Rooms for the tour

Who can do it

Whoever edits an event can ask for lodging on it: the Director and the Tenant Admin, or a Section Leader for their own section's events. The Director and the Tenant Admin also have Manage › Accommodation: everyone's answers, answering for someone, placing people in rooms, and the export. Your choir may also have its own roles, under other names, that allow this.

Every member the event is meant for answers for themselves, staff included. A member sees only their own dates. Roommates see each other's answers, without dates. The rest of the choir only shows up as names you can invite.

The accommodation feature must be switched on for your choir.

How to

Ask for lodging (organizers)

1. In Manage › Events, open the event. In its Accommodation panel, switch on Needs accommodation.
2. Set People per room (1 to 6) and Members answer until, the deadline. With no deadline, members can answer until the event starts. With 1 person per room, there is no shared room.

Answer (every member)

1. Open the event in the Calendar tab. Under Accommodation, tap Answer.
2. Pick A room alone, A shared room or No room needed. For a room, set your Arrival and Departure dates. Save.
3. You can Edit or Delete your answer until the deadline. After it, the section says Answers are closed.

Share a room

1. Once you have saved a shared room, tap Invite roommates and pick people the event is meant for. A room never holds more than its size, invitations included.
2. They accept or decline from the same section, under Invitations. Someone who accepts without having answered gets your dates.
3. Changed your mind? Withdraw the invitation, or Leave the room. Your roommates are told.
4. You can be in only one room per event.

Follow and export (Director, Tenant Admin)

1. Open Manage › Accommodation: the events that ask for lodging, latest first. Open one.
2. The top line counts who wants a room alone, a shared room, no room, and who hasn't answered. Each person shows their answer, dates, room number and open invitations. Search by name.
3. Tap a person to answer for them, also after the deadline.
4. Tap Export CSV for the hotel: one line per person the event reaches, staff included, with No answer for those who haven't answered. It opens in any spreadsheet, accents included.

Place people in rooms (Director, Tenant Admin)

1. In the event's list on Manage › Accommodation, tap Place in a room beside someone who asked for a shared room.
2. Pick a room that still has a bed (Room 2 · Ana, Ben · 2/3), or New room with someone else still waiting for one. To undo a placement, pick Take out of room.
3. The people in the room are told. Someone moved from another room leaves it, and their former roommates are told.
4. An open invitation into that room now counts as accepted. Other invitations the two had received close, and a room that becomes full closes its open invitations; their senders or invitees are told.
5. A room never holds more people than its size. This also works after the deadline.

When an event is cancelled, or no longer needs accommodation, its answers and rooms close and people are told. When it is postponed, the dates move with it.

On the web and in the apps

Export CSV downloads the file straight to your computer on the web. In the iPhone and Android apps, it opens your phone's share sheet, where you choose where to save or send it.