Configure Rooms
From the Platform, create rooms with the correct specifications.
- Ensure that the rooms you use for an event are in the Platform.
- Ensure the rooms have Room Reservation records for the events:
- In the navigation menu, click Events.
- Open the event.
- On the Rooms & Groups tab, click New Room Reservation.
- Select the room, group, and other required fields. Set any other optional values.
- Click Save.
- Ensure any Room Reservation records include a specified Group.
If you already created your event series, use the Event Rooms & Groups Tool to update rooms and groups across the series.
Room Fields Related to Check-In Suite
Check-In Suite uses Rooms in MinistryPlatform to enhance the check-in process and functionality of a Kiosk and/or Classroom Manager. Each Room Reservation has fields specific to Check-In Suite that you must set correctly for a Room to display in the Check-In Suite.
- Maximum Capacity
- The capacity of this room; how many people it can safely accommodate. Reported against actual attendance in the Group Room Overview section of the Admin Console. Note: Use Max Capacity with Balance Priority (see below). Unless Auto Close at Capacity is set to Yes, Rooms over capacity without another Room configured for balancing do not "close" and go "over" capacity.
- Print Server
- The print server mapped to this Room. Manage these mappings in the Printer Mappings section of the Admin Console.
- Printer Name
- The printer name mapped to this Room. Manage these mappings in the Printer Mappings section of the Admin Console.
Room Reservation Fields Related to Check-In Suite
- Group
- The Group using the Room.
- Default Group Room
- Deprecated field. Replaced by Balance Priority field.
- Balance Priority
- Determines the balance of participants between rooms.
- For one group using one room, set the Room Reservation to 0.
- For multiple groups sharing one room, set both Room Reservations to 0.
- For one group assigned to multiple rooms:
- To fill one completely then fill other, set first Room Reservation to 0, then set the other to 1.
- To fill evenly, back and forth, set both Room Reservations to 0.
- For multiple groups using multiple rooms, set the priority to balance evenly, and the emphasis will be to fill the rooms one at a time, no matter how many people check in from each group.
Note: You can't "mix" balance priorities. For example, Rooms A and B have balance priority set to 0 and Room C has a balance priority set to 1. Either all rooms should be set to 0, or you should set the rooms in order of filling 1, 2, 3, and so on.Balancing is done per check-in, so friends and family can stay together—even if it overflows the room. If you have a group set to fill two rooms evenly and a family checks in their son and daughter (who are in the same group) at the same time, they will be assigned to the same room.
When using balance priority, rooms are assigned as soon as a search is started at check-in. The room assignment is maintained even if the participant does not check in. For example, if our two rooms are A and B, and the last room to be filled was A, then the next room assigned will be B. If the check-in is canceled or the search expires, the room assigned will still be B for the next completed check-in.
Note: Balance priority places a certain number of participants into rooms based on Maximum Capacity. For example, if Room A has a max of 20 and Rooms B, C, and D have a max of 10, the first ten participants will be placed in Room A, then individual participants will be placed in the other rooms one-at-a-time until all participants are placed.If you want the rooms to fill evenly without consideration for a larger room, set the maximum capacities to the same value.
- Closed
- If set to Yes, the Room is not available for Participants to check into regardless of other settings. You can change this from Check-In Suite in the Group Room Overview.
- AutoClose At Capacity
- If set to Yes, the Room displays as closed on the Group Room Overview in the Check-In Suite Admin Console. It will not be available for check-in from an unattended Kiosk. You can view and override this from Check-In Suite in the Group Room Overview.