Hotel rooms & rooming list

Rooming is where you plan who sleeps where. You add the hotel’s rooms, choose which guests you’re putting up, and place them on a chart of rooms and nights. When guests arrive, the same screen works as your front desk. Open the wedding and tap the Rooming card on the wedding home screen, or go to More → Rooming. The screen has three tabs — Stay chart, Who needs a room, and Rooms — and a summary strip across the top.

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What the numbers mean

Infants sleep in a cot, so they don’t take up a bed. A household is one guest in your list — often a whole family on one phone number.

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Get started

The first time you open Rooming, a Set up rooming card walks you through it. Rooming needs two things: rooms to put people in, and a list of who you’re putting up.

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Add rooms

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One at a time

On the Rooms tab, tap Add a room and fill in: Sleeps is how many beds the room has (at least 1; 2 if you don’t change it) plus how many extra beds it can take — kept separate because that’s how hotels quote a room. Weddingkart won’t let you add the same room number twice in the same hotel (and the same building / block). If you try, you’ll see “(hotel) room (number) is already on the list”. A room number like 107.0 from a spreadsheet is read as 107. Removing a room takes it off your list. Anyone who was placed in it goes back to needing a room. The app asks “Remove (room)?” first — the room is archived, not deleted, so adding the same hotel and room number again brings it back. There’s no edit option for a room once it’s added. To change how many a room sleeps, its type, or its floor, upload the hotel’s sheet with the new values — the hotel’s sheet is treated as the final word on its own rooms.

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From the hotel’s sheet

Most hotels keep their own room list. From the hotel sheet options you can:

• Blank sheet — download an empty template to send the hotel.
• Upload their sheet — upload whatever they send back.
• Send to hotel — download your current rooming list to share with them.

Send them the blank sheet, then upload whatever they send back. They can rename and reorder the columns — only the hotel name and room number are required. The blank sheet has these columns, with one row per family in a room: Common alternatives for column names are understood too — for example “Property” or “Venue” for the hotel, “Room No” for the room, “Arrival” and “Departure” for the dates, and “Rollaway” for an extra bed. When you upload, Weddingkart shows you a preview before anything changes: how many rows it read, rooms that will be added, changed, or removed, names it matched to your guests, names that aren’t on your guest list, and any warnings. Tap Apply to use it or Discard to throw it away. Files can be up to 8 MB. What to know about uploading a hotel sheet:

• File type — upload .xlsx or .csv. An old .xls file can’t be read; save it as .xlsx or .csv first. Only the first sheet in the file is read.
• Title rows are fine — Weddingkart looks for the header row in the first 25 rows, so a hotel logo or title above the table doesn’t matter.
• Up to 5,000 rows — anything beyond that isn’t read, and you’ll see a warning.
• The sheet replaces your room list. Rooms that are on your list but not in the uploaded sheet are removed when you tap Apply, and anyone in them goes back to needing a bed. The preview shows these as rooms removed. If you have rooms at more than one hotel, upload one sheet that lists all of them.
• Names are matched exactly — ignoring capital letters, extra spaces, and titles like Mr, Mrs, Dr, or Smt. A name that matches two guests (two “Sharma Family” guests, say) isn’t matched, so nobody is put in the wrong room. Unmatched names are still placed in the room under the name as written, so the hotel’s list stays complete.
• Matched guests are added to “who needs a room” automatically, and their {{hotel_name}} is filled in.
• Missing numbers — if a row doesn’t say how many adults, a matched guest’s RSVP headcount is used (1 if there’s no match). If check-in or check-out is missing, the stay is set to the whole wedding and you’ll see a warning.
• Placements you made by hand stay put. Rooms that are already on your list keep their bookings when you upload again.
• One upload at a time — if you upload again before applying or discarding the last one, you’ll see “There is already an upload waiting for review. Apply or discard it first.”

Send to hotel gives you an Excel file with one tab per hotel, listing the hotel, block, floor, room, type, guest name, adults, children, infants, check-in and check-out, whether the guest’s ID has been sent, and notes.

