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
- Go to the Events page.
- Optional: Open an Event record.
- Select .
- Search by Event Title, if you didn't already select it.
- 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
- From the Event grid, click Add a Room.
- Select the Room.
- Optional: Select a Group, Balance Priority, Room Layout and/or add Notes.
- 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.
- Find the Room in the Event grid.
- Click + (Add).
- Select the Group.
- Optional: Select the Balance Priority and/or Room Layout.
- Click Add.
Add a Group to a Room Reservation
Add a Group to a Room for an existing Event.
- From the Event grid on the Room row, double-click the reservation.
- Select the Group.
- Optional: Select the Balance Priority and/or Room Layout.
- Optional: Click Add to all Events Dates.
- Click Add.
Remove a Group
- Locate the Room in the Event grid.
- Double-click the Reservation.
- Select the Group.
- Click Remove.
Remove a Room
- Select the Room in the Event grid.
- Double-click the Reservation.
- 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.