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Read the venues list

See every venue and its next fortnight, find the one you need, and shut a day or bring a venue back.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

Everyone with venue access can read this page. Managers and admins can also add venues and shut days.

Steps

  1. Open Venues. Each venue has a row showing the next fortnight, day by day.
  2. Read the numbers at the top: venues open, places free, full days, closed days and bookings with no room held.
  3. Use the area buttons, or type in Find a venue, to narrow the list to a name, postcode or area.
  4. Choose By availability or Least used to change the order.
  5. Open a venue to see its details, rooms and bookings.
  6. To see every venue's week together, choose All venues calendar.
  7. To add a venue, press Add venue and fill in the form.

If it goes wrong

  • If the page says venues could not be loaded, it will not show a false empty list. Use its reload link.
  • If room totals could not be loaded, do not decide about capacity yet. Reload first.
  • If you do not see Add venue, you can read venues but not add them. Ask a manager or an admin.

How it links together

The list reads each venue's rooms, hours, closed days and bookings. Shut a day here and it disappears from booking choices and from Capacity.

From list to bookingThe list is a front door to the venue.
  1. Venues listFortnight at a glance
  2. Open a venueRooms and bookings
  3. Book or closePer room or per day
  4. CapacityUse is counted

What a row shows

Each venue shows its name, area, postcode, rooms and places. The fortnight beside it has a box for each day, coloured by how full the venue is.

Green is free, amber partly booked, red full and grey not open. A day the venue is shut shows as not open.

The numbers at the top

  • Venues: how many are open on at least one day this fortnight, and how many have no rooms set up.
  • Places free: spare places out of all those open.
  • Full days and closed days across all venues.
  • No room held: sessions planned at a venue with no room reserved.

Archived venues and all places

The filter row also has Archived. An archived venue takes no new bookings, but its history stays. Managers and admins can bring one back.

All places is the wider list of every place recorded against sessions. It is the catalogue behind the venues. Look after a managed venue from the Venues list.

Shutting a single day

Managers and admins can click a day in a venue's fortnight and choose Close this day. If bookings fall on it, you are asked before it closes. Reopen this day brings it back.

For several days in a row, use the venue's own Closed days section. The guide on closing a venue explains it.

Check-ins and shortcuts

If bookings are waiting to be registered with a venue, a notice links to the check-in queue. All venues calendar opens the week grid. Starter hazards appears for those who may edit that list.

Questions people ask

What is the difference between Venues and All places?

Venues are the places you manage, with rooms and hours. All places is the wider list of every place used for sessions.

Why is a venue grey for a day?

It is not open then. The weekly hours say it is shut, or someone closed that day.

How do I find the venues we hardly use?

Choose Least used. It orders venues by how few recent sessions were planned there.

How do I get an archived venue back?

Open the Archived filter, then restore it. Only managers and admins can.

Can I add a venue without an area?

Yes. Choosing one is optional in Add venue, though a venue is easier to find with one.

Why can't I shut a day?

Only managers and admins can. You will be told so, and asked to ask one of them.