# Managing accommodation and roommate selection > How to let attendees pick a roommate in the Registration form and prepare data for the hotel. - Canonical article (Help Center): https://help.happenee.com/en/articles/16-managing-accommodation-and-roommate-selection - Česká verze: https://aidocs.happenee.com/cs/sprava-ubytovani-a-vyberu-spolubydliciho.md - Collection: Event setup and registration - Updated: 2026-11-04 --- > **Overview** > If your event includes **accommodation**, you can let attendees pick a roommate directly in the Registration form. You offer the accommodation options (double room, single room, no accommodation) as a regular selection question and attach question type 7 to the double room answer, where the attendee picks a roommate from the contacts assigned to the event. You create rooms for one or two people and distribute attendees in **Room administration**, one at a time or as a numbered sequence from a chosen starting number. That is also where you download the Excel export for the hotel. ## Getting started - Decide which accommodation options you will offer and whether attendees may say they have no roommate preference. You then place those attendees into rooms yourself. - Before opening registration, make sure everyone who should be able to pick each other is assigned to the event in Contacts and groups. The selection runs against the list of assigned contacts, not against people who have already registered. - Calculate how many single and double rooms you need and create them in advance. Only you can assign single rooms, in administration. - At the end you get an Excel export for the hotel. Confirm the hotel accepts this format and that it contains the data they need. ## Details ### Accommodation options and question type 7 Question type 7 only handles roommate selection; it has no accommodation options of its own. You therefore build the setup from two questions on the **Additional questions** tab of the Registration form: 1. Add a selection question with the options the attendee should see, for example *Double room*, *Single room* and *No accommodation*. You can attach another conditional question to each option, such as *What floor would you prefer?*. 2. Attach question type 7 — *Accommodation — select attendee from list* to the *Double room* answer as a conditional question. You add it through **+ New question**; in the **Choose a question type** dropdown it is number 7. Question type 7 cannot be set to **Optional**. 3. In the settings of question type 7 you can turn on **Option “I have no roommate preference”**. An attendee who picks it gets an accommodation record without a room, and you assign them to a room in Room administration. The system does not pair them with anyone on its own. Anyone who submits the form without question type 7, for example because they chose *No accommodation*, is listed in administration as an attendee without accommodation. ### Room administration Open **Room administration** with the bed icon button in the row of question type 7 in the list of additional questions. It opens as a separate page in a new tab, with the event name at the top. The page has three parts: - **On the left** is the room and attendee search and the **Show rooms** choice: *All*, *Empty*, *Partially occupied* and *Fully occupied*. - **In the middle** are the **Rooms** cards with occupied and free places, and below them the **Add** form for creating rooms. - **On the right** is the **Attendee list** with its own search, the **Show attendees** choice (*With roommate / no preference*, *All registered*, *All*) and a status legend. Search also works without diacritics, so *Ruzicka* finds *Růžička* too. The **Export to Excel** button is in the page header. ### Creating rooms 1. In the **Add** form choose the **Capacity**: single (can only be assigned in the administration) or double. Happenee offers no other capacities. 2. Select **Create 1 room** or **Create multiple rooms**. 3. For one room, fill in the **Room name**. The room count and starting number are hidden in this mode. 4. For multiple rooms, fill in the **Number of rooms to generate** and the **Starting number**. The default starting number is 1; enter a positive whole number. In this mode the **Room name** is an optional prefix. 5. To create five rooms numbered `200, 201, 202, 203, 204`, leave the name empty, set the count to 5 and the starting number to 200. With the name `Room`, you get rooms `Room 200` through `Room 204`. 6. Click **Add**. You choose where each sequence starts; the next sequence does not automatically continue from the next free number. Happenee rejects an invalid starting number before it creates the first room. > A single room can only be assigned in administration. The attendee cannot pick it in the Registration form, even if you offer a *Single room* option. During registration the system only assigns rooms for two people. Repeat for each room category you need. Watch the total: if you create too few rooms, some attendees will have nowhere to stay. You rename a room by clicking its name, and you delete a room with the remove room icon next to its name. Deletion is permanent once you confirm it. ### How roommate selection works 1. Attendee A picks a double room in the form. 2. The field *Choose your roommate* appears with a list of **contacts assigned to the event** (first name, last name and e-mail). People who already have a room, declined accommodation, canceled their attendance or canceled their registration keep dropping off the list. If the question is limited to certain groups, the list only contains their members. 