Assign rooms and move guests

Each booking on a trip needs beds in the trip's contracted rooms. Usually the system gives them out for you; use these steps to fill the rooms that are waiting, or to change who sleeps where.

Before you start

• You need permission to assign rooms.
• The trip has a room contract with free rooms at this hotel.

Give rooms to everyone waiting

1. On the hotel, the note "3 bookings (9 travellers) still need a room here." shows when bookings are waiting. Press Assign everyone waiting.
2. Or, for one contract: its menu → Give rooms to bookings, or Assign everyone waiting (3) in its rooming list.
3. The message says how many rooms were given out, for example "4 rooms given out. Everyone has a room."

Put one booking in a room

1. Open a floor and click an Available room (or one On hold).
2. Under What you can do, press Put a booking in this room.
3. Pick the booking. Bookings that still need a room come first, marked Needs a room; others show Has rooms.
4. The message "Room 404 given to …" appears.

Move or swap guests

1. Drag a booked room onto another room of the same stay. On a phone, press and hold the room first.
2. Drop it on a free room to move the guests ("Guests moved to room 406"), or on a booked room to swap them ("Rooms 404 and 406 swapped").
3. Press Undo in the message to put them back.

Or open the room and press Move guests to another room: the list shows the rooms of the same stay that fit everyone. Picking a booked room swaps the guests.

Free a room or hold it

• Take guests out of this room: the room becomes free and the booking needs a room again ("Room 404 is free. TR-2026-00001 now needs a room.").
• Hold this room: keeps a free room out of automatic assignment for this trip, for example for a VIP still to book. Release the hold gives it back.

After you assign

The guests show in the floor plan, the rooming list, the trip's Who sleeps where, the manifest and the Departures rooming tab. The customer's trip page shows the room number and floor.

If something goes wrong

• You can only move guests within the same stay (or Guests can only move within the same stay.): rooms of another trip or other nights cannot take these guests.
• "Room 302 sleeps 2. Pick a bigger room." or "Room 302 is too small for the guests of room 404": the party does not fit.
• That room is out of service / This room is out of service: pick another room, or put it back in service.
• That booking is not on this trip: the booking belongs to another trip.
• This room has guests: a room with guests cannot be held.