Rooming Lists Get an AI Makeover

AI sales platform Hivr has launched an agentic AI tool, co-developed with Radisson Hotel Group, that automates one of the most tedious workflows in hotels: processing rooming lists for groups and meetings.

Despite years of digital transformation, rooming list management has remained stubbornly manual. Planners send guest details in every imaginable format — Excel files, PDFs, emails, even faxes and photos of handwritten notes — and hotel staff retype each entry into their property management system (PMS). When updates arrive, often multiple times a day in the run-up to an event, staff often print the new version and compare it to the old one line by line, marker in hand.

"It's the most hated job in hotels, dealing with meetings and events. No one wants to do it," said Mandy Stam, senior director of business solutions at Radisson Hotel Group.

The scale of the problem is larger than it might appear. Roughly 80% of group business at Radisson still flows through rooming lists rather than direct booking links, according to Stam — and given that most events are small to mid-sized, that share represents a significant share of daily group operations across the industry.

The AI Fix

The fix took some convincing. Stam said the idea came together after a chance conversation with Hivr CEO Felix Undeutsch. "He couldn't really grasp the challenge that we were still doing in that manual way. I think he kind of didn’t believe me," she said. Undeutsch went on to ask other hoteliers at the event whether the problem was as bad as Stam described. It was.

The new product uses an AI agent to ingest guest data in any format and structure it directly into the hotel's PMS — an industry first, according to Hivr. A second agent reconciles changes across versions, automatically flagging what has been added, removed, or modified.

Hivr estimates the tool saves roughly 50 minutes of admin time per 100-person booking, with greater savings as changes accumulate.

Many systems already accept data ingestion, provided spreadsheets have the same columns. But Hivr Chief Commercial Officer Christopher Michau highlighted the customer-service win this technology shift represents. "Now we're giving the freedom to the clients to send what works for you."

Accuracy and Oversight

Both companies emphasize that humans remain in the loop, for now. Hivr uses multiple agents that cross-check each other — one ingests names, another verifies counts against the PMS — and escalates discrepancies to staff when agents disagree. Michau said the tool is currently running at 99.99% accuracy, and can run autonomously.

"We still have the human in the loop," Stam said. "It's still the human who has to accept the recommendations from the AI. We don't yet allow the AI to fully automate any changes."

On data handling, Michau noted that Hivr processes data without storing it on its own servers, with personally identifiable information remaining inside the hotel's GDPR-compliant PMS.

Rollout

The tool is already deployed across Radisson's European portfolio and is set to go live soon with another travel tech company. Hotels can adopt the rooming list and direct booking modules independently or as part of the full platform, which also handles RFP intake, sales and catering workflows, and email automation.

Stam said a self-service version that allows planners to manage allocations themselves through Radisson's website is on next year's roadmap.