Pro Feature: This functionality is available on the Pro plan. You can find more information here: How to update and manage your WeTravel subscription?
When organizing a group trip, you’re often in charge of assigning participants to rooms, flights, activities, or any other type of group. Instead of juggling spreadsheets that can be error-prone, you can now manage all of these assignments directly within WeTravel. This keeps participant information accurate, eliminates copy/paste mistakes, and makes it easy to share exports with your partners, hotels, or vendors.
To get started, you can access the Lists through your Manage Trip dashboard:
Note: Lists are currently available for one-time trips only, not for recurring trips.
Click "Create List" and choose between the following options:
Once you’ve created a list type, you can start creating rooms, flights, buses, or other groups as needed. Participants will be pulled from your participant manifest. Please note that cancelled participants are not included in the lists.
Next, fill in the room details: name, number of rooms, capacity, package, and any notes. When you’re done, click Create to complete the setup.
Now you can assign participants to a room (or any other group you created, such as buses or flights). Find the participant, click the Room dropdown, and select the desired room. The participant will then be assigned to that room.
You can also click a room tile to see who is currently assigned to the room. The participant table will automatically filter to show only unassigned participants with the matching package, and you can add any of them to the room instantly with the “+” button.
Please note that the system does not restrict you from going over the room capacity. However, the participant count is shown to help you make any necessary adjustments.
You can filter bookings by package and by different group assignments:
You can edit the columns and select which ones to show in your view by clicking on “Edit Columns”. This makes it easier to find the right participants and assign them to rooms, buses, flights, or any other group quickly:
You can rearrange the columns by dragging and dropping them in the order you prefer. If needed, you can select all or deselect boxes to exclude the information from the table. After making your edits, click Apply to save your preferences.
After setting your desired filters and editing the columns, you can download a custom report by clicking the "Export" button.
You can now easily share these reports with your suppliers and team members! 👍
You and your team members with Lists permissions can lock a list to prevent any changes. When locked, the list and its groups cannot be modified by anyone, including the person who locked it, but viewing features like filters, sorting, and exporting remain available. Any user with permission to create and delete lists and groups can unlock it.
Frequently Asked Questions (FAQ)
Will my team members have access to the Lists?
You can give your team members Lists permissions. This lets them assign participants to groups, and—if granted—also create or delete groups and lists. Keep in mind that anyone who can view a list will also be able to export it.
Does the Lists feature depend on or integrate with Inventory Management?
No, Lists and Inventory Management are separate features. Inventory Management is designed to help you track and allocate resources. Lists, on the other hand, are meant to help you group and organize participants in flexible ways—for example, by assigning them to rooms, buses, or activities. If you’re looking to manage resources, please see our Inventory management guide.
Please contact us if you have any other questions. We will be happy to help!