How do I prepare a rooming list and passenger manifest for a group departure?

Q&A • Group departures

How do I prepare a rooming list and passenger manifest for a group departure?

The manifest answers “who is travelling”, the rooming list answers “who sleeps where”. Both start from the same source: the departure's bookings (the manifest also includes held options, marked as such; the rooming list only confirmed bookings). If the data is right in the booking, the documents take a few clicks.

Short answer

  1. The manifest is the list of all passengers on a departure, with their identification data.
  2. The rooming list groups passengers by room, separately for each hotel.
  3. They are built from the departure's bookings, not from hand-written lists.
  4. Before handing over, check passports; people on the waiting list do not appear in the documents.
  5. In 4AgencyTravel you export them as CSV or print them; sending them to the hotel is up to you.

The steps, in order

  1. Confirm the bookings on the departure and fill in each booking's travellers.
  2. Set the number of rooms on the hotel line and a room label on each traveller (for example “Double 12”).
  3. Check the passengers' travel documents, booking by booking.
  4. Generate the departure manifest and each hotel's rooming list.
  5. Export as CSV, print and send the documents to whoever needs them.

Example (illustrative)

Example: a departure of 24 passengers with 2 hotels. The first hotel has 8 double rooms on its hotel lines, the second 4. Each hotel's rooming list contains only bookings with a hotel line for that supplier, and passengers are grouped by room label. If two people are on the waiting list, they do not appear on the documents until converted into a booking.

What the product does not do

  • It does not send the rooming list to the hotel: you export it and send it yourself.
  • It does not assign passengers to rooms automatically.
  • It does not connect to the hotel's system.

Common mistakes

  • Names on the list differ from the passport.
  • Sending the list before bookings changes have settled.
  • Missing a passport that is expired or expires soon after the return.

How 4AgencyTravel helps

  • A manifest per departure and a rooming list per hotel, grouped by room label, from the departure's bookings.
  • CSV export and printing for both documents.
  • The document check, per booking, flags documents that are missing, expired or expiring within 6 months of return, plus a missing birth date.
  • A waiting list per departure, with conversion into a booking.

See also