Rooming List in Groups and Events

Overview

The Rooming List tab is a dedicated workspace within the Groups and Events module designed to streamline the bulk assignment of guests to an event. By centralizing the import process here, properties no longer need to navigate to the general Utilities section to manage group data, providing a faster and more focused workflow for high-volume bookings.

The Rooming List tab acts as a consolidated hub for all guest import activity. Instead of manually entering dozens of reservations, you can upload a spreadsheet to assign guests to existing allotment blocks.

This tool is specifically built to handle the complex requirements of mid-market and large-scale events, allowing for better organization and a historical record of all guest data added to an event.

How to Access the Rooming List Tab

To manage your organization’s profiles:

1. Log in to the Cloudbeds PMS
2. In the main navigation menu, click Groups and Events
3. Click on the Rooming List tab at the top of the hub.
   
   In this view, you will see a list of all historical imports, including the file name, the associated event, the status of the import, and the date it was performed.
    

How to Import a Rooming List

Follow these steps to bulk import guest assignments for an event:

1. Click the + Rooming List button to open the import tool

2. Select the Event: Choose the specific event you are importing from the dropdown menu.

3. Review the Guidelines: Click the "guidelines" link to review important tips for a successful upload. This includes:

   • Using ISO 2-letter country codes (e.g., US, BR, GB).

   • Matching accommodation names exactly as they appear in the system.

   • Using ISO date formats (YYYY-MM-DD).

4. Click the Get CSV template button to download the official Cloudbeds formatting file. Note: Do not modify the template headers, as this will cause the import to fail.

5. Configure Allotment and Details: 

   • Select Allotment Block (Mandatory): Choose the specific block where these reservations should be assigned.

   • View Allotment Block Details: Use this dropdown to verify the specific requirements and settings for the selected block before proceeding. This section displays:

     • Intervals: The dates the event is active and eligible for guest stays.

     • Accommodation Types: The room types currently held in the blocks.

     • Sources: The booking sources associated with the event.

     • Country Codes: A reminder that the system requires guest data to be in the ISO 2-letter format (e.g., "US", "BR", "GB") to avoid validation errors.

6. Upload Your File: Drag and drop your completed CVS file into the upload area or click Upload file to select it from your device.

7. Final Review and Import: The system will display a preview of the reservations to be imported. Review the data for any errors flagged in red. If the data is correct, click the Import button to complete the process.

8. Monitor Import Progress: After clicking Import, a notification will appear in the bottom-left corner confirming the "Rooming list import started". 
   
   The system will then begin parsing the file, and you will see a temporary status of "Parsing completed successfully" in the records table.

9. Finalize and Refresh: Once the process is complete, the status will update to "Completed successfully" (or "Completed with errors" if issues were found).
   
   You can click the Refresh tasks list icon in the top-right corner to see the most up-to-date status and verify the number of parsed versus imported reservations.

Pre-Import Review and Validation

Cloudbeds validates your file automatically before the final import can be completed. This review stage helps ensure your data is clean and matches the system’s requirements.

• File Format Validation: If you attempt to upload an unsupported file type, the system will display a red error message stating "The file format is not supported". Ensure you are using the provided CSV template.
• Data Consistency: The system automatically checks for valid formats in email addresses, dates, and 2-letter ISO country codes (e.g., "US", "BR").
• Identifying Errors: If issues are found, the system will provide a list of "Errors found" in a red box. These messages pinpoint the specific row and field that must be corrected (e.g., "Row 4: Last name is required"). You must fix these errors in your file and re-upload before the Import button becomes active.

Managing Rooming List Records

Viewing Record Details

Once an import is initiated or completed, you can view the specific reservations included in that task.

1. Show Records: In the main Rooming List table, click the Show Records (list) icon on the right side of any entry.
2. Import Status: This opens a detailed view showing the status of every individual reservation within that specific file (e.g., "Imported" or "Failed").
3. Show Details: To see the raw guest data imported (such as address, phone number, and allotment block codes), click the Show Details ("i") icon for a specific record. This information appears in a pop-up window for quick review.

How to Filter Records

The Rooming List Hub allows you to filter historical data to quickly locate specific import tasks.

• Filter by Status: Click the Status dropdown menu to filter records by their current state (e.g., Select All, Not Processed, Imported, Failed, Processing Failed, etc.).
• Reset Filters: Use the Reset button next to the filter to clear your selection and return to the full list.