Easily assign rooms and track your participants' accommodations. Our Rooming module automates the organization and puts an end to Excel spreadsheet headaches thanks toAI and automation.
Excel is free, until you make a formula error that costs you $5,000 in no-shows. AppCraft is insurance against human error.
Don't waste hours cross-referencing Excel files. The days of "Rooming_List_V12_Final.xlsx" files are over. Our Accommodation module centralizes your inventory (from a few rooms to several hundred) in real time, allows for ultra-precise room assignments based on guest profiles, and transforms the chore of "who sleeps with whom" into a simple and seamless collaborative experience where each participant can choose their roommate.
This feature makes all the difference when it comes to participant satisfaction. When registering, or via their personal space, your guests can search and select their own roommate from the list of registrants. This creates immediate engagement, reassures participants, and saves you hundreds of emails with last-minute requests or changes.
Less stress for the organizer and a better experience for the participant!
TheRoomingmodule is a tool designed to facilitateaccommodation management. It allows you to organize reservations, assign rooms, and track occupancy in real time.
With this module, you can:
• Provide a platform available online 24 hours a day so that your guests can choose their hotel and , if necessary, their roommate
• Present details of available rooms and their rates so that your participants can make their reservations directly.
Ensure that your VIP guests have access to the services they are entitled to without frustrating other participants. Thanks to our advanced rules engine, you can hide or display certain hotels or room types (suites, sea view) only for specific categories (VIP, management), while monitoring quotas in real time to avoid overbooking.
No more risk of your trainees booking the Presidential Suite.
This saves everyone time and ensures that information is updated in real time!
Once participants have made their choices, are there still "gaps" in your rooming lists? AppCraft allows you to fill the empty spaces intelligently. You can assign the remaining rooms in batches (for example: group by department or country) or run a random assignment to save valuable time on large volumes. The tool does the Tetris work for you.
Historically, and still today in many organizations, rooming list management is based on an archaic process:
1. The organizer receives an allotment (block) from the hotel.
2. They create a master Excel file ("Master_Rooming_V1.xlsx").
3. They manually enter the data from the registration forms.
4. They email this file to the hotel, the travel agency, and the client.
5. Changes accumulate (name changes, dates, special diets), creating competing versions (V2, V3_Final, V3_Final_Vrai).
This process is inherently flawed. It generates re-entry errors, versioning issues, and, above all, major security breaches.
The module has an operational purpose: generate clean, legible, and complete rooming lists (including dietary requirements or special notes) ready to be sent to hoteliers with a single click. On the participant side, as soon as the room is confirmed, the information is automatically sent to their mobile app (room number, roommate's name, hotel address) for paperless communication.
No more last-minute emails about room changes.
Accommodation management is the critical hub of your event. A copy-paste error, an email lost by reception, or a last-minute change that wasn't communicated, and the participant experience falls apart.
With AppCraft, connect your registration forms directly to your hotel inventory. Eliminate manual re-entry, secure your sensitive data, and give your logistics teams a tool that's up to the task.
We know that Logistics Managers are Excel experts. We didn't want to take away that flexibility, we improved it.
Our Grid View interface allows you to filter, sort, edit in bulk, and manipulate your data as quickly as you would in a spreadsheet, but with the security of a centralized database. No more version errors or access conflicts: everyone works on the same data, which is clean and up to date.
This feature changes everything for your operational teams. Instead of exporting and sending static, unsecured Excel files:
• Generate a unique HTTPS link for each hotel partner.
• Dynamic Access: The hotelier views a filtered and secure version of the rooming list, updated the moment you make a change.
• GDPR Compliance: No more sensitive personal data (passports, dietary requirements) is sent via unencrypted email.
• Make check-in on the day of arrival easier at the hotel with the dedicated module integrated intothe mobile app.
Rooming refers to the comprehensive management of accommodation during a professional event: room allocation, quota management, reservation tracking, and coordination with hotels.
This is a key step in ensuring smooth and error-free organization, especially when you have a large number of participants or they are spread across several establishments.
To ensure smooth rooming, it is essential to centralize information related to participant accommodation from the outset. Having a clear overview of needs, arrival and departure dates, and specific constraints allows you to anticipate room assignments and avoid last-minute adjustments.
Once the data has been structured, regular monitoring of reservations and hotel quotas is essential to ensure a balanced distribution that complies with the negotiated agreements. This advance planning facilitates coordination with hotels and ensures a smooth experience for participants.
One of the most common mistakes is managing rooming across multiple files or separate tools, which increases the risk of errors and duplicates. It is also important to avoid late or unshared updates, which complicate communication with hotels and lead to misunderstandings.
Finally, neglecting to monitor changes in real time can quickly impact the guest experience. Centralized management and regular updates remain the key to stress-free, controlled rooming.
Very few event management solutions offer this feature, yet it can save you valuable time.
Fully connected to the participant database, this module gives you a real-time view of your occupancy rates for the rooms and hotels you have booked.
In the dynamic world of event planning, creating meaningful interactions between participants is paramount. The advent of smart technologies now offers exciting opportunities to optimize the participant experience. Modern event CRMs such as AppCraft use data and artificial intelligence to group participants by affinity, thereby improving the quality of interactions and the effectiveness of networking.
Grouping participants by affinity offers several advantages:
• Improved participant satisfaction: Participants feel more engaged when interacting with people who share similar interests.
• Effective networking: Grouping by affinity facilitates more targeted and relevant encounters, thereby increasing the chances of future collaborations.
• Personalization of the event experience: Each participant enjoys a more personalized experience, which can increase loyalty to the event organizer.
