The rooming list is every room booked in your block for the event: who is staying, when, what they asked for, and the card to charge.
When the rooming list opens
Guest details are held back until the date (and time, if set) the housing company chose for your block. That's usually the block's cut-off date. Until then:
- the Rooming list card shows a lock and when it Opens: the date, and the time with its time zone if one is set (for example "Opens Monday, February 1, 2027 at 2:00 PM CST"). With no time, it opens at the start of that day, in the housing company's time zone;
- your pickup figures above it keep updating, so you can follow how the block is filling;
- nothing can be viewed, downloaded or uploaded, and no cards can be opened.
Need the list sooner? Ask the housing company. They set the date and can move it.
What the list shows
Once it's open, there's one row per room, with everything about that room on the row:
- Room: our reservation code (it starts with ITS-), the room's status, and Your confirmation #, the box for your own confirmation number. See Entering your confirmation numbers.
- Guests: the name of whoever is checking in, or Name to follow if nobody is named yet. Under Also in room is everyone else in the room, with any note against them. The guest's email and phone are shown here when downloads are allowed for your block.
- Stay: the room type, the arrival and departure dates, and the number of nights.
- Guest requests: what the guest asked for, such as an accessible room, a low floor or connecting rooms, one request per line, and their hotel rewards number. Requests are passed on for you to consider; they aren't guaranteed.
- Card: the card to charge for the stay. See Viewing a guest's card securely.
On a phone or a narrow window, each room is shown as its own card, one under the other, with the same details.
Cancelled rooms stay on the list with a red Cancelled badge, so you can see what dropped.
Moved to another hotel lists rooms that were on your list and that the housing company has moved to a different hotel, under the reservation code you knew them by. Please release them: those guests are no longer arriving.
Downloading the rooming list
If the housing company allows downloads for your block, you'll see Download CSV at the top of the list. If not, you'll see Downloads disabled; ask the housing company if you need a file.
The file opens in Excel or any spreadsheet program. It has one row per room with these columns: Confirmation, Hotel Confirmation, Guest Name, Also In Room, Occupants (a headcount), Email, Phone, Requests, Rewards Number, Room Type, Check-In, Check-Out, Nights, Status and Card on file.
- Status is the room's status as on screen, except that cancelled rooms are spelled Canceled.
- Hotel Confirmation is where your own confirmation numbers go. Fill it in and upload the same file back to send us all your numbers at once.
- Card on file is only a status, such as "Yes — view in portal", "To follow" or "Pending". The file never contains card numbers. Cards are only ever shown in the portal.
After you download
Downloading doesn't change anything. Nothing is marked as received, the housing company isn't told, and the list stays in the portal.
The file is a copy of the list at the moment you downloaded it. The portal keeps changing after that as families claim rooms, correct names, cancel, or are moved:
- check the portal, or download a fresh copy, before you finalize your arrivals;
- match rooms on our reservation code (the Confirmation column), not on the guest's name, because names can change;
- release any rooms listed under Moved to another hotel;
- keep the file somewhere secure and delete it when you're done: it has guests' names, emails and phone numbers.