Groups & Allocation

Allocation answers one question: where does each group sleep? One row per group, with the groups that have nowhere to sleep pinned to the top.

Groups#

A group is whoever travels together and needs beds as a unit. Four kinds:

Kind	Typical example
Participant	A club's squad and its coaches
Family & guests	The parents who followed their team
Officials	Referees, delegates, medical staff
Individual	One person travelling alone

Press New group and give it a name, a kind, and how many people are in it. Optionally link it to a participant — that is what lets its costs reach that club's balance in Finances. Families and officials usually link to nobody, which is exactly why groups exist separately from teams.

In a hurry? Add all participants as groups creates one group per team, using the team name and its squad size. If your tournament is straightforward, press it once and carry on.

The Pax number is what everything else is measured against.

Reading a row#

Each row carries the group, how many people, the stay, where they are and what that stay took:

No accommodation in red, with Waiting for a block — nobody has placed this group.
Unassigned / Short / Placed — the status.
Under the accommodation, 9 rooms · 18 beds — what was actually taken there. A row that says only "Holiday Inn" is one you would have to open to understand.

Short means the group has a booking but the beds do not cover the people in it — for example 14 people in rooms that sleep 12. The row tells you by how many.

Only the rows that need doing carry a visible button. An unassigned row gets Place (which already knows which group it is about, so you do not pick it again from a list of thirty); everything else keeps a quiet ⋯. If every row shouted equally, none of them would read as the job to do.

Placing a group by hand#

Place, or New booking, opens the booking dialog.

Field	Notes
Group	Who is staying. Start typing to search.
Accommodation	Where. The list shows how many room types each one has.
Check-in / Check-out	Check-out is the morning they leave. Four nights means check in Tuesday, check out Saturday.
Board	Room only, bed & breakfast, half board or full board.
Rooms	How many of each room type to take. Each shows what is left on the check-in night, so you see the cost of a choice while you make it.

Both pickers are searchable: type any part of a name, accents and capitals do not matter, and words can come in any order.

You can book past the allotment. MyCup saves it and tells you what you exceeded — see Accommodations.

Placing everybody at once#

When groups have no bed, the header button becomes Auto-allocate N groups, and the same action sits in the release panel.

Beds left by accommodation, and the release countdown

It places every group that has nowhere to sleep, and it is deliberately conservative:

It never overbooks. You may oversell on purpose, because you know you are going to ring the hotel. If software did it you would not find out until the property refused the rooming list — so it only uses genuinely free capacity, and it names every group it could not place rather than inventing a number.
It never moves a group that already has a stay. That was somebody's decision.
It always re-places a cancelled one. That is the list of who needs re-housing, which is exactly the morning you want this button.
It places the biggest group first. Filling a 24-bed block with four small groups leaves a 20-person squad nowhere to go, even when a different order fits everybody.
It uses the biggest rooms available. A 20-person squad out of twins is ten lines on the property's sheet when two 8-bed dorms and a twin would do.
It never splits a group across two properties. A club that arrives to find half its squad elsewhere treats that as a mistake — and choosing to split is a judgement call, so it stays with you.

Afterwards you are told how many groups were placed, and anything it skipped and why.

What is still free#

The right-hand panel shows beds left per accommodation, largest first, so you can see where a group will fit without opening the dialog to find out.

Under it, the release countdown — the date unfilled rooms go back, how many beds are still free, and a way to place the stragglers before that date decides for you.

Filters#

All, Needs a bed, and Short of beds. A filter with nothing behind it is not offered, so "Needs a bed 0" never appears. The filter lives in the page address and can be shared.

Cancelling, and removing#

Three different acts sit in the ⋯ menu, and the difference matters:

Action	Use it when	What happens
Cancel booking	The stay was real and is not happening	Rooms go back to the allotment immediately. The booking stays on the list marked cancelled, so you can see who still needs re-housing — and auto-allocation will re-place them.
Delete booking	It should never have existed — a test, or the wrong hotel picked twice	The booking and its rooming list go. The beds return to the allotment.
Remove group	The group itself is a mistake, or a duplicate import	The group goes, and so does every stay, room and meal cover booked for it. The confirmation counts them for you first.

Cancel when a club pulls out: the trail is the point. Delete when you are cleaning up after trying something, so you are not left living with a permanent column of cancelled rows.

A group with no accommodation yet has the same ⋯ menu on its row, so an import you ran twice can be undone without placing anyone first.

Next steps#

Rooming lists — name who sleeps in each room
Booking forms — bill a club for its accommodation and meals

Documentation