Rooming list generator for group tours
Paste your travellers from Excel, pair them into twin, triple and single rooms, and download the rooming list hotels expect. Passport details stay in your browser.
Stay
Check each destination's own rule.
Travellers
Dates as DD/MM/YYYY; without a header row, columns are read in this order: name, gender, passport no, issue date, expiry date, place of issue, date of birth, room type, room no or sharing with.
Runs in your browser. Nothing you type is sent to Tourify.
Paste your travellers to see the rooms, anything to fix, and the list to send the hotel.
How it works
- Paste your traveller list from Excel or Google Sheets.
- Add the hotel, the stay dates and the return date.
- Fix the flagged rows and move anyone who should share a different room.
- Download the Excel or PDF and send it to the hotel.
How the rooms are built
Travellers who share a Room no, or name each other under Sharing with, go into one room first, and anyone marked Single gets a room of their own. Twin and triple travellers are then grouped in list order with people of the same gender. A double is one bed, so it is only built from a shared Room no, never by pairing strangers, and a traveller with no gender is never paired by guesswork.
The traveller details form uses the same column names, so its sheet pastes straight in. For the layout hotels work from, see rooming list format for group tours; for keeping passport copies safe, see passport scans and the DPDP Act.
Questions operators ask
What is a rooming list?
A list sent to the hotel before arrival showing who stays in which room, the room type and each guest's details. Hotels use it to pre-assign rooms and speed up check-in.
What columns do hotels expect?
Usually serial number, name, passport number, issue and expiry dates, place of issue, date of birth and room type, with each room's guests grouped together. This tool uses that order and merges the room-type cell for each room.
Is my travellers' passport data safe?
It stays in your browser. Nothing is uploaded or sent to Tourify, and nothing is saved on this device, so the list is gone when you close or reload the page.
Can I paste from Excel?
Yes. Copy rows from Excel or Google Sheets and paste them in, with or without the header row. Dates are read as DD/MM/YYYY, and impossible dates such as 31/02 are flagged.
What happens to an odd traveller in a twin-sharing group?
They are flagged as needing a roommate or a single room, so you can pair them or charge a single supplement.
Why is a couple not paired automatically?
A double room has one bed, so it is only for people who asked to share one. Give the couple the same Room no and the tool puts them together. Twin and triple rooms are paired automatically by gender.
How does the passport check work?
It flags any passport that expires before your return date plus the number of months you set, 6 by default. Rules differ by country, so set the window your destination asks for.
Your rooming list rebuilds itself.
In Tourify the rooming list comes from the booked passengers on a departure, so a cancellation or room change updates it before you export.