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Choose who needs a room

The Who needs a room tab is where you say who you’re putting up. It’s your choice — Weddingkart doesn’t guess from RSVPs.

• Use the chips at the top (Everyone or a single group) to narrow the list, or Search by name or phone.
• Tick guests one by one, or tap Select these to tick everyone currently shown, then tap Save.
• Guests who travel together are kept as one party and placed together. A guest marked Separate from their party gets their own booking.
• Selecting more than 25 people at once asks you to confirm first: “Put up N households?”
• Long lists show “Showing the first N of M. Search or pick a group to narrow it — both look at the whole list.”
• You can save up to 2,000 guests at a time. Beyond that you’ll see “Too many guests selected at once (N). Save in batches of 2000 or fewer.”

When you save, you’ll see “Updated who needs a room.” Unticking a guest who already has a room frees up that room. On the Set up rooming card, groups whose names look like guests travelling in are marked LIKELY. If your wedding has no groups yet, you’ll be told there’s nothing to pick from and can still choose people one at a time with Choose guests.

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Place guests on the stay chart

The Stay chart shows your rooms down the side and the nights across the top. Each booking is a bar across the nights that guest is staying. To change a booking:

• Move it — drag the bar to another room.
• Change the dates — open the booking and set First night and Leaving on.
• Change the headcount — set adults, children under 12, and infants under 2.
• Remove it — tap Remove from room. The guest goes back to needing a room.

If a room has more people than it sleeps, it’s flagged so you can see it, but Weddingkart still lets you save it — for example, “4 beds in a room that sleeps 2 +1. Allowed — you know the room.” Otherwise the booking shows how full the room is, such as “2 of 3 beds used”. A household can be in more than one room on the same night — a big family often needs two rooms. The same guest can’t be booked into the same room twice; moving a booking into a room they’re already in shows “(name) is already in (room)”. To keep a room free for last-minute arrivals, use Hold … empty for walk-ins on that room. The room shows as Held for walk-ins. If you tap it to place someone, you’ll see “(room) is being held — This room is kept empty for walk-in guests. Putting somebody in it releases that hold.” Tap Use the room to go ahead or Keep it held. You can’t hold a room that already has guests in it: “(room) has guests in it — move them out before holding it”.

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Nights and dates

The stay chart builds its nights from your events: from the night before your first event to the night of your last one, up to 30 nights. A new booking covers the whole stay. To change it, open the booking and set First night and Leaving on — both are limited to the wedding’s own nights.

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When something doesn’t add up

The side panel lists problems as “N things do not add up”, for example:

• “2 of 4 people have a bed” — a household is only partly placed.
• “3 beds held, RSVP says 2” — a household has more beds than its RSVP headcount.
• “Not attending, but still holds a room” — the guest RSVP’d no but is still in a room. Remove them to free it.
• “Booked guest is no longer on the guest list” — the guest was deleted from your guest list but their booking is still there. Remove the booking.

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At the front desk

During the wedding, use Check in when a guest arrives and Check out when they leave. Tapped the wrong one? Tap Undo. Each room shows who is In house now, or Nobody in it when it’s empty, and the summary strip keeps count of who hasn’t arrived yet. A booking shows one of three states: “Not arrived — booked, but nobody has walked in yet.”, “Checked in — in the room now.”, or “Checked out — the room is free again.” If you move a checked-in guest to another room, they stay checked in. If a guest leaves early, tap Check out when they go. To free the room for the remaining nights in your plan too, change their Leaving on date.

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Rooms and WhatsApp messages

When you place a guest in a room, Weddingkart fills in their {{hotel_name}} guest detail for you. Any announcement that uses {{hotel_name}} then tells each guest which hotel they’re staying at — see Guest attributes and Announcements.

• If a household is in rooms at two hotels, both hotel names are filled in, separated by a comma.
• Move the guest and their hotel name follows. Remove them from every room and the hotel name Weddingkart filled in is cleared.
• A hotel name you typed yourself or imported from Excel is never overwritten or cleared by Rooming.

Room numbers stay private. Weddingkart never adds them to guest details or sends them to guests on its own.

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Common questions