Assign passengers to rooms

For tours with accommodation, passengers can be assigned directly to specific rooms from the tour's room list. The page shows each hotel and its rooms in a hierarchy with the min and max pax limits, so you can see at a glance whether a room is fully assigned, partially assigned, or still empty.

Where it lives

Tour Administration → All tours → open a tour → Rooms tab.

The Rooms tab lists each hotel in the tour and, under each hotel, every room with its room type, min pax, and max pax.

Key capabilities

• See every hotel and room in the tour in a single hierarchy
• Group passengers from shared-room bookings into a specific room (up to the room's max pax)
• Assign passengers from non-shared bookings to specific rooms within the same booking
• See clearly which rooms still need a passenger name
• Open any booking referenced in the room list in a new tab

User roles

Role	Description	Key actions
Company Admin	Staff using the Vaylo Admin Panel	Assign and unassign passengers to rooms, review room coverage for a tour

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Assigning passengers — shared rooms

Shared-room bookings (where passengers from different bookings share a single physical room) are the primary use case.

Steps:

1. Open the tour and go to the Rooms tab.
2. Find the room you want to fill. The room shows its room type and Min / Max pax.
3. Tick the passengers you want to place in that room. Selection is constrained to the room's max pax.
4. Click Assign.
5. The selected passengers move into the room's Assigned section.

tip

Assigned passengers are visually grouped under the room, so it's easy to see who's sharing and how many additional rooms you'll still need to cover the whole tour.

Assigning passengers — non-shared rooms

For non-shared rooms (rooms booked for a single booking's passengers), assignment happens within the booking itself.

Steps:

1. Open the tour and go to the Rooms tab.
2. Find the non-shared room and pick the passengers from the same booking.
3. Click Assign.

note

When a tour has only one room, all of the tour's passengers are connected to that room by default — no manual assignment is needed.

Unassigning a passenger

Steps:

1. Open the Rooms tab.
2. In the Assigned section under the room, deselect the passenger.
3. Click Save — the passenger returns to the unassigned list.

When a room is missing a name

If a room requires more passengers than have been named on the booking (for example, a double room booked for two but with only one named traveller), the missing slot is shown explicitly with no name, so it's obvious that a passenger needs to be added on the booking before the room can be fully assigned.

caution

A room cannot be marked fully assigned until every slot has a named passenger. Add the missing passenger details on the booking, then return to the Rooms tab to complete the assignment.

Jumping back to a booking

Each booking number shown in the room list is a link. Click it to open the booking in a new tab — useful when you need to confirm or update passenger details without losing your place in the room assignment.

Where assigned rooms show up next

• Room list PDF / CSV export — passengers per room are listed in the export.
• Tour overview — assigned counts roll up to the tour-level room availability summary.