How rooms are given out automatically

When the system gives hotel rooms to bookings, how it splits a party into rooms and keeps families together, and which rooms it skips.

ConceptUpdated 2026-10-21

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The system fills your contracted rooms for you, so you rarely place guests one by one. You can always move people by hand afterwards.

When it happens

When a booking is confirmed, if Settings → Preferences → Give rooms automatically is on (it is on by default).
When you contract rooms for a trip: the trip's confirmed bookings get rooms straight away.
When you add rooms to a contract: bookings that were waiting get them.
When you press Assign everyone waiting, Give rooms to bookings or Assign everyone waiting (3) in a rooming list.

How it decides

The party is split into rooms. Up to 4 people stay together in one room. A party of 5 becomes a room of 3 and a room of 2. Larger parties are split into rooms of 3.
As few empty beds as possible. A couple gets a double rather than a triple, when one is free.
The party stays together: same hotel, same floor, rooms next to each other.
The booking's wishes come first. If the booking asked for a room type or a hotel, those rooms are used.
Premium rooms and suites go last, so they stay free for those who ask for them.
Skipped rooms: rooms On hold and rooms Out of service are never used.

How many people a room sleeps comes from its room type in Settings → Lists (2 when not set).

Names in the rooms

Guest names fill the rooms in the order of the booking's travellers. Travellers without a name yet show as the customer's name with "+2", and the names appear as soon as you add the travellers to the booking.

When it cannot

If no free room fits, the booking stays waiting. The hotel shows "… bookings still need a room here" and the contract shows "2 waiting". Add rooms to the contract, or free a room. See A booking has no hotel room.