Rooms & Groups
An overview on managing rooms and groups as part of your facilities in MinistryPlatform, including basic information and rooms and groups fields.
- Records on the Rooms & Groups tab of an Event are Room Reservation records that include optional Group details.
- The Check-In Suite primarily uses these additional Group details.
- You can reserve, view, and manage Room details in the Rooms & Groups tab.
Rooms & Groups Fields
- Event
- The Event the room is reserved for.
- Room
- The room reserved.
- Group
- The group using this room for this Event.
- Balance Priority
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To balance Participants between Rooms:
- For one group using one room, set both Room Reservations to 0.
- For multiple groups sharing the same room, set both Room Reservations to 0.
To balance one Group assigned to multiple Rooms:- Fill one room completely, then fill other: set the first Room Reservation to 0, then set the other to 1.
- Fill the rooms evenly, back and forth: set both Room Reservations as 0.
- Closed
- If you manually close the room, Participants can't check into the room regardless of other settings. You can also set this field using Check-In Suite Admin Console on the Group Room Overview. The Auto Close field does not change this value. The default is No.
- Auto Close At Capacity
- If set to Yes, this room will close and is no longer available for check-in when the number of Participants checked in meets the Max Capacity set on the Room record. Note: Groups must be used for this feature.
You can turn off this option using the Check-In Suite Admin Console on the Group Room Overview. The default is No.
- Room Layout
- The layout selected for this Event's room.
- Chairs
- The number of chairs requested for this Event's room.
- Tables
- The number of tables requested for this Event's room.
- Notes
- Any notes you want to add about the Room Reservation.
- Approved
- If set to Yes, this Room Reservation has been reviewed and approved.
- Cancelled
- If set to Yes, this Room Reservation has been cancelled.
- Primary Reservation
- This is a hidden field. When in use, views and reports retreive only the most relevant record that associates a room with an Event when a room is associated multiple times with an Event so multiple Groups can share a room. This is common in some Check-In Suite scenarios.
- Only one record can be a primary reservation.
- If two records exist, the one with Notes become the primary reservation.
- If two or more records with Notes exist, the records added first become the primary reservation.