Download the rooming list template

— or read about how Odyssey simplifies rooming lists below.

Tour operators and travel coordinators use rooming lists as an essential tool to manage group travel and enhance the guest experience. Understanding the ins and outs of rooming lists, and having the tools to manage them can significantly enhance efficiency and guest satisfaction.

Here's how Odyssey Simplifies Rooming List Management

At Odyssey the rooming list is generated directly from our software system. All the data is populated from our customer CRM and handy communication templates which drive our accommodation workflow.

Odyssey can produce personalised reports per individual hotel to ensure the correct room choice is made eg. Mary wants the blue ocean room. Alternatively, you can choose a generic report which lists which clients are rooming together and the Hotelier assigns the rooms themselves. Odyssey also produces reports for guides showing the group's room sharing arrangements.

Online Confirmation and Communications

Email Templates with Online forms are the most efficient way to communicate with Accommodation and Activity Suppliers.

Odyssey's email templates allow you to automatically, or manually, push customers booking data such as personnel details, rooming configurations, or dietary and medical information direct to Suppliers.

Output reports can be attached and emailed at any frequency for example forward bookings, 60 day rooming list update, 30 day confirmation and even cancellation notices.

Online Forms can be opened by your Supplier from a button on the email. This will take them to an online form where they can confirm, or decline, your request, and add notes etc. This response gets emailed back to you, plus, it automatically gets populated directly back into Odyssey.

Dashboards provide instant visibility of the 'Readiness' of Supplier bookings providing easy access to monitor the status of each tour.

Online Confirmation and Communication

Enhanced provider engagement through integrated communications

Providers can confirm reservations directly through Odyssey using online forms integrated with email systems. This ensures clear and timely communication, keeping all parties updated and reducing the risk of errors.

Online forms to push direct confirmation into Odyssey
Access via button on email
Includes rooming lists and dietary considerations

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Provider Dashboard System

Real-time updates and confirmation status at a glance

Utilise Odyssey’s dashboard system to monitor the status of each provider, including confirmation statuses and readiness levels. This feature allows operators to quickly assess how prepared suppliers are for incoming guests, ensuring smooth service delivery and customer satisfaction.

Readiness traffic light system to manage tasks
Booking status configured to your categories
Easy rooming list generation
Colour coded customer room sharing

Supplier Rates

Provider Product Pricing & Seasonal Rates
Odyssey allows you to manage multiple products per Supplier, each with flexible, date-specific seasonal pricing. These rates can reflect retail or wholesale values and be inclusive or exclusive of tax. Seasons can contain multiple rates to accommodate variations like peak, low, or promotional pricing.

Entering and Managing Rates
Users can add rates via the Provider's records by selecting the relevant season and entering start/end dates and a notification date. Prices can be entered for different charging type eg adult, child, single, double and are structured to support anytime updates.

Split Rates and Booking Calculations
The split rate feature helps staff calculate per-person costs when room prices are shared among guests. Odyssey allows you to evenly distribute the rate across selected guests.

Special and Multiple Rate Records
Special rates can be created for limited periods without affecting other products or dates. Odyssey intelligently selects the correct rate at booking based on dates and notification rules. Odyssey rating process means that any notification of a rate change by Suppliers ensures existing bookings can still be honoured - keeping your existing customers super happy.

Dynamic Rate and Season Updates

Effortless management of rates and seasonal changes

Odyssey's flexible tools make it easy to update and manage rates within Supplier Management for Tour Operators. Transition smoothly into new seasonal setups without hassle, ensuring your rates are always competitive and appropriate for the current market conditions.