Manage group reservations with a rooming list

Mews Operations

The rooming list feature in Mews allows you to import guest information directly into the customer profiles and automatically apply guest rooming preferences in one step, without having to update the individual profile of a reservation group.

To do so,

  • import a blank rooming list from any group reservation, and
  • send it to guests and then import it back into Mews Operations.
Note: This feature is only available for Enterprise and Pro packages.

 
In this article you can learn about how to:

 

Step 1: Download the template

  1. Find a group reservation, either by searching in the search bar, or by going to the Timeline from the Mews dashboard and clicking on it. Note: If you use the Timeline, in the Smart detail window, click Manage.
  2. Go to the Group tab.
  3. In the Rooming list section, click  Download. This starts a download, which is an Excel file, prefilled with the details of the reservation owner.
 
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Note: Make sure you don't make any changes to the reservation between downloading the template and importing it back into Mews.

 

Step 2: Fill in the template

Next, send the template to someone from the group reservation. Make sure that they complete it according to the specifications:

  • Do not edit anything in columns A-F, which are prefilled.
  • Each row contains individual guest's details.
  • If the Customer identification column is empty, the Email address field determines the customer profile used.

 

If the email address matches a customer profile in Mews Operations, Mews assigns that customer the space.  If the email address doesn't match a customer profile in Mews Operations, Mews creates a new customer profile with the details on the sheet.

 

Note:

  • When the rooming list includes conflicting customer data, Mews displays the error Customer account with this email address already exists. Mews assigns a customer profile from the rooming list only if the Excel row does not include a Customer ID. 
  • It is not possible to add an email address to an existing profile while another profile already has that exact email address.
 

Explanation of fields

FieldDescription
Confirmation numberThe reservation confirmation number.
Space categoryThe space category of the guest's stay.
RoomThe room of the guest's stay.
Arrival dateGuest's arrival date.
Departure dateGuest's departure date.
Customer identificationA unique code identifying each customer in a reservation group. Note: Do not modify this field, as doing so might cause errors. 
Email Guests' email address.
Last name*Guest's last name. Note: this field is mandatory.
First nameGuest's first name.
SexGuest's sex as mentioned in the passport.
NationalityGuest's nationality. Note: Use the Alpha-2 country code, for example, “FR” for France.
Birth dateGuest's date of birth. (DD.MM.YYYY)
Identity documentThe type of identity document provided by the guest, for example, "Driving license" or "Passport".
Identity document numberGuest's identity document number. Note: This field is mandatory if the Identity document field is filled in.
Identity document countryThe country that issued the guests' identity document. Note: Use the Alpha-2 country code, for example, “FR” for France.
Identity document issuing cityThe city that issued the guests' identity document.
Identity document issue dateThe date of issue of the guest's identity document, DD.MM.YYYY
Identity document expirationThe date of expiry of the guest's identity document, DD.MM.YYYY
 

Step 3: Upload the file to Mews Operations

  1. Find the reservation.
  2. Go to the Group tab, and locate the Rooming list section.
  3. Click in the grey area or drag a file in it to upload. Locate the updated rooming list and click OK.
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  1. Click Upload. The system updates the reservation in Mews Operations.

You can learn more about how to add reservations to a group here.

 

 

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