Room blocks and the rooming list

A tour operator or wedding organiser asks you to "hold 10 standard rooms for 12–15 December" and will send the guest names later. That is what a room block is for: it takes rooms of the right type off sale until the release date, and later you paste the guest list — and the bookings are created for you.

Who: a front desk, sales or administrator employee with access to room blocks. Without this access the blocks strip is not shown on the calendar.

Block or group#

A block and a group work together: bookings created from a block go into its group, and from then on you work with them in the group panel — see Several bookings in one group.

Create a block#

1. Open Rooms → the Calendar tab.
2. Above the calendar, in the 📦 Room blocks: strip, press ＋ New block (if there are blocks already — Blocks → New block).
3. In the New room block window, fill in:
   • Name — up to 80 characters: tour operator, company, event;
   • Arrival and Departure — up to 366 nights;
   • Release date — see below;
   • Remind the front desk, days before release — 0 to 60, 3 by default; 0 means no reminder;
   • Rooms per night — choose a type and the number of rooms; Add type if you need several types. The number is the same for every night of the block;
   • Rate plan — Room type default by default;
   • Who pays — Guests pay themselves or a Company from your counterparties; a company payer is copied to every booking of the block;
   • Status — Tentative or Confirmed. Both hold rooms: the status is a note for you;
   • Group — a new or an existing group (the field is shown if the calendar window already has groups).
4. Press Create block. You will see "Block created".

How to check: a chip "{name} · {n} of {total} left · until {release date}" appears in the blocks strip. There are fewer free rooms of this type on the calendar for those nights — the chip explains where they went.

If there are not enough rooms, the form says which date and type: "Not enough “{type}” on {date}: {available} available, {requested} requested".

Limits: up to 20 types and up to 500 rooms in a block. One group cannot have two open blocks on overlapping dates. The group of an existing block cannot be changed.

Release date#

Release date — from this hotel date the rooms of the block that were not picked up return to sale by themselves. The date must be in the future and not after departure.

What happens:

1. The set number of days before the release, a task "⏳ Room block «{name}» is released {date}" appears on the task board, with a hint: enter the rooming list, move the release date or release the remainder now. The task shows how many room-nights have been picked up.
2. On the release date, the block gets the Released status: the remainder stops holding rooms and they can be sold again. Bookings already created stay.

The server checks blocks every 15 minutes — you do not need to watch the date yourself. The block chip turns amber when the release is close.

To move the release date: open the block → the Edit tab, the new date, Save. The reminder will come again for the new date.

Paste the guest list#

1. Open the block chip — the block card opens. Go to the Rooming list tab.
2. Copy rows from a spreadsheet (Excel, Google Sheets) or from an e-mail and paste them into Paste the guest list. One row is one room.
3. Columns: guest, room type, arrival, departure, adults, phone, e-mail, notes — in any order if the first row is a header. You can also paste just names: the dates and type are taken from the block.
4. Review the preview: row, guest, room type, dates, adults and the Check column. At the top there is a summary "{n} ready · {n} with problems · {n} already in the block".
5. Press Create {n} reservations. While they are being created — "Creating {n} of {m}…".
6. The result is "Created {n}, not created {m}", and each row shows "✓ created" or "✕ not created: {reason}".

Bookings are created without a specific room — the room type is sold. Assign rooms later or at check-in: the system picks a free room of the type itself.

Formats: the separator is a tab (this is how spreadsheets copy), a semicolon or a comma. Dates: 2026-12-10, 10.12.2026, 10/12/2026, 10-12-2026, 10.12.26 or 10.12. The American month/day order is not recognised. Up to 500 rows at a time.

Row errors and retry#

The warnings "type chosen by what is left" and "same guest and dates twice" do not stop creation — just check them.

Retry: if some rows were not created, fix the cause and press Retry the rest ({n}). Rows already created are marked "Already in the block" and are not created a second time — retrying is safe.

An error in one row does not stop the others.

Release the remainder early#

1. Open the block card (the Pickup tab shows how much has been picked up and how much is left by type).
2. Press Release now and confirm: "Return the unpicked rooms of this block to sale now?"

The block gets the Released status, created bookings stay. The block history keeps how many rooms were not picked up.

To cancel the whole block: Cancel block → "Cancel the block? Reservations already made stay in place." Guest bookings must be cancelled separately — in the group panel or in the booking card.

A closed block no longer holds rooms and no new bookings can be created from it: "The block is closed: rooms are back on sale, new reservations cannot be taken from it."

What is not available yet#

• A different number of rooms per date in one block is not possible: the number is the same for every night. If you need different numbers, create two blocks for different dates.
• Choosing a block in the regular booking form is not possible: bookings are created from a block by pasting the guest list. A booking of the block's group created with the regular form also counts towards its remainder.
• Assigning specific rooms when pasting the list is not available — rooms are assigned later.

Related sections#

• Several bookings in one group
• Create, change and cancel a booking
• Check a guest in and out at the front desk
• Company contract rates and agent commission
• Shift task board

FAQ#

Does a block reduce availability on the website and in channels?#

Yes. The block's unpicked remainder is subtracted from the free rooms of the type — just like bookings. After the release date the rooms are available again.

What if a guest from the list is already booked?#

A row with the same guest and dates that was already created from the block is marked "Already in the block" and is not created again.

Can I extend a block?#

Yes: on the Edit tab, change the dates, the number of rooms or the release date. If the rooms were sold in the meantime, the change is rolled back — the block history will show "change rolled back: rooms were sold meanwhile".

What is the difference between Tentative and Confirmed?#

None in terms of availability: both hold rooms. The status helps you separate arrangements that are still being discussed.