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How to Share Rooming Lists with Your Suppliers
How to Share Rooming Lists with Your Suppliers

This guide explains how to create and share rooming lists with your accommodation suppliers in Fieldbook.

Updated over 3 months ago

Overview

Sharing rooming lists with your accommodation suppliers before departure ensures all room assignments are accurately communicated. In Fieldbook, this is done by sending a Passenger Assignment Document, which shows how passengers are assigned to each service (e.g., single or double rooms).

Prerequisites

Before sharing the rooming list, ensure you have added bookings and passengers to the departure.

Steps to Share Rooming Lists

1. Navigate to the Assignment Tab

  • Go to the Assignment tab for the relevant departure.

2. Click Share

  • Click Share button

3. Choose the Supplier

  • Select the accommodation supplier you want to share the rooming list with.

4. Select the Services to Share

  • Choose the room services (or other related services, such as breakfast) you want to include in the assignment.'

5. Send the Email

  • Click Email Supplier to generate an email. The room assignments will appear inline in the email body.

  • If needed, you can also include a downloadable PDF or CSV file of the assignments. To do this, download the file and manually attach it to the email before sending.

7. Mark as Sent

  • After sending the email, click Mark as Sent to track the rooming list’s status in Fieldbook.

Why Mark as Sent?

Marking the rooming list as sent ensures Fieldbook can track when the last room assignment was shared with the supplier. If you make changes to the rooming assignments later, Fieldbook will notify you that the supplier has not yet received the updated list. This feature helps maintain accurate communication with your suppliers.

By following these steps, you can seamlessly share rooming lists with your suppliers while keeping everything organised and up-to-date in Fieldbook.

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