Guest Roster
Full legal name, preferred name, and any required identification details to match registration and government ID at check-in.
Using a Personal Rooming List reduces allocation errors, clarifies payer responsibility, speeds check-in, and supports accurate billing. When exchanged electronically, records can meet legal standards for signature and retention under the ESIGN Act (15 U.S.C. ch. 96) and UETA where applicable, provided intent, consent, attribution, and reproducible retention are satisfied.
Final lists are also shared with front desk, accounting, and on-site staff to support check-in and customer service.
Full legal name, preferred name, and any required identification details to match registration and government ID at check-in.
Room type, bed configuration, specific room number when pre-assigned, and any rooming partner matches for doubles or suites.
Arrival and departure dates per guest, including early check-in or late checkout requests and associated charges.
Who pays (individual, company, or master account), billing codes, and payment method or authorization references.
Primary phone and email for each guest and an organizer contact for group-level questions and last-minute changes.
Accessibility requests, dietary notes linked to meal functions, connecting room needs, or other operational instructions.
| Field | Configuration |
|---|---|
| Guest Name Field | Mandatory text field with exact-match validation |
| Dates Field | MM/DD/YYYY format with calendar selector |
| Payment Field | Radio buttons: Master account, Individual, Company |
| Approver | Auto-route to accounting and group lead |
Choose distribution channels that preserve data integrity, audit trails, and required authorizations.
Submit 90+ days before arrival for best availability.
Provide final rooming list 30–14 days before arrival, as required by the hotel.
Obtain payer authorization at least 14 days before arrival.
Expect higher rates or limited availability if changes occur within 72 hours.
Deliver arrival manifest to front desk by morning of check-in.
| signNow | DocuSign | Adobe Sign | PandaDoc | HelloSign | |
|---|---|---|---|---|---|
| Starting Price | $8/user/mo | $15/user/mo | $14/user/mo | $19/user/mo | $15/user/mo |
| Free Trial | Yes, 7-day | No | No | Yes, limited | Yes, limited |
| Bulk Send | Yes | Yes | Yes | Yes | No |
| Audit Trail | Yes | Yes | Yes | Yes | Yes |
| Envelope Cap | No cap | 100 envelopes/user/year | No cap | No cap | No cap |