• 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.

Default Group Room

Deprecated.

Balance Priority

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.

Checkin Capacity

If needed, use this field to override the Maximum Capacity set on the Room record for a specific event. Enter the number of people who can check in to this room for the event. For example, the room can physically hold 50 people, but your event is limited to 25 people.

Note: Both the Maximum Capacity and the Checkin Capacity are a limit on the room, not the group. Check-In Suite counts all checked-in participants against the room's capacity, regardless of which group they belong to. Once Auto Close At Capcity closes the room, this blocks check-in for all groups assigned to it. So, in a scenario with multiple groups in one room, you should use the Checkin Capacity field to reflect the total room capacity across all groups, not the capacity per group.

Primary Reservation

This is a hidden field. When in use, views and reports retrieve 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.