Rooming emails and your booking cutoff
Which emails your contacts get during the event, when online booking closes, and when the full rooming list arrives.
- Front desk
- Sales
The emails you get
While your event is live, your primary contacts get rooming emails each morning there is something new to send. In the order they usually arrive:
- Rooming list so far. Your first email lists every room booked at your hotel up to that day.
- New bookings. After that, an email on each day with new bookings, listing only the new rooms.
- Booking cutoff today. On your cutoff date, a reminder to one of your primary contacts to check your confirmation numbers and your rooming list.
- Final rooming list. The morning after your cutoff, one email with every active room.
- Check-in kit. 7 days before the event starts, to one of your primary contacts.
Along the way, one of your primary contacts gets a Weekly Pickup Report on Mondays, and your primary contacts get Reservation Cancelled and Reservation Dates Changed emails for most changes. Not every change sends an email, so the rooming list page is always the latest word.
Your booking cutoff
Online booking for your hotel closes at 11:59 PM Eastern on your booking cutoff date. Your contract's cutoff applies when it has one; otherwise the event's cutoff applies. You see the date on your event card and at the top of the rooming list, or No cutoff set when there is none.
Common questions
When does online booking close?
At 11:59 PM Eastern on your booking cutoff date: your contract's cutoff if it has one, otherwise the event's. The date shows on your event card and at the top of the rooming list.
When do I get the final rooming list?
The morning after your booking cutoff, if your hotel has at least one active room. It lists every active room. Anything that changes after that shows on the rooming list page.
What if there is no cutoff?
Your event card says No cutoff set. Without a cutoff there is no cutoff-day reminder and no final rooming list email, so work from the rooming list page. Contact support if you expected a cutoff.
A guest cancelled or changed dates. Do I need to do anything?
Your primary contacts get an email for most changes, and the rooming list always shows the latest. If you had already confirmed that reservation, update your system and re-confirm it on the rooming list.
Who gets these emails?
Your primary contacts. The rooming list emails, cancellations and date changes go to every primary contact. The cutoff-day reminder, the weekly pickup report and the check-in kit go to one of them.
Do we need to log in to get the rooming list?
No. The rooming list emails reach your primary contacts without a login. Log in when you want to enter confirmation numbers, search the list or export it.
Still stuck?
Call or email our support team.
- Call 1-866-588-7774
- Email support@teamsolutions.io
- Monday to Friday, 9am to 5pm ET
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Related guides
- Your rooming listSee every reservation for your event from the moment a guest pays, with what is due at check-in, loyalty numbers and a CSV export.
- Contacts, users and who gets which emailKeep the primary contact who gets RFP and rooming emails current, add your front desk to those emails, and invite coworkers who log in.
- Add your confirmation numbersEnter your hotel's confirmation number for each reservation on the rooming list. Guests get your number by email once every room on their booking has one.