Rooming lists and roll calls
Two jobs that eat a coordinator's day: telling forty people which room they are in, and finding out whether all forty are on the coach. Both are structured data here, not a spreadsheet you re-send.
Where rooming lives
A rooming list belongs to a hotel segment, not to the trip. A trip with three hotels has three lists, and each is edited separately. The platform refuses a rooming list on any other segment type.
- Open the trip and scroll to the itinerary.
- On a hotel row, click the 🛏 button.
- The Rooming panel opens below, headed with that segment's title.
Building the list
Click + Add room for each room. Every room row has:
- a Label — what you call it before the hotel assigns numbers: Triple A, García family,
- a room type: Single, Double, Twin, Triple, Quad, Suite or Other,
- a # field for the room number, which usually only exists at check-in,
- a tick box per traveller on the trip.
A room must have a label; the save is rejected otherwise.
Under the header, the panel tells you how many travellers are still unassigned and names them. Clear that line before you finish and nobody is left out.
Click Save rooming when you are done. Saving replaces the whole list for that segment — rooms you deleted from the panel are gone, not merged. The confirmation reads: Rooming saved — travelers now get their room in briefs and can ask the concierge.
Importing a rooming PDF
If the list arrived from a hotel or a school as a document, use Import rooming PDF. It accepts a PDF or an image, reads it, and fills the panel. Anything it could not match is flagged as a warning in the panel.
Nothing is stored until you press Save rooming, so treat the import as a first draft: check the names against your roster, then save.
Room numbers arrive late
The number field exists because rooming is decided weeks ahead and numbered at the desk. Fill in the numbers from the lobby at check-in and save again; travellers see the number from then on. Until then they are told the number is assigned at check-in.
What a traveller sees
Each traveller gets their own room and the names of the people sharing it — in their daily brief on the days that hotel applies, and on request in chat. Their personal page shows it too.
The rest of the list is not theirs to see. Asked about someone else's room, the concierge says the group coordinator has the full list. The trip's Primary contact — the teacher, the coordinator — can ask for the whole list. If a traveller has no room yet, they are told the agency is still finalising the rooming rather than being given a guess.
For how briefs are timed, see Timezones and the traveller's clock.
Roll calls
A headcount is run from chat, by a traveller — there is no headcount screen in the console.
Who can start one: the trip's Primary contact, or the leader of a group. Setting those up is covered in Groups, leaders and rooming.
- The leader writes something like pasá lista or headcount in their chat. They can name one group to limit it.
- Every connected member is pinged and asked to reply presente, here, or ✅.
- Members reply; each reply is recorded.
- The leader asks ¿quién falta? and gets the confirmed and missing names, with a running count.
Limits worth knowing before you rely on it:
- Only connected travellers are counted. Anyone who never activated their invite cannot be pinged and will not appear as confirmed. See Invite links and how travellers connect.
- The leader who starts the count is not in their own expected list.
- One headcount is open per trip at a time. Starting a new one closes the previous, and the closed one is not shown anywhere afterwards.
- Naming a group that does not exist returns an error listing the groups that do.
- A traveller who is not on the expected list cannot confirm into the count.