Rooming lists that build and check themselves
Department leads submit guest names in the department portal, Blocks assembles one hotel-ready rooming list, and the rooming-list audit checks the hotel’s returned version against yours row by row.
Rooming list software collects guest names, builds a hotel-ready list, and checks the hotel’s returned version against yours. In Blocks, department leads submit names through the department portal, Blocks assembles the list, and the rooming-list audit matches the hotel’s returned list to yours by confirmation number — proposing every correction for you to confirm.
“Every department sends names a different way — some in the email body, some in a spreadsheet, some just texting me.”
Department leads enter names in the department portal — pasted, typed, or uploaded from a spreadsheet, on a phone if that is what they have — and Blocks assembles one hotel-ready rooming list from all of them.
“The hotel sent the rooming list back with changes buried in it, and I had to eyeball every row against my copy.”
The rooming-list audit matches the hotel’s returned list against yours by confirmation number first and groups what it finds into name, date, missing, and extra — so you read a short list of differences, not 300 rows.
“I found a wrong check-out date days after the guest had already left.”
Blocks surfaces date mismatches the moment the hotel’s list comes back, while there is still time to fix them, and drafts a changes-only email to the hotel that goes out on your click.
“I am terrified of an auto-sync quietly overwriting a VIP’s reservation with the hotel’s version.”
Nothing overwrites anything. Every correction the audit finds is proposed, and you confirm each one before it changes your rooming list — the hotel’s version never silently wins.
How do you collect guest names without chasing every department?
You give each department lead their own department portal — a private page where they enter the guests for their rooms. They can paste a list of names, type them in one at a time, or upload the spreadsheet they already keep, and it works on a phone as easily as a laptop. Blocks takes whatever each lead submits and assembles a single hotel-ready rooming list, so you are not stitching together a dozen email attachments in different formats the night before the cutoff. When it fits the event better, you can also give attendees a branded page to book and pay for their own rooms — every booking lands straight on the block, so their names arrive without a lead re-keying them. Because names come in against the rooms each department actually requested, the list stays tied to your block: you can see which departments have submitted, which rooms are still unnamed, and which are held as TBD rooms that are still guaranteed. The department portal does the collecting; you review the assembled list before anything goes to the hotel.
What does a rooming-list audit actually check?
When the hotel sends its version of the rooming list back, the rooming-list audit compares it against yours one row at a time. It matches rows by confirmation number first — the most reliable key — and falls back to guest name and dates when a confirmation number is missing. Every difference it finds is sorted into four groups: name changes, date changes, guests on your list the hotel is missing, and guests on the hotel’s list you did not send. Instead of scanning hundreds of rows for the handful that moved, you read a short, grouped summary of exactly what disagrees. From there, Blocks drafts a changes-only email back to the hotel — just the rows that need fixing — that goes out on your click, never on its own. And the corrections themselves are proposed: you confirm each change before it touches your rooming list, so the hotel’s version never quietly overwrites yours.
How does the hotel see and return the rooming list?
The hotel gets its own private page — the hotel portal — where it views the rooming list you assembled and returns its confirmed version, complete with confirmation numbers. That keeps the exchange off long email threads and gives both sides one shared reference for the same list. You always know whether you are waiting on the hotel to return the list or whether it has come back for review. When the hotel returns the list, Blocks lines it up against your copy for the audit rather than dropping another attachment into someone’s day. If a returned rooming report comes back by email instead, Blocks routes it into the same audit flow, so you work every version the same way. Keeping the hotel portal separate from the department portal matters: department leads only ever see their own guests and rooms, while the hotel sees the assembled list it needs to confirm — no one sees more than their part.
Can I keep my rooming-list spreadsheet template?
Yes. Blocks imports the rooming-list spreadsheet you already use and exports CSV everywhere, so your template and your finance team’s format stay intact. There is no format lock-in and no import you have to babysit — a paste or an upload is enough to get names into the list. The difference is what happens after the export: instead of managing name changes, date edits, and version conflicts by hand in that sheet, the collecting, assembling, and auditing live in Blocks, and the spreadsheet becomes something you produce on demand rather than the system you fight to keep current. Department leads submit through the department portal, Blocks builds the hotel-ready list, and the audit checks what comes back — then you export whatever format you need for accounting, the venue, or your own records. You keep the familiar output and drop the manual reconciliation a spreadsheet cannot do for you.
Frequently asked questions
Department leads submit guest names in the department portal, Blocks assembles one hotel-ready rooming list, and the rooming-list audit checks the hotel’s returned version against yours row by row.
What is rooming list software?
How does a rooming-list audit work?
Can department leads submit their own guest names?
Do I have to give up my rooming list template?
Does Blocks send the corrected rooming list to the hotel automatically?
Have more questions? Check our glossary of terms or get in touch.
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