If you are arranging accommodation for a multi-day event, the hotel typically needs more information than Happenee exports in a single click. Room occupancy (who shares with whom) is in Room administration. Contact details, arrival and departure dates, preferences, and special requests live in the Registration form. To produce the list the hotel actually needs, you currently stitch the data together by hand from several exports — usually using the e-mail address as the key inside a spreadsheet. Happenee does not yet offer an automated, merged export for accommodation providers; this is a manual workaround for now.
Confirm with the hotel what exactly the rooming list needs to contain — name, e-mail, phone, check-in / check-out date, room type, roommate, dietary restrictions, special requests.
In the Registration form, make sure you collect every one of these data points — either as standard contact fields (name, e-mail) or as additional questions (arrival date, dietary needs, free-text notes).
For roommate selection, use a type 7 question and set up Room administration (see Managing accommodation and roommate selection).
Prepare the final spreadsheet for the hotel at least 7 days before the event — late changes to registration are hard to weave back into the list and inconsistencies start to appear.
Assign one owner on your team who maintains and updates the spreadsheet. Never let two people edit it in parallel.
If you handle accommodation through a type 7 question, you have three sources of data inside the event admin:
Room administration (inside the type 7 question detail) — the list of generated rooms and who is in each. The export contains first name, last name, e-mail, room name, room type, roommate. Nothing more.
Registration form / responses — an export of every attendee's answers to all additional questions. This is where arrival date, dietary restrictions, and requests like late check-in or baby cot live.
Contacts and groups — contact details (phone, company, custom contact fields). The base for the hotel if it requires a phone number.
Because Happenee does not yet offer an automated export for accommodation providers, you assemble the data by hand. The typical sequence:
Export Room administration — you get a table of name + e-mail + room + type + roommate.
Export the Registration form responses — a table with all the additional questions.
Export contacts from Contacts and groups — phone, company, other fields.
Merge in Excel using the e-mail address as the key (VLOOKUP / INDEX-MATCH / Power Query). E-mail is the most reliable identifier — names can be entered with different diacritics, but the e-mail is unique.
Clean it up — check for empty fields, duplicate registrations, and attendees who unregistered (see the color legend in Room administration — a row shaded purple means the user has unregistered from the event).
Format to the hotel's requirements — not every hotel accepts Excel; some require CSV, others a PDF list sorted by name.
The export from Room administration is intentionally minimalist — it carries only attendee identity and room placement. It does not contain arrival date, dietary needs, phone number, or special requests. Those data points live in the Registration form (additional questions) or in the contact fields. If you need them, you have to add them in by hand.
Phone number — almost always required (the hotel calls when something goes wrong). Set it up as a contact field in the Registration form or as a custom contact field.
Arrival and departure date — needed when attendees arrive on different days. Typically an additional question of type date.
Room preference — single occupancy only? upper floor? non-smoking? Use an additional question of type Select only one or a free-text field.
Dietary restrictions — an additional question with several options (vegetarian, vegan, gluten-free, allergies).
Arrival time — when the hotel manages reception capacity. Use a time question type.
If you do not have matching questions in the form for these fields, the hotel will not get them — and you will not be able to ask after the fact (the event is a week away and registrations are closed). Set up the form before you open registration, not after.
Before opening registration: agree with the hotel what they need. Configure the form so it collects everything.
Throughout registration: export a working spreadsheet weekly. Keep an eye on whether the people registering still fit into the rooms you generated (see Managing accommodation and roommate selection).
7–10 days before the event: send the final spreadsheet to the hotel. Confirm receipt and lock in the numbers. Handle changes after this deadline individually.
2–3 days before the event: send the hotel an update (cancellations, late additions). Ideally in the same format.
Even when several people on the team work on event operations, the final hotel spreadsheet should have a single owner. Two parallel versions in Excel are a guaranteed source of mistakes. The owner has access to the event admin, can see registration changes, and is the contact point for the hotel.
The Room administration export contains only first name, last name, e-mail, and room. Contact details and special requests have to be added in from the Registration form export and from the contacts export.
Set the form up before you open registration. Asking individually by e-mail later is tedious and you never get a 100 percent response rate.
One owner. Everyone else on the team supplies inputs only — never edits the master file directly.
Agree on a cutoff date with the hotel for the final list (cancellation terms). After the cutoff the hotel charges for changes; before it, the flexibility is yours.
Confirm the format up front. Excel converts easily to CSV (File → Save as). A PDF can be produced through Print to PDF with a fixed layout.
A dedicated automated export for accommodation providers is not yet a Happenee feature. You work by hand with a combination of exports. If you run large events with accommodation regularly, invest in an Excel template you can reuse from one event to the next.
