Rooming list

The rooming list shows who is staying in which room, with whom and for which nights, one section per hotel. Planners use it to track room and confirmation numbers, share each hotel's list with the hotel, and create guest vouchers. HAPR builds it from the hotels and room types you assign in the Attendee manager and the hotels set up in Room block management.

Read the list#

The top of the page shows five figures. Rooms, Room-nights, Guests housed, Sharing and Needs a room.

app.thehapr.com/hub/…/rooming-list

1. 1Show only the people who need a room.
2. 2Set up the guest voucher. A red dot means none is set up yet.
3. 3Add a hotel to the list.
4. 4Share this hotel's list with the hotel.
5. 5One hotel section, with a row for each room.

Below them is one section per hotel. Each section shows the block dates and a count of nights and sharing rooms. Each room has these columns.

• Room No and Voucher / Conf. No, which you can type straight into the row.
• Type, the room type. Not in room block appears when the room type is not part of that hotel's block.
• Guest(s), with the attendee ID and role, and Dept / Team · Position.
• Check-in → out, Nights and Status.
• Actions for each guest.

People who share a room appear together under one room, and a line such as "2 sharing" shows under the room number. Check-in and check-out come from the stay. When a stay has none, the arrival and departure dates are used. Nights run from check-in up to, but not including, check-out.

People who can open the Room block page also see Base, Tax + service and Est. total columns, and an estimated cost on each hotel. Nobody else sees any cost.

Find rooms#

• Type in the search box to find a guest, attendee ID, role or room type.
• Use the hotel menu at the top to show only some hotels.
• Press Needs a room to show only the people without a room.
• Press the filter icon to narrow the list by Entity/Game, Dept/Team name, Hotel, Room type, Check in/out, Voucher issued (Any, Has one or Blank), Voucher number and Room number. Press Clear to remove every filter.
• On a hotel, press outside block to show only stays that fall outside the hotel's block dates. Press no voucher or with voucher to show rooms by whether they have a voucher number.

Long lists are split into pages of 200 rooms for each hotel.

Place people who need a room#

A person is listed under Needs a room until both a hotel and a room type are set. A hotel on its own is not enough. This section also shows the room type they asked for and a note.

app.thehapr.com/hub/…/rooming-list

1. 1Press this button to show the list.

1. 1
   Tick the people in the Needs a room section.
2. 2
   Press Assign hotel and choose a hotel and room type.
3. 3
   Press Assign to confirm.

If the stay falls outside the hotel's block, the screen warns you that those nights are not contracted. You can still assign.

You can also assign hotels and room types in the Attendee manager. Tick people, then choose Rooming and Assign hotel & room type….

Put people in the same room#

Room sharing is set in the Attendee manager. Tick the people, then choose Rooming and Room sharing. They must be at the same hotel, on the same room type and on overlapping nights. Ungroup room sharing separates them again.

To have HAPR suggest who should share, see AI room assignment.

Record room and voucher numbers#

1. 1
   Type the number in Room No or Voucher / Conf. No on the room.
2. 2
   Click away from the box to save. The screen confirms with a short message. Clear the box to remove the number.

The numbers belong to the room. Everyone in the room shares them, and they are saved to all of their stays at once.

Mark guests in and out#

Press the status on a room and choose Not occupied, Checked in or Checked out. The status belongs to the room. A room shows in red when check-in has passed and nobody has checked in.

To change several rooms at once, tick guests and press Update status above the table.

Move or remove guests#

Tick guests in a hotel section. A bar appears above the table.

• Move to another hotel lets you choose another hotel and room type, then press Move to confirm.
• Delete attendee deletes the whole attendee profile, including trips, bookings and comments, from this event. It cannot be undone. If a whole room goes, the screen reminds you to cancel the hotel booking with the hotel yourself.
• Clear unticks everyone.

Share the list with a hotel#

1. 1
   Press Share on the hotel. On a phone, press the three dots beside the hotel name and choose Share this list.
2. 2
   Enter the hotel contact's email address under Email address. Adding their name under Contact full name is optional.
3. 3
   Press Send link.

app.thehapr.com/hub/…/rooming-list

1. 1The contact's name. This is optional.
2. 2The contact's email address.
3. 3Send the link.

HAPR emails the contact a link to this hotel's list only. The same dialog lists Who has a link, and you can also use it to do the following.

• Copy the link just after it is created. For safety it is not shown again later.
• Press the envelope icon beside a contact to email a new link. The old link stops working.
• Press the bin icon, then Revoke, to remove access at once.
• Press Show beside the revoked links to see who lost access.

If the email cannot be sent, HAPR still creates the link. Copy it and send it yourself.

