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Event Rooms & Groups Tool

Add, update, or cancel rooms reservations and groups from a single event or all events in a series.

The tool copies the selected data to the remaining records in the recurring series. For example:

  • I have a monthly event that happens the 15th of every month.
  • Starting with the next event in the series, the rooms the event meets in is changing.
  • I use the Event Rooms and Groups Tool to change the next event in the series to reflect the change in rooms.
  • I already created my event series, but I need to associate groups with rooms.

The Event Rooms and Groups Tool is available on Events page or from an open Event record.

Use the Event Rooms and Group Tool

  1. Go to the Events page.
  2. Optional: Open an Event record.
  3. Select Tools > Event Rooms and Group Tool.
  4. Search by Event Title, if you didn't already select it.
  5. Select an Event (or an Event in a Series) from the list.

If the Event is part of a series, the tool displays all Events in the series.

Add a Room and Group

  1. From the Event grid, click Add a Room.
  2. Select the Room.
  3. Optional: Select a Group, Balance Priority, Room Layout and/or add Notes.
  4. Click Add.

Add a Group to an Existing Room

Add a Group to a Room if there is no Room Reservation for the specific Event.

  1. Find the Room in the Event grid.
  2. Click + (Add).
  3. Select the Group.
  4. Optional: Select the Balance Priority and/or Room Layout.
  5. Click Add.

Add a Group to a Room Reservation

Add a Group to a Room for an existing Event.

  1. From the Event grid on the Room row, double-click the reservation.
  2. Select the Group.
  3. Optional: Select the Balance Priority and/or Room Layout.
  4. Optional: Click Add to all Events Dates.
  5. Click Add.

Remove a Group

  1. Locate the Room in the Event grid.
  2. Double-click the Reservation.
  3. Select the Group.
  4. Click Remove.

Remove a Room

  1. Select the Room in the Event grid.
  2. Double-click the Reservation.
  3. Click Cancel Reservation.

Notes

  • The series's Past Events display for context as shaded, and you can't perform any actions on them.
  • Use the + (Add) option to manage a Room for a single date. It only appears if there are inconsistencies.
  • When you add a Room, all of the Rooms you can book display in the drop-down list. You can filter Rooms by Location to narrow the list.
  • If a there is a double-booked Room, the tool displays a caution sign next to the Event name and the text "Conflicts with other Event!" displays on the Room Reservation in the grid.
  • To edit the Balance Priority and/or Room Layout, remove the Group and add a new Group, or edit the Room Reservation record through the Platform.
  • To remove a Room or Group from multiple Events in a series, use the Room Reservations page to select the reservations and mass assign or delete them.