How to Manage Rooming Lists

Overview 

The Rooming List tool in the Groups and Events module allows you to efficiently assign guest names to specific allotment blocks. Instead of manual entry for every reservation, you can import guest details in bulk, validate data for accuracy before creation, and even delegate data entry to external group coordinators via a secure link. This ensures that your room blocks are filled accurately while reducing the administrative burden on your front office team.

Table of Contents

• Create a Rooming List Template
• Create a New Rooming List
• Ways to Add Guest Information
  • Manual Entry
  • File Upload (Excel)
  • Public Rooming List Link (Delegated Entry)
• Validating and Submitting the Rooming List
• Limitations
• Rooming List FAQ

To get started with rooming lists:

1. Go to the Main Menu
2. Click Groups and Events
3. Click on the Rooming List tab at the top of the hub
4. Select Imported rooming lists to view existing lists or Templates to manage your import formats.

Create a Rooming List Template 

1. In the Rooming List section, click the Templates tab.
2. Select + Template.

3. Enter a Template Name and Description.
4. Configure Columns: Drag fields from Available Columns to Selected Columns.
5. Use the Required toggle for any fields that must be filled out before the list can be submitted.
6. Click Save.

Create a New Rooming List

Cloudbeds provides three flexible entry points to initiate a rooming list, allowing you to choose the workflow that best aligns with your current task. Whether you are managing a specific event block or auditing multiple group arrivals at once, you can access the tool through the following methods:

1. From an Allotment Block (Recommended)

This is the most efficient method as it automatically anchors the list to that block's specific inventory.

1. Open your Event > Blocks tab > Select a specific block > Navigate to the Rooming List sub-tab within your Block details.

2. Select the Template you wish to use from the dropdown menu.
3. (Optional) Configure the Public Link settings if you want to delegate entry to a coordinator.
4. Click Continue.

 Next Steps: Once you have initiated the list, you will be redirected to the management interface. Proceed to the Ways to Add Guest Information section below to learn how to populate your guest data using manual entry, bulk uploads, or a public link for external coordination.

2. From the Global View

This is ideal for managers who want to see all active rooming list tasks across different events in one place.

Go to the main Rooming List navigation in the Groups and Events hub and click + Rooming List. 

 Next Steps: Once you have initiated the list, you will be redirected to the management interface. Proceed to the Ways to Add Guest Information section below to learn how to populate your guest data using manual entry, bulk uploads, or a public link for external coordination.

3. From the Reservations Tab

Open your Event > Reservations tab > click + Rooming List.

 If you initiate the process from the Reservations tab, please refer to our guide for specific step-by-step instructions on the quick-import workflow: How to Import a Rooming List.

Ways to Add Guest Information

After you have initiated a new rooming list from an Allotment Block or the Global View, you can choose the method that best fits your group's size and organization style:

1. Manual Entry

Directly type guest details into the interactive grid. This method is the best option for small groups or last-minute additions, where it is faster to type directly into the system than to manage a separate spreadsheet. It provides immediate visual feedback as you fill in each required field.

• Multi-Guest Support: To add secondary guests (Adults or Children) to a single room, click the plus (+) icon next to the primary guest's row. This ensures all guests are linked to one reservation record, preventing split bookings.
• Adding Reservations: Click the + Reservation button at the bottom of the grid to add new blank rows. This allows you to scale the list manually as you receive information from the group leader.

2. File Upload (Excel)

Importing a file is the most efficient choice for large events, such as corporate conferences or large weddings. It allows you to organize data in a familiar spreadsheet format offline before performing a bulk upload.

• Review Block Availability: Use the View allotment block details dropdown next to the download button. This allows you to double-check the room types, inventory counts, and date ranges assigned to the block to ensure your file matches your available space.
• Click Download Template to generate a customized .xlsx file that includes your specific template columns.
• Click Upload and select your file. The system will immediately begin Full-File Validation, highlighting any errors in red for you to fix.

Once your data is populated—whether manually or via upload—the system provides the flexibility to manage your progress. Both internal staff and external coordinators view the same 'single source of truth'.

• Save as Draft: Choose this option if you are still waiting for guest information or need to review the data later. Your progress is saved and remains editable.
• Submit: Use this when the list is finalized. Clicking Submit locks the list from further edits and triggers the creation of individual reservations in the Cloudbeds PMS.

3. Public Rooming List Link

The Public Link is a game-changer for collaboration. Instead of acting as the middleman for guest data, you provide a secure link to your external partner (e.g., a wedding planner or tour lead) so they can enter guest details directly. This significantly reduces administrative work for your front office while ensuring the coordinator sees real-time inventory availability.

Use the Link Status menu to manage the following actions:

Activating the Link

If you did not enable the link during the initial rooming list setup, you can do so at any time.

1. Click the Link Status dropdown (initially marked as Inactive).
2. Select Create Link.

The status will update to Active, and a secure URL will be generated for that specific allotment block.

Managing Approval Settings

Control how reservations are created when the coordinator submits the list. In the Link Status menu, select Edit approval settings to choose between:

• Standard Workflow (Default): Reservations are created only after a staff member reviews and approves the submitted list.
• Automatic Workflow: Check Allow to create reservations via link without approval to have reservations generated in the PMS immediately upon the coordinator's submission.

Sharing the Link

Once active, you can share the secure portal with your partner:

1. Click the Link Status dropdown.
2. Select Copy Link.
3. Send the URL to your coordinator via email or message.

Coordinators can access this portal and enter data in real-time without needing a Cloudbeds user account.

