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Facility Management

Reserve Rooms, Equipment, & Services

A user with edit rights on the Events page can add Rooms, Equipment and/or Service requests to an Event at any time. Once an Event has these items associated with it, these items can be copied as a part of a recurring series into all future instances of the Event series. Each item must be reserved individually; it's not possible to reserve "combo" rooms like Elementary Hallway.

The following instructions cover adding Rooms to an Event, but the same steps apply to Equipment or Service Requests (just substitute the appropriate page). Equipment Reservations require a Quantity.

Single Room to a Single Event

  1. On the Events page, open the Event record. Be sure the Event's start and end day/time are correct, and that you indicate any needed setup or cleanup time in the available fields.
  2. Click the Rooms & Groups tab.
  3. Click New.
  4. Start typing the room name into the Room Name field or click the spyglass to access the Available Rooms view.
  5. Choose the appropriate room.
  6. Complete the remaining items (for example, Group, Room Layout, Notes, and so on).
  7. Click Save.

Multiple Rooms to a Single Event

  1. On the Events page, open the Event record. Be sure the Event's start and end day/time are correct, and that you indicate any needed setup or cleanup time in the available fields.
  2. Click the Rooms & Groups tab.
  3. From the Actions menu, select Add Rooms & Groups.
  4. Click the magnifying glass to access the Available Rooms view.
  5. Select the box next to your rooms.
  6. Click Confirm Selection.
  7. Complete the remaining items (for example, Groups, Room Layout, Notes, etc.).
    Note: The information you indicate here applies to all selected rooms.
  8. Click Save.
    Note: The Sub Rooms sub-page on a Room record can be used to indicate that a room can be broken into multiple rooms with dividers and correspond with a Parent Room. These are not incorporated into views/reports.

Single Room to Multiple Events

  1. Go to Facilities > Rooms.
  2. Open the Room record.
  3. On the Events tab, click Add.
  4. Search for and select the events.
  5. Confirm your selection.
  6. Complete the remaining items (for example, Groups, Room Layout, Notes, etc.).
  7. Click Save.

Available Rooms View

In the context of a pick-list for a Room Reservation, within the Rooms & Groups tab of an event, the Available Rooms view shows any room that matches all of the following conditions:

  • The Room is Bookable.
  • The Room's Building Location is the same as the Event's Location (or the Event's Location is NULL).
  • Room is available for the date and time of the Event (not already in an un-canceled reservation with overlapping date and time). The Minutes for Setup and Minutes for Cleanup is considered.

Available Equipment View

  • Equipment that is Bookable (set to Yes).
  • Equipment Quantity is available (greater than 0). For specifics, compare the “Inventory Qty” and “Qty Available” columns in this view.
  • Equipment is available for the date and time of the Event (not already in an un-cancelled reservation with overlapping date and time). The Minutes for Setup and Minutes for Cleanup are considered.
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Last updated: July 16, 2024