AI room assignment

AI room assignment suggests a hotel, room type, roommate and nights for each attendee. Planners use it. It works from the attendees and the contracted rooms already in the event, and follows the rules you set. Nothing is saved to an attendee until you accept it.

Open AI recommend#

You can start it from three places.

• In the Attendee manager, press the sparkle icon (AI recommend) in the toolbar. If you have selected attendees, the run starts with them. If not, it starts with everyone not yet assigned.
• On a hotel card in Room block management, press the sparkle icon. The run is limited to that hotel.
• In the Rooming list, press the sparkle icon. It starts with the hotels the list is filtered to and any attendees you selected. The icon is hidden on narrow screens, so use the attendee manager there.

A panel opens with three tabs, Who, Rooms and rules and Review. Everything is filled in from the last settings saved for the event, so you can open any tab straight away. Press Next and Back to move between them. Nothing runs, and no credits are used, until you press Recommend.

app.thehapr.com/hub/…/attendee-manager

1. 1The three ways to choose who to place.
2. 2Pick groups.
3. 3The Rooms and rules tab.
4. 4Go to the next tab.

Choose who to place#

1. 1
   On the Who tab, choose one of the three options.

   • The selected attendees, available only when you opened the panel with attendees selected.
   • Everyone not yet assigned.
   • Pick groups.
2. 2
   To narrow the list, choose a group type, choose a value and press Add. The group types are Role, Team, Game title, Company, Department, Nationality, Gender and Arrival date. Only types that have values in your event are offered, and each value shows how many attendees it covers.
3. 3
   To remove a group, press the cross on its chip.

Attendees are left out of a run when they do not need a hotel, have no check-in and check-out dates, or already have a room and you chose to keep existing assignments. Attendees who are locked or on hold are never included.

Set the rooms and rules#

On the Rooms and rules tab you can set the following.

• Hotels. Tick the hotels attendees can go to. Each shows how many room nights are assigned out of the contracted number, and its cut-off date. From a hotel card, only that hotel is offered.
• How to choose a hotel. Choose Fill contracted rooms first, Closest to the venue or Lowest cost.
• Rules by role. For each role, tick Twin share (shares a twin room instead of a single), Placed first (gets a room before everyone else) or Complimentary (uses the free rooms the hotel gives). With nothing ticked, everyone is treated the same. The complimentary rooms each hotel has earned are listed underneath.
• Roommates. Tick Same gender only, Same team only or Same company only. Under Keep together in the same hotel, choose No preference, Teams, Companies or Delegations (nationality).
• Budget per night (all-in, per person). Leave it empty for no budget.
• Extra rooms beyond the contract, per night. A whole number from 0 to 1000. At 0 the plan stays within the contract.
• Nights outside the block. Choose Allow and flag or Trim to the block.
• Keep existing assignments. Ticked, attendees who already have a hotel stay where they are. Unticked, the run may move them.

Describe it in your own words#

On the Review tab, Anything else? is optional. Type what you want, for example "the team and all staff at one hotel, twin share, and VIPs in single rooms at the other", then press Apply to the settings.

HAPR fills in the settings from your note and tells you which sections it changed, so you can check them. Names you type are matched inside HAPR and are never sent to the AI. Anything it could not find is listed as Not found, left out. Applying a note costs nothing and never assigns anyone.

Run the plan#

1. 1
   On the Review tab, check the summary of who, where, twin share, roommates and limits, and the table of hotels. The table shows rooms assigned of the contracted number, attrition, cut-off, when the rooming list is due and complimentary rooms.
2. 2
   Press Recommend.

Recommend is unavailable, with the reason shown on the tab, when the event has no room block hotels yet, when The selected attendees is chosen with nobody selected, or when Pick groups is chosen with no group added.

When you open the panel for the whole event, not from a selection, a hotel card or a filter, the run also saves your settings as the event's defaults.

Read the proposal#

The proposal opens in its own window, titled AI recommendation.

• The tiles at the top show Proposed, Total cost, Complimentary earned and Lines to check.
• Each hotel has its own table with the attendee, Room type, Check-in, Check-out, Roommate, Room a night (with each person's share when a room is shared) and Why, the reason for the choice.
• A line with a warning shows it under Why. Warnings cover going beyond the contracted rooms, going past the cut-off date, being over the budget per night, nights outside the block, and dates taken from the event because the attendee had none.
• Room nights by hotel shows, night by night, what is contracted, already assigned, proposed and beyond the contract, and whether the attrition risk is below the pickup threshold.
• Not placed lists the attendees the run left out and why.

Change a line#

Before you accept, you can change a line's room type, check-in and check-out. Roommates share one room, so a change applies to everyone in that room. Lines you have already accepted cannot be changed.

Accept the plan#

1. 1
   Tick the lines you want. All lines start ticked.
2. 2
   Press Accept this hotel to accept everything left for one hotel, Accept selected for the ticked lines, or Accept all.
3. 3
   Press Back to settings if you want to change the rules and run again.

Accepted lines are marked Accepted. The hotel, room type and dates are saved on each attendee, and people placed together are saved as roommates. You see the result in the Attendee manager and the Rooming list, and it counts in Room block management. A message says how many attendees were assigned. When every line is accepted the window closes.

Good to know#

• Each Recommend run uses HAPR credits, accepted or not. The cost is shown before you run it. Applying a note is free. See Quotas and credits.
• A run that fails is not charged.
• There are also daily limits per person and per organisation, which reset the next day.
• Accepting saves up to 50 lines at a time. A larger set is saved in batches for you.
• Accepting can warn that some lines did not match a room type and will not count in the room block. Check those attendees in the attendee manager.
• Check lines with warnings before you accept them.

If something looks wrong#

• AI recommend is not switched on for this plan yet. Your plan does not include it yet.
• This event has no room block to assign rooms from yet. Add hotels in Room block management first.
• Nobody to place with these settings. Nobody matched. The reasons are listed on the tab. Change Who or untick Keep existing assignments, then try again.
• The AI took too long to answer. Try again with fewer attendees. Narrow the run and try again.
• The AI could not be reached. Nothing was charged; try again. Wait a moment and try again.
• The AI did not return a usable proposal. Nothing was charged; try again. Run it again.
• The note could not be read right now. Try again, or set the steps by hand. Set the tabs by hand or try the note again.
• A window opens when you have no credits left for a run. It shows your options. See Quotas and credits.
• Your organisation has reached today’s limit for AI room recommendations. It resets tomorrow. Try again tomorrow.
• No contracted room left on one of these nights. Shown under Not placed. Allow extra rooms beyond the contract, or add rooms to the block.
• That recommendation could not be found. Run it again. Run Recommend again.
• This attendee is on hold. Unlock attendees for this event in the attendee manager to work with them. Unlock the attendee, then accept again.