Controlling Portal Access

You can disable access to the data entry portal as the event's cut-off date approaches:

• To close the portal: Select Deactivate link from the status menu. The status will change to Revoked.
• To grant access again: Simply click the status and select Create link to reactivate the portal.

When the coordinator opens the link, they will see any saved drafts and can add new reservations by clicking + Add reservation and entering the details directly in the grid.

If Allow to create reservations via link without approval is not enabled, external coordinators can still complete the rooming list, save their progress, and click Submit when ready. At this stage, reservations are not created yet; the rooming list is sent to the property for review.

After submission, the coordinator will see a confirmation message indicating that the rooming list was submitted successfully and is now pending review.

Validating and Submitting the Rooming List

After adding guest information, review, validate, and submit the rooming list.

1. Open the same Allotment Block.

2. In the Block details modal, go to the Rooming List tab.

3. Review all entries. 
   
   All entries are displayed in a single grid where you or the coordinator can continue editing before submission. If there are validation errors, the system highlights them clearly.

Validation errors Corrected entries

Invalid or missing data is highlighted in red, and a Validation errors banner appears at the top.

Once corrected, the errors disappear, and the list becomes ready for submission.

4. Choose how to proceed:
   • Save as draft: Use this option if you are still reviewing or waiting for additional guest details. The rooming list remains editable.
   • Submit: Use this when all entries are complete and valid. The rooming list is submitted for processing.

5. (Only if approval is required) Review and approve the rooming list: Review all submitted reservation details and choose one of the following actions:
   • Reject: Send the rooming list back for corrections.
   • Approve and submit: Confirm the entries and create reservations in the PMS.

6. Confirm reservation creation:
   
   Once the submission is finalized, the system automatically converts the rooming list entries into active reservations in the PMS.

   • Monitor Import Progress: You can track the status of the reservation creation by navigating to the Imported rooming lists section within the Rooming List tab. A status of Completed successfully indicates that all guest stays have been successfully generated.

   

    Need to audit your list? For instructions on how to view, filter, or delete these import records after they are completed, please refer to our guide: Managing Rooming List Records.

   • Review Reservations within the Event: At any point, you can return to the Reservations tab within your specific event dashboard.
     • All imported stays will appear in the list, including all provided guest details.
     • The system automatically tags each reservation with its assigned Allotment Block, making it easy to track group pickup and inventory usage.

   

Limitations

To help you plan your workflow effectively, please keep the following operational boundaries in mind while using Rooming List:

• Locked Submissions: Once a rooming list is submitted and finalized, it becomes a permanent record and can no longer be edited within the Rooming List tool. Any subsequent changes to guest names, dates, or room types must be managed individually through each reservation stay in the PMS.
• Performance Reporting: Dedicated reporting specifically for Rooming List activity and pickup performance is not available during this phase.

Rooming List FAQ

Can I still use CSV rooming list files?

Yes. While the system is optimized for the new .xlsx format to support real-time validation and multi-occupancy grouping, we maintain support for the existing .csv workflow for simpler imports.

How do I group secondary guests with a primary guest in the same room via bulk upload?

In your Excel (.xlsx) template, utilize the Room Grouping # column. By assigning the same number to multiple rows (e.g., marking three guest rows with the number "1"), the system recognizes they belong in the same room and creates a single multi-occupancy reservation in one step.

What if I need to add more guests after I have already submitted a list?

Once a list is submitted, the created reservations remain unchanged. However, if you still have available inventory in your allotment block, you can repeat the process by clicking Start new rooming list within the same block. This creates a fresh page for new entries while keeping your previous imports secure.

Does the "Public Rooming List Link" require the coordinator to have a Cloudbeds login?

No. The generated link is public. Any external partner or coordinator can access the secure, validated web interface to enter data without needing a Cloudbeds user account.

What happens if there are errors in the uploaded file?

If your uploaded file contains data errors—such as invalid date formats, email addresses, or dates falling outside the block range—the system will display a Validation errors banner and block the import to ensure data integrity.

To resolve this:

1. Click the trash icon to remove the invalid file from the upload modal.
2. Correct the flagged entries in your original Excel (.xlsx) spreadsheet.
3. Re-upload the corrected file to populate the rooming list grid.

Once the data is populated into the grid, you can perform a final review before saving as a draft or submitting.

What is the difference between saving as a draft and submitting the list?

Saving as a draft keeps the information editable and acts as a single source of truth between you and the coordinator. 

Submitting the list locks the entries and triggers the actual reservation creation in the PMS.

Why can't I generate a Public Link for my block?

If you see the message "The Allotment Block has already started. Public links can no longer be generated," it means the stay dates for that block have already begun or passed. For security and inventory accuracy, public data entry links must be generated and utilized before the arrival date of the block.

The Solution: If the block has already started, you can no longer delegate the task to an external partner via a link. However, you can still add guest information internally using the Manual Entry or File Upload (Excel) methods directly within the allotment block's Rooming List tab.

How will I know when a coordinator has submitted their rooming list?

When an external partner submits entries via the Public Link, a yellow notification banner will appear at the top of the Rooming List tab within that specific allotment block stating: "Rooming list submitted for review."

While a list is in Pending review status, the reservation entries will be greyed out and non-editable to prevent conflicting changes.

 The system does not currently send automated email notifications for these submissions. We recommend that Group Coordinators regularly monitor the Submission Status and Link Status within their active events to review and finalize pending entries.