What the hotel sees#

The hotel opens the link and presses Email me a code. HAPR emails a six digit code to the contact's address, which the hotel types in before pressing Open the rooming list. A code works once and expires after 20 minutes. After that the hotel stays signed in for 12 hours.

The hotel sees only its own list for that event. It can do the following.

• Search by room number, voucher number, guest name, email, team, position, passport or ID number, or attendee ID.
• Type room numbers and voucher numbers into the rows.
• View a guest's passport details and image, view the voucher as it stands, and download the list as a CSV file.
• Send a message about a guest to the event team. Tick This needs the event team to do something when it is a request rather than a note.

The hotel cannot change status, dates, room types or guests, and the voucher page only shows what the event team will issue. The hotel's counts show Guests expected, Occupied, Not occupied and the number of guests in each room type.

Guest vouchers#

A voucher is a confirmation a guest can show at the hotel. Set up one template for the event, then create the voucher for each guest.

1. 1
   Press Configure voucher. A bell on the button means no voucher is configured yet.
2. 2
   Choose Show QR code on the voucher if you want one. It holds the guest's reservation or confirmation number.
3. 3
   Press Upload logo to add a logo, and fill in the Voucher title.
4. 4
   Set Check-in time, Check-out time and Breakfast.
5. 5
   Fill in Voucher issued by, Issuer name & address and Contact email.
6. 6
   Press Add custom part for any extra label and value, such as a cost centre.
7. 7
   Check the preview, which uses sample guest details, then press Save template.

app.thehapr.com/hub/…/rooming-list

1. 1Add a label and value of your own.
2. 2Save the template for the event.

To create a voucher for one guest, press the PDF icon on their row, or choose Download voucher (PDF) from the three dots on a phone. The PDF fills in the guest, hotel, dates, room type and numbers. The hotel's address and phone number come from Edit hotel details, so keep them current.

Email vouchers#

1. 1
   Tick the guests in a hotel section.
2. 2
   Press Email voucher.

HAPR creates each voucher and emails it to the guest as a PDF. When it finishes, the screen reports how many were sent, how many failed, how many guests had no email address and how many were left out because they are on hold. Guests on hold are not emailed.

Edit hotel details#

Press the pencil icon in the toolbar, labelled Edit hotel details, to set each hotel's address and contact number. They appear on the guest voucher. The hotel name cannot be changed here, because guests are matched to their hotel by it.

Rows marked "from bookings" were filled in from booking records and are not saved yet. Check them, then press Save.

Add a hotel or room type#

• Press Add hotel and enter the Hotel name, a Room type, the number of rooms needed each night, the stay dates, the currency and the nightly rate.
• Press the pencil icon on a hotel to open its room block. There you can change block dates and nightly rates, Rename or Delete a room type, or press Add room type. Press Save changes and confirm.

A hotel with no guests still shows its own section, so a hotel you have just added is visible straight away.

Delete a hotel#

Press the bin icon on the hotel and confirm. The hotel is removed from the room block and its guests are unassigned. They return to Needs a room.

Download the list#

Press the download icon on a hotel, or choose Download this list (CSV), to save that hotel's list as a spreadsheet. It has the attendee ID, name, role, team, position, email, room number, voucher number, room type, dates, nights and status. See Downloads and PDFs for how downloads work.

Good to know#

• A guest's passport details and image open from the Passport / ID icon. The hotel's link shows them too, so share it only with a contact you trust.
• Guests on hold on your plan appear on the hotel's copy without names. The share dialog warns you and tells you how many. See Quotas and credits.
• A link also stops working about 30 days after the event ends.
• Each guest also has an icon to open messages about them, and the number shows how many are unread or open.

If something looks wrong#

• Enter a valid email address. Check the address you typed for the hotel contact. Only one address is allowed.
• That link has been revoked. Create a new one. You tried to resend a link you had already revoked. Send a new link instead.
• Export is restricted for your access level. Your role cannot download this list. Ask an administrator, or see Roles and page access.
• Someone was changing these guests at the same moment. Try again. Another person changed the same guests while you were deleting the hotel. Reload and repeat.
• No “Hotel voucher delivery” email template is configured. Email voucher needs that template. See Email templates.
• Could not generate the voucher PDF Try again, then check the voucher template is saved.
• This share link is invalid or no longer active. This is what the hotel sees for a revoked, replaced or expired link. Send a new link.
• That code is not right. The hotel mistyped the code. After six wrong tries, or after 20 minutes, it must ask for a new code.
• Your session has expired. Reload the page and enter a new code. The hotel was signed in for more than 12 hours.