Rooming - Rooming sessions

Rooming sessions can be used to configure which participants have access to which room types, and also to match participants to rooms with several people.

By setting up these sessions, you can display the right room type and the right potential room pairings in the form or on the PWA for participants.

Create a rooming session

To create a rooming session, press the + button.

A popup window will appear in which you can enter the information relating to the session you wish to create.

Session display information

When the popup opens, the first fields to be filled in are :

• Title: Title of your session, only available in the back office. For example: Config 1 - Single room
• For whom to display: Allows you to filter to display the session only for those concerned. For example, in the case of Twin rooms, you only want to display the session to those with “Twin room” in the participant listing. This is where the condition is set
• Room creator: Allows you to filter participants authorized to make room requests.

Rooms

The Rooms section lets you assign room types to the session.
In the drop-down list Room categories to include, you'll find all the room types set up in advance with your project manager.

Matching

The matching tab is used to match participants to fields in the participant list.

The first step is to activate it via the blue button on the right.

• Participants to match: Allows you to make an initial filter. For example, you want to match all participants from France. You can then refine the matching with the fields to match field.
• Fields to match: Here you can select the fields of the participants to be matched. 

Mails

The mails section lets you set up the various automatic mails.

• Invited to a room: This e-mail is automatically sent to participants invited to share a room.
• Room validated: This e-mail is sent to all room participants once the room has been validated.
• Room rejected: This e-mail is sent to the room creator, when his roomate has refused the request. This allows the room creator to make a new request.
• Room quota reached: This e-mail is automatically sent to all room guests, if the quota has been reached between the room sharing request and its validation.