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Operations

Rooming lists Summary

Approx. four weeks before a group arrives in the country (depending on the respective source market of the group), the client will forward a list of names, medical requirements etc. to the Abbey Customer Care staff member looking after the group.

The Operations Department will insert these details into Tourplan and distribute the rooming list to the hotels booked for the tour.

Creating and sending rooming lists

1. Preparation

 

OPS staff only:

  • Open the Tourplan message queue and double-click the one to be activated (always prioritize urgent ones, then choose the one with the closest arrival date);

  • Write down Ref no

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  • Action RL from the Q

  • Note: please note that we have two codes that can be queued for rooming lists and determine if the rooming list is to be sent yet or not:

  • CCRL Rooming list ready to be inserted & sent

  • CCRLRI Rooming list ready to be inserted (not to send)

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  • Go in Group book under the Ref no →  notes →  2nd point → Operations → insert the note “WO RL”

  • Go in Group book under the Ref no →  notes →  2nd point → 
    Rooming list → Check the amount of rooms needed, if a room is needed for driver, guide or if any TBA rooms have been requested. Lastly check if porterage is included and if there are any special notes.

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Also at this screen, the link for the rooming list document or the rooming list itself will be under notes.

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All staff:

2. Inserting the rooming list at Tourplan

 

Step 1

Copy names from clients’ list to a rooming list template and save it as a CSV file (please do not overwrite the original template, save the new rooming list in a new folder on your desktop);

 

Please note: if the rooming list is for a Hostel, please refer to inserting a rooming list to a Hostel below

  • CSV File Format requirements

The CSV file needs to contain the following headings under which the data is entered:

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Room Key
This is a numerical value to link passengers together to rooms.

The same number needs to be allocated to all pax of this room; see following sample screenshot

 

RoomType

Room Type values can be SG, TW, TR, QD
If different room types needed (e.g. hostel dorms), please insert the rooming list under Notes → 2nd point→ rooming list configuration

 

Title

Mr, Mrs, Ms, Miss, Master
Can be left at blank, not mandatory
 

Forename:

First Name of Passenger – Must have the first capital letter

-If TBA room required insert TBA as a forename

Quick tip: use the formula PROPER, to quickly adjust the formatting (=proper (), when inside the brackets will be the cell(s) to be adjusted)

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Surname:

Surname of Passenger – Must be CAPITAL letters

Quick tip: use the formula UPPER, to quickly adjust the formatting (=upper (), when inside the brackets will be the cell(s) to be adjusted)

-If TBA room required insert TBA as a surname

 

PaxType

Values can be A for Adult, CH for Child, I for Infant – MUST be filled

BirthDate
Insert an invalid date format dd/mm/yyyy
(ea. before 1900 or after 2020; otherwise Tourplan calculates an age which will show on the rooming list message.)

Passport Number
alphanumeric field
Usually left in blank, can be filled if requested

Notes
60 characters text field to enter additional information about the passenger ea. GUIDE, DRIVER, meal requirements or health information.

 

Please avoid commas; the entire notes section will show in quotation marks on the rooming list that is sent from Tourplan.

 

An example file is displayed here.

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  • To save as CSV go to File, Save as and select CSV(Comma delimited) format to save the rooming list.

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NOTE

CSV (Comma delimited) files can only contain one tab! Make sure to delete any additional ones you create when formatting the rooming list.

 

NOTE

If the CSV file is not in the correct format, any of the necessary fields are left blank, or the file does not contain the correct date format for Birth Date the file will not import and the error will display as:

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Step 2

Match the number and type of rooms provided by the Account Handler with the Pax Configuration.

 

Open Pax configuration and check the room numbers you have there

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Step 3

Importing the created rooming list to Tourplan.

Go in Group book under the Ref no →  Rooming List →  List Configuration → Click on Insert  

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A new window will pop-up. A dropdown will be available with an option to “Import from File”.
Select this option and type in a Rooming List Name for the new import and press OK.

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The system will browse the local PC to locate the file you wish to import:

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Select the saved file and click to open, the names will be imported as below:

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Inserting multiple Rooming Lists

  1. If the names for the additional rooming list are different:
    Repeat the process and create a new Rooming List Name to import those names into. 

  2. If the names for the additional rooming list are the same (e.g. different room configuration, no driver for last night etc.):
    To avoid having name duplicates in Tourplan, copy the old list instead of importing a new one:

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Group-specific information: any information that applies to the entire group (e.g. VIP group etc) should be inserted in Service Notes – Supplier Message within the Service List field.

Please note that info to specific passengers need to be inserted into the rooming list.

 

3. Editing existing rooming lists

HOW TO INSERT AN EXTRA ROOM

If you have inserted insufficient rooms when creating the rooming list in List Configuration, you can add an extra room. This is possible by going to the last room on the Rooms tab, click in the

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Type field, hit the down arrow or the Enter key on your keyboard and an extra room will appear.  Click in the Room field and a tab appears, you can then select from the drop-down menu what type of room you wish to add.

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HOW TO DELETE A ROOM

  • If you have inserted too many rooms, you must allocate a name to the extra room and then move them from Room Names to Unallocated Pax Names (using the < button), the room then disappears.

