Summary
The Summary section contains a non-editable table with these rows.
- Shared Rooms (matched) – Total number of registrants who are sharing a room and have a roommate.
- Shared Rooms (not matched) – Total number of registrants who are sharing a room but don't have a roommate.
- Shared Rooms (match pending) – Total number of registrants who are sharing a room and have a pending roommate assignment.
- Single Rooms (not shared) – Total number of registrants with a room reservation who are not sharing.
- No Room Needed – Total number of registrants who don't need a room.
- Total Complete Registrations – Total of all above.
- Note about total complete registrations – Total Complete Registrations excludes pending, denied, and cancelled registrations.
- Note about match pending row visibility – Shared Rooms (match pending) row only shows if the [Pending] tab is visible.
- Note about pending tab condition – Shared Rooms (match pending) row shows when there are one or more matches pending.
Technical note: The system calculates the values for each row based on each complete registration's "Primary Room Reservation".
Technical note: Primary Room Reservation is defined as the first non-cancelled room reservation in each registration record based on date created.
Technical note: Guest 1 Name must be the same as Registrant Name for the room reservation to be the Primary Room Reservation.
Auto-Match
The Auto-Match section enables planners to initiate Certain's automatic roommate matching feature.
- Re-do auto-match – If this check box is selected and the AUTO-MATCH button is clicked, all existing matches are broken and all registrants are re-matched.
- Check box default option – The check box default option is "not selected."
- AUTO-MATCH – Click the AUTO-MATCH button to automatically match roommates based on the preferences in the next section.
- Processing page display – The processing page is displayed while the auto-match completes.
- Spinning arrow icon meaning – The spinning arrow icon indicates that the process is running.
- Match criteria listing – The processing page also lists the match criteria for the event.
After the auto-match finishes processing, the Information icon appears in the upper right corner of the page.
The Information icon displays the message "Roommate matching has completed" when the user clicks the icon.
See these other Accommodation pages for the results:
- [Matched] – Room reservations that are being shared and have been matched.
- [No Match] – Room reservations that are being shared and have not been matched.
> Tip – When Manually Matching Roommates
To match two or more specific people to a room (especially useful when you have 250 or more unmatched registrants):
1. Run AUTO-MATCH. This reduces the number of people in the No Match tab. 2. Find the people in the Matched tab and break the existing auto-match. 3. Using the No Match tab, pair the desired roommates together.
Roommate Matching Preferences
This section enables you to set the criteria for the Roommate selection process.
- Registrant can select roommate from a drop-down list – If selected, forms display a drop-down list of roommates.
- Registrant can provide a roommate request – If selected, forms display a text box in which the attendee can enter a roommate name.
- Roommate Request column – The [Matched Roommates] page includes a Roommate Request column in its list of matches.
- Priority/ Data Fields/ Conditions – The preferences set here restrict which attendees can be matched to each other.
- Number of data fields – You can use up to 6 data fields.
- Condition Equal – Each data field can use conditions of "Equal".
- Equal meaning – Values must be the same for a match to be made.
- Condition Not Equal – Each data field can use conditions of "Not Equal".
- Not Equal meaning – Values must be different for a match to be made.
- Example preferences – Planners commonly wish to match attendees' gender and smoking preferences.
- Additional criteria example – Planners may also wish to stipulate that roommates must eb form the same organization.
- Data field organization – Existing fields are organized in opt groups: Standard Registration Fields, Standard Profile Fields, Roommate Data Fields, Custom Profile Data Fields, and Custom Registration Data Fields.
- Required – If selected, then the values of to match for all roommates sharing a single room are required to match.
- Otherwise behavior – If Required is not selected, then the system will try to match the values of matched fields.
- Example required match field – Gender can be set to "Equal" with Required selected.
- Example optional match field – Office can be set to "Not Equal" without Required selected.
- Example outcome scenario – If planners place all roommates in rooms and have two people left, one male and one female, then these last two people will each be put in their own room.
- Example outcome scenario – If the auto-match results in two males left from the same Office (e.g., San Francisco), the system will go ahead and put them together even though it tried to pair roommates from different offices.
- Example last-people behavior – The system will use two rooms for the last two people when genders conflict.
- Example last-people behavior – The system will avoid two rooms for the last two people when offices match.
The default selections in this section are:
1. Gender to be Equal, Match Required. 2. Smoking Preference to be Equal, Match not Required. 3. Roommate Arrival (date) to be Equal, Match not Required. 4. Roommate Departure (date) to be Equal, Match not Required.
When you have made your preference selections, Save your settings.
Best Practices
Choose the registrant data fields that will be used to (1) insure a compatible match in Roommate Matching and (2) filter out incompatible roommate options from the drop-down list in the accommodation section of a registration form.
> Note – The system will only allow registrants to be matched who have selected the same hotel room type—you don't need to select room type here.
These Matching Preferences will only be used to insure compatible roommates.
If you also want one or more of these fields to be shown to the registrant during registration (for example, for them to select their gender), you must also add those fields to the form.
You can add these fields to the form either in form:profile or by adding them to the list of required fields in [Forms > Accommodations].
Example instructional sentence – "Require Gender be Equal" instructs the system to only allow registrants who have the same gender to share the same room.
Some planners may wish to force people from different geographic locations to room together so that participants make new acquaintances.
Each form can be configured separately to collect different sets of information from attendees.
Each form configuration enables attendees to control their roommate selection process.
Keep in mind that if you specify a preference here then it is a good idea to collect that information on the registration form.
Room Sharing and Roommate Matching-specific preferences for data collection on the form are configured on the [Plan > Forms > Accommodations] page.
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