Every room has two numbers:
- Our reservation code, which starts with ITS-. It's how the rooming list and the housing company identify the room.
- Your confirmation number, from your own system, once you've entered the room there.
Sending us your numbers means the housing company can see which rooms you've confirmed, and the guest can quote your number at check-in. Depending on the housing company, the guest may be emailed your number as soon as it's recorded.
You can enter numbers once the rooming list is open (see The rooming list).
One room at a time
- Open the rooming list for the event.
- In the room's row, under our reservation code, type your number into Your confirmation #.
- Click or tab out of the box. The number saves straight away; there's no Save button.
A number that's already on file, whether you typed it before or uploaded it, shows in the box. To correct it, type over it. To remove it, clear the box and click out of it. Numbers can be up to 60 characters.
All at once: upload the rooming list back
This is the quickest way for a large block.
- Click Download CSV to download the rooming list.
- Open it in Excel or another spreadsheet program, and fill in the Hotel Confirmation column as you enter each room into your system.
- Save it as a CSV file. In Excel, CSV UTF-8 works.
- Back in the portal, under Send us your confirmation numbers, choose the file in Filled-in rooming list and click Upload.
When the upload finishes, the portal tells you what happened, for example "12 confirmation numbers recorded. 3 were already on file. 1 not on this block (ITS-AB12CD34)."
A few rules:
- Keep the Confirmation column (our reservation code) as it is. Each row is matched on it, and only against your hotel's rooms for this event.
- "Not on this block" means the code wasn't found among your rooms for this event, usually because of a typo or a row from another event. Nothing else is changed by it.
- A blank cell is skipped. It doesn't remove a number that's already on file.
- You can add or delete other columns and rows, but keep the header row.
- If the portal says "That file does not look like a rooming list", it couldn't find the Confirmation and Hotel Confirmation columns. Download the list again, fill it in and upload that file.
If downloads are turned off for your block, you won't have a file to fill in. Type the numbers into the boxes one at a time instead, or ask the housing company to turn downloads on.
Changes after you've sent a number
If a room is moved to another hotel, its confirmation number is cleared, because the number belonged to your hotel. The room then appears under Moved to another hotel on your list.