  • If names have already been assigned to rooms and you need to delete both the room and the pax, unallocate as above and then Delete Pax from the Pax Names screen.

 

INSERTING NEW PAX

  • You can manually insert new PAX into tourplan by going into Groupbook → Rooming List → Pax Names and clicking on insert pax. Please note that you will need to insert the names and surnames and notes the same way you would when inserting the names at the Excel file.

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  • This can be used to manually insert rooming lists into Tourplan as well.

 

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ALLOCATING PASSENGERS TO ROOMS

  • Go to Groupbook → Rooming List → List Configuration. Select the required room by clicking on it on the top screen, then move names from Unallocated Pax Names to the required room using the > button.

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Inserting rooming lists for Hostels
As Tourplan is not prepared to have room over 4 people, we will only insert the written rooming list at Notes → 2nd point → Rooming list configuration and insert the rooming list there. Please note that this method will work only if we have a single rooming list for the group. In the event we have multiple rooming lists, we will have to insert the names into the rooms manually and then when sending the email, change the room type name manually. Check with a full time staff for more info if needed.

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4. Sending rooming lists

 

Step 1, checking the hotels that can be sent

When sending rooming lists, please ensure that you only send rooming lists to CONFIRMED hotels.

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If a hotel is on CA/CH/ (cancelled) status, DO NOT send a rooming list to that hotel.

This is vitally important as clearly if cancelled with that particular hotel, we don’t want the hotel to receive the RL but human error occurs.

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If the service status is AL (allocation), PA (part-allocation), WL (waitisted)  or OV (overbooked from allocation), OR  if a group is staying in a hotel for 2 or more nights and the service status of some of the nights is AL, PA, WL or OV > then we need to check whether or not the allocation has been returned.

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For the status AL and PA, please check the returned hotel allocation chart provided by the accommodation department, to verify if the allocation have been returned already.

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Where you find an X beside the hotel the rooming list can be sent.

Where we have no X indicated beside the hotel;  do not send the rooming list.

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Check with accommodation department to see if the hotel already have the allocation returned.

 

 It is the responsibility of Customer Care to send the rooming list to those hotels booked from allocation, after the allocation has been given back to the hotels.


We don’t want the rooming list to go to the hotel before the hotel even knows they have the group or the hotel.

If a hotel status is OP – do not send a rooming list.


If the service status is FA (free sale allocation) only check the Returned Hotel Allocations chart if the hotel is in Galway, Dublin or Kerry, otherwise you can send the rooming list.

Finally, if the hotel is a pre-night or post-night with a single room or two (usually driver/guide or passengers arriving early or staying later), we do not send a rooming list for those. The names will be sent on FD stage along with the vouchers.

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You can check the status of the hotel at Groupbook → Service List.

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Step 2

After checking, arrange the lines by service and write down only the lines that you can send: Day/Seq, Location, Supplier, Supp Name, Option Code, Date and status

E.g. 1/90, Dublin, CAM003, Camden Court Hotel, GDBB,Dec 30th, OK

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Go to Groupbook → Rooming List → List configuration → Services tab, organize the lines by service and tag the hotels you just wrote down.

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If a group is staying at a hotel for more than one night and had different meal basis on each night, or group is staying in the same hotel but on different days (it’s often on the first and on the last day)you can output the names only once by tagging the last night at that hotel. This means that the other nights are listed at the top of the rooming list, but the names appear only once at the end of the document under all the separate date/meal basis blocks.

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Step 3,  Inserting porterage notes, account handler and guide contacts

  • Go to Notes > 1st  point > Account Handler information and insert AH’s details from Account Handler Information report, then save.

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  • Also in Notes -> Booking Notes, insert guide name and mobile in Guide Details, save.

  • Notes > Porterage: if porterage required, click onto the note in TP and click “save”. The porterage note will then appear on all rooming list messages. If no porterage required, leave out this step.

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Outbookings

  • OF – Outbooked from

  • OB –Outbooked to/ we are paying Hotel A OR

  • OC – Outbooked to/ we are paying Hotel B

  • If a group is outbooked from Hotel A to Hotel B, the following procedure applies:

  • If we are paying hotel A, please send the rooming list to BOTH Hotel A AND Hotel B

  • If we are paying Hotel B, please send the rooming list to Hotel B ONLY

 

The voucher to be sent to the hotel that we are paying.

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Step 4 – Using the proper codes to send the Rooming List to hotels

  • Click Send

  • Message codes:

  • GRRL (standard)/ GRLM (M&K groups)

  • GRAL (amended RL)/ GALM (M&K groups)

  • BERL (German agent Behringer)

  • GRLC (Riu Plaza The Gresham GRE013 ONLY)/ GLCM (M&K groups)

  • Service Type: AC

  • Output: Email

  • Click: “ Edit” to view before sending, check that all details are correct

  • Send

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Step 8 – move all sent emails to the relevant folder in Public Folders/ relevant year/month

Public folders/ All public folder/ Operations/Rooming Lists/ relevant year/month

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