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. This row only shows if the Pending tab is visible (i.e., there are one or more matches pending).
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 that this total excludes pending, denied, and cancelled registrations.
Technical note: The system calculates the values for each row based on each complete registration's "Primary Room Reservation"; defined as the first non-cancelled room reservation in each registration record based on date created (i.e., the same room reservation that is required to have Guest 1 Name = Registrant Name).
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. 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.
The processing page is displayed while the auto-match completes. The spinning arrow icon indicates that the process is running. This page also lists the match criteria for the event.
After the auto-match is finished processing, the Information icon appears in the upper right corner of the page. When the user clicks the icon, the message "Roommate matching has completed" is displayed.
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): Run AUTO-MATCH; this will reduce the number of people in the No Match tab. Find the people in the Matched tab and break the existing auto-match. 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.
Best Practices: Choose the registrant data fields that will be used to insure a compatible match in Roommate Matching, and 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 do this either in form:profile, or by adding it to the list of required fields in Forms > Accommodations page.
For example: "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, however, can be configured separately to collect different sets of information from attendees to enable them 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.