Give hotel rooms to a booking

The system gives hotel rooms to a booking the moment you confirm it, from the rooms contracted for the trip. Use the booking page when a booking has no room yet, when you want the system to choose again, or when the customer prefers another room type or hotel.

How rooms are chosen

• Each hotel stay of the trip gets rooms from the rooms contracted for that trip in Hotels and rooms.
• The party stays together: same hotel, same floor and rooms next to each other, with as few empty beds as possible. Up to 4 people share one room when a room is big enough; larger parties are split, for example 5 into 3 and 2. Infants do not need a bed.
• Dearer rooms and suites are given last. Rooms that are held or out of service are skipped.
• The customer's room type and hotel preference are followed when a free room fits.
• This happens on its own when Give rooms automatically is on in Settings → Preferences.

Before you start

• Giving rooms needs the permission to move guests between rooms. Changing the preference needs permission to edit bookings.
• The trip needs contracted rooms. Without them, the booking waits for rooms.

Steps to give rooms

1. Open the booking. A booking without a room shows No hotel room yet on the Next step card, and No room yet under Stay in Overview. In Bookings it shows needs a room.
2. Press Give rooms.
3. The message Hotel rooms given again appears, and Stay lists each hotel with the room numbers, the room types and who sleeps in each room.

Steps to give rooms again

Do this when rooms were freed, for example after a cancellation, and you want the booking to sit together again.

1. In Overview, press Give rooms again, or use More actions → Give hotel rooms again.
2. The system frees this booking's rooms and chooses again. The message Hotel rooms given again appears.

Steps to change the room and hotel preference

1. In Overview, press Preferences, or use More actions → Room and hotel preference.
2. In Room and hotel preference, choose the Room type, or Best fit.
3. Choose the Hotel, or Any of the trip’s hotels. Only the trip's hotels are listed.
4. Press Save. "Saving gives this booking its rooms again with these preferences."

The message Preferences saved and rooms given again appears, and Stay shows "prefers" with your choice.

If something goes wrong

• No free room fits this party. Contract more rooms first.: every contracted room is taken, held or too small. Contract more rooms for the trip, then press Give rooms again.
• No room yet with "Rooms are given out automatically once rooms are contracted for this trip.": the trip has no contracted rooms yet. Contract them in Hotels and rooms.
• Give rooms is missing: your role cannot move guests between rooms.
• A room shows the customer's name followed by "+1": the travellers are not named yet. See Choose the travellers on a booking.