Room & bus choices lets travelers and their parents pick a hotel room, roommates and a bus themselves, inside rules you set. Bus signup is free. Room signup needs hotels, which are part of Pro.
For organizers: set it up
Open the trip and go to Room & bus choices (website: in the trip menu; phone: Trip tools). Then:
- Under What travelers can choose, turn on Hotel rooms, Buses, or both. Add your hotels and rooms (with sizes and Girls, Boys or Mixed) and your buses first.
- Under How travelers form rooms, pick a mode (below).
- Decide whether Groups smaller than the room are allowed. On: three friends can take a four-bed room and the empty bed is filled later.
- Set Signup opens and Signup closes if you want dates.
- Under Links for students and parents, choose Make links, then Email everyone or copy the links and share them yourself.
Email everyone goes to parents and adult travelers who have an app account. Students are not emailed; their parents are, and students also see a to-do on their trip home. On a free trip, these emails count toward a 500-recipient allowance per trip.
The four room modes
- Room groups with approval (the default). A traveler starts a room and names classmates. Everyone who will share the room has to say yes; the room is assigned when the last one does.
- Pick an open room. Travelers see every room and who is in it, and take a free bed. First come, first served.
- Instant pairing. A traveler picks roommates and it is done at once. Nobody is asked.
- Organizer assigns. Families send roommate wishes and you place everyone. Mutual wishes are highlighted for you.
The rules always hold
Families cannot break your room rules. A room marked Girls or Boys only takes travelers of that gender, rooms never go over capacity, and a traveler gets one room per hotel. A room left unmarked never mixes boys and girls, or students and adults; only a room marked Mixed does. Travelers with no gender on file cannot take a girls' or boys' room or bus, so the page lists them with a link to Set genders.
You can always place or move people yourself: Assign or move people on this page opens Rooms. Waiting for answers shows room requests still in progress, and Roommate wishes shows what families asked for. Changing the room settings while requests are waiting cancels those waiting requests.
Locking and change requests
Let travelers change their choice is off by default. Once someone chooses, their choice is locked, and they use Request a change to ask you. Requests appear under Change requests on this page and in Requests. Unlock clears their choice so they can pick again; Deny keeps it. You can add a note to the family.
Pause signups stops all choosing at once, whatever the dates say. People can still see their choices.
For students and parents
Open the private link from your organizer. Parents can also open it from Family, and students from the to-do card on their trip home. No separate password is needed for the link page.
- Depending on the mode, start a room and invite classmates, accept or decline a request, take a free spot, or send roommate wishes.
- Choose a bus with open seats.
- If your choice is locked, use Request a change and say what you need. The organizer decides.
Keep the link private. Anyone who has it can make choices for that traveler. Questions? Contact your trip organizer.