3. Attendee A picks attendee B and finishes registration. 4. When attendee B fills in their own registration, they see the name of the person who picked them and a button to change it. There is no separate confirm button: - If B submits the form with the selection left as it is, the pair is confirmed. - If B picks someone else, the original pairing is broken and a new one is created. Attendee A gets no message about it and only sees the change the next time they open the form. Exception: if attendee B finished registration before A picked them, A's choice puts B into the room right away. B does not confirm anything and gets no notification. ### Distributing rooms in administration Assign an attendee by dragging them from the list on the right to a free place in a room. The same way, you move them to another room or back to the list. The cross next to a person in a room also returns them to the attendee list. The cross next to a person in the list on the right does something else: after you confirm, it marks them as **No accommodation**. A confirmed assignment or removal shows a green message. If the change cannot be confirmed, a red message appears and the view returns to the last known state. Refresh the page and check occupancy: a missing response on its own does not mean the change was not saved. Attendees carry status badges, explained by the legend below the list: - **Not registered** — the contact is assigned to the event but has not completed registration. - **Registered without accommodation** — the attendee does not want accommodation, or you marked them that way. - **Will not attend** — the attendee canceled their attendance. - **Cancelled event registration** — the attendee canceled their event registration. People in rooms can also show an **Admin** badge when the organizer assigned them to the room, and a rejected roommate badge when their original pairing fell apart, for example because the other person picked someone else or canceled their attendance. ### Hotel export The **Export to Excel** button downloads a file with the list of attendees of the event. It contains contact details, invitation and registration status, groups, custom fields and answers to the Registration form questions. On top of that it adds the accommodation status, the room, the preferred roommate, whether a roommate was rejected and the date of the organizer's last change. Room type has no column of its own. The export is only available in Excel. ### Multiple languages Edit the question texts, including the accommodation options in the selection question, in every language the event has added. Room names and the legend in administration are not shown to attendees (they are only for the organizer), so you do not need to translate them. ## Common pitfalls ### Attendees cannot choose a roommate because the person is not on the list, and the organizer does not know why The selection runs against the list of **contacts assigned to the event**, not against registered ones. If you want attendees to be able to pick each other, assign them all to the event in advance, in bulk through a group or import. People who already have a room or declined accommodation also drop off the list. ### Too few rooms have been created, and some attendees go through the form but cannot be given accommodation Calculate the number of rooms you need before opening registration and add a buffer of about 10 %. You can add rooms anytime with the **Add** form in Room administration. For a new sequence, enter a starting number that follows the previous one; otherwise you end up with rooms that have the same names. ### Attendee B ended up in a room with someone they did not pick If B finished registration before A picked them, A's choice puts B into the room without B's confirmation and without a notification. If agreement from both sides matters to you, check the pairs in Room administration and settle any changes with the attendees directly. ### The room type changes after registration (from double to single), and an attendee who was paired up is now alone Rearrange attendees manually in administration. If your event has a lot of changes, hold off on the final room distribution until registration closes. That way you avoid rearranging repeatedly. ### The hotel needs the room type, but the export does not show it The export has no separate room type column. If the hotel needs it, tell the types apart in the room names, for example with a sequence prefix (`DBL 200` through `DBL 204`), or add the column in Excel. Data the form does not collect (such as arrival and departure dates) should be added to the form as further questions. ### Rooms are missing after copying the event A copy of the event does not carry over the rooms you created or conditional questions, so question type 7 is no longer attached to the double room option. In the copy, create the rooms again in Room administration and set the condition on question type 7 again. ## Related articles - [Setting up the Registration form](https://aidocs.happenee.com/en/setting-up-the-registration-form.md) - [How conditional questions work in the Registration form](https://aidocs.happenee.com/en/how-conditional-questions-work-in-the-registration-form.md) - [Working with groups and visibility](https://aidocs.happenee.com/en/working-with-groups-and-visibility.md) - [Managing contacts and groups in your workspace](https://aidocs.happenee.com/en/managing-contacts-and-groups-in-your-workspace.md) - [Preparing data for accommodation providers](https://aidocs.happenee.com/en/preparing-data-for-accommodation-providers.md)