Two related-but-separate features live under the Rooming umbrella:
Room assignments — every group has this. Assign members to rooms/cabins, export the manifest for the supplier.
Roommate matching — opt-in per group. Solo travelers self-serve a compatibility questionnaire and browse potential roommates. Mutual matches wait for agent approval before pairing.
Room assignments (always on)
The Rooming tab shows every member with an optional Room number + Room note field. Add anyone to a room by typing a number; multiple members with the same room number are treated as sharing.
The Export rooming button (top-right) generates an Excel or CSV file with the columns most cruise / tour operators want:
Room number
Member name + role (Lead sorts to top of their room)
Contact email + phone
Passport number + expiration (from the Contact's passport tab)
Date of birth
Bed configuration preference (from the member's notes field)
Roommate matching (opt-in per group)
Toggle Enable roommate matching on the group's Settings tab to turn on the self-serve matching flow. When enabled:
Members see a new Roommates sub-tab on their portal group page
A short compatibility questionnaire appears (wake time, tidiness, snoring, smoking, etc.)
Once completed, they see a list of potential matches (other members with completed questionnaires, sorted by compatibility score)
They can send match requests. The requested member gets a notification
If both accept, the match enters "Mutual, pending agent approval" state
You approve (or reject) from the Rooming tab; approved pairs get assigned the same room number
The four match states
Requested
Member A sent a request to Member B. B sees an inbound request card; A sees an outbound "waiting" card.
Mutual, pending approval
Both members accepted each other. Sits in the agent's Rooming tab as a pending approval card. Doesn't assign a room yet.
Approved
Agent clicked Approve. The pair is assigned the same room number. Their status pill on Rooming flips to Paired.
Declined / Withdrawn
Either side declined, or a request was withdrawn before acceptance. The requesting member can send a new request to someone else.
The Approvals queue
When roommate matching is enabled and mutual matches exist, the Rooming tab shows an Awaiting approval section at the top. Each card shows:
Both members' names + photos
Their compatibility score (0-100)
When they matched
A quick side-by-side of their questionnaire answers
Approve / Reject buttons
Rejecting sends a polite auto-email to both members explaining the pair wasn't approved (you can add a note). Both are free to match with someone else.
What members see
On their portal, if the group has roommate matching enabled AND they haven't completed the questionnaire, they see a soft banner: "Fill out roommate preferences to find a match." Once completed, the banner disappears and the Roommates tab shows their queue.
For approved pairs, both members' portal shows a Paired card with their roommate's name + email (so they can coordinate directly). The card stays visible until departure.
Frequently asked
Can I disable roommate matching after it's been used?
Yes, but consider the timing. Existing approved pairs stay paired. Pending requests / mutual-pending-approval matches are held in place but no new questionnaires can be filled out. Members see the Roommates tab disappear on their next portal visit.
What if someone changes their mind after they're approved?
Contact your agent (you). Manually clear the room number on the Rooming tab; the pair drops back to unpaired. Rare enough that it stays a manual override.
How does the compatibility score get calculated?
Weighted match of the questionnaire fields. Non-smoker + non-smoker scores higher than mixed. Similar wake times score higher than opposite. It's a rough heuristic — the score is a filter aid, not a promise.
Can I add a room without a member?
Room assignments live on member rows — no membership, no room. If you're trying to reserve capacity for a not-yet-booked pair, hold it in your head (or in the Notes field on the group) until they book.
Related
Related guides
Groups in Trips — what they are, when to use them
Groups are Trips' primitive for hosted cohorts — cruise groups, escorted tours, themed trips, corporate incentives. This article explains what a Group is, when to reach for one instead of individual Trips, and how the pieces fit together.
Group financials — sales, commission, and per-member payment tracking
How the Financials tab on a Group rolls up sales, commissions, and per-member payment status across every attached Trip's invoices. The three sub-tabs (Overview, Per member, Commission), how "days behind deposit" is calculated, and how the numbers flow into your regular Sales and Commission reports.
Creating a Group — statuses, destinations, and settings
A field-by-field tour of the New Group form and the Settings tab: the five status states (Draft / Open / Sold out / Waitlist / Archived), the destinations list that feeds every member's Trip, roommate matching, and the archive workflow.