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Double-Booked Rooms

You may run into a situation where two or more events are scheduled in the same room for the same day and time. This is most likely to happen when you create a recurring series. Here's how to fix it!

Identify Double-Booked Rooms

First, find which rooms are booked for more than one Event at the same time.

  1. In the navigation menu, click Events.
  2. Search for double-booked rooms in one of the following ways:
    • In the View list, select Double Booked.
    • From the Reports menu, select Double Booked Rooms.

All the events with double-booked rooms display.

You can set up a View Notification to email the contents of this view on a daily or weekly basis.

Correct Double-Booked Rooms

Once you identify double-booked rooms, you can edit either record to reflect the change you need to make.

  1. In the navigation menu, click Events.
  2. Click the Event record you want to change.
    Tip: Use the Double Booked Rooms view to quickly find double-booked rooms.
  3. Click the Rooms & Groups tab.
  4. Click the Room Reservation record you want to change.
  5. Click Edit Record.
  6. Edit the record.
    • To reserve a new room for this Event, select an available room from the Room drop-down list.
    • To cancel this room reservation, set Cancelled to Yes.
  7. Click Save.
  8. Click Close.

Automate a Notification for Double-Booked Rooms

You can schedule to send the Double Booked Rooms report to a specific person as part of a subscription. This is in Reporting Services as a Data-Driven Subscription. You must have an Enterprise version of Reporting Services, and there is a one-time setup fee from ACS Technologies for this subscription. To pursue this option, a SPoC can email Support.