If you select EMAIL, the email address entered will be sent an email with the subject line "Group Rooming List" followed by the hotel name and group name. The rooming list will be attached as a PDF. This email will be delivered from your hotel's primary email address. To reiterate, no selected exclusions will apply to this version.
The EXPORT button will download a CSV file of the non-excluded rooming list that can be used in a spreadsheet application like Excel.
Should you wish to change the sort order or filter out certain reservations for your printed version or save as a PDF version, you can do so. A common example of when you might want to filter the rooming list is to remove the cancelled reservations before pulling it to send to a client.
To filter the rooming list, click the funnel icon.
Then, use the dropdown and selection options to filter by room type, occupancy, reservation status, or to show only pending or only unassigned reservations.
For example, to exclude cancelled reservations, you would select the RESERVATION STATUS dropdown.
Then, deselect CANCELLED.
Click APPLY FILTERS. Now, you will see a rooming list that does not show the cancelled reservations.
Now, when we print a copy of the rooming list, or save it as a PDF, the cancelled reservations will not show.
Similar to exclusions, filters do not apply to the emailed or exported versions.
There are a couple of other ways that you can review a group rooming list. The first is to manipulate a version of the Arrival Report.
To do so, navigate to Reports > New Report > Arrival Report.
On the righthand side, you can update the date range to reflect the arrival date range of the group block.
You can select any options that you would like. For example, you can include guest card notes, reservation notes, actions, routing information, and show accompanying guest names.
Then, you can filter by the specific group block in the COMPANY/TA/GROUP field. Simply type in the name of the group and select it. You can also change the sort by order if you wish. When you are ready, click the green RUN REPORT button.
When you navigate to the Reports Inbox, you can review it on the screen, print (or save as PDF) via the blue print button, or download it as a CSV via the purple download button. When reviewing it on the screen like we are here, you'll see the guest names are in orange—those are interactive, so clicking on them will take you into the guest's stay card.
Using the Arrival Report this way is a useful tool to review notes and routing information.
When INCLUDE ROUTING INFO is selected in the report parameters, you will see if a reservation does or does not have routing set up here.
Another way you can pull a rooming list that is more customized is by building a Custom Export. To do so, navigate to Settings > Reports > Schedule a Report/Export.
Select Custom Export on the left side, and then + NEW EXPORT in the top right. You will want to choose Reservation for this.
In the first column, select which data fields are useful to you in particular. You have a lot of choices here, including information such as when the reservation was created, the guest's email address, etc.
In the second column, you can drag and drop the fields in your desired order and relabel the columns if you wish. Here, we've re-labeled ADR as Average Rate.
In the third column, add a filter for Options and select Group Name as the field, and then select the correct group block from the list.
In the frequency column, you can set it to run on a schedule or to run once. Under delivery, select Email Export Delivery Type, and then add your name and select it or type in the desired email address followed by the enter key.
In the bottom left corner, type in a name for the Custom Export, select an output format of CSV, and choose to include a header if you wish. Then click the green SAVE EXPORT button.
This will trigger the email to be sent at the scheduled time. If you navigate back out to custom exports, you will see your export exists within the custom exports list, which will allow you to use it again in the future if desired.
To do so, click on it, change the group name and any other desired parameters, and then click the green SAVE EXPORT button.
Then, click on it again, and this time, click the blue RUN NOW button.
A new export has been triggered to your email.
Here is an example of the custom export we just built. By selecting the CSV HEADER option, it added rows 1 and 2, which display the hotel name, the date and time the rooming list was generated, and the name of the custom export.
