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Set up a venue's rooms and hours

Add rooms, set how many each holds, choose opening hours, and turn a room off or back on.

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.

For managers and admins. Everyone else can read a venue's rooms and hours but not change them. Nothing can be booked in a room until it has hours.

Steps

  1. Open the venue and find Rooms & hours. Press Edit rooms & hours.
  2. Type a name for the room, such as Classroom or Small Hall, and press Add room.
  3. Set how many people the room holds, then press Save room.
  4. Open the room's weekly hours. Add a window for each day and time it is open.
  5. Press Save hours to change the hours now.
  6. To change the hours from a later date, fill in Start these hours from and press Schedule these hours.
  7. To stop a room being booked, press Turn this room off. Turn it back on reverses it.

If it goes wrong

  • If you see that nothing was saved, read the sentence. It says what to fix, such as a window that ends before it starts.
  • If a message says the change could not be confirmed, reload the venue and check before you try again.
  • If you cannot see the edit button, ask a manager or an admin to make the change.

How it links together

Rooms and hours decide what the booking form offers on Scheduling and the venue page, and what Capacity counts as places. Existing bookings are kept when hours change.

How rooms reach bookingsHours first, then bookings.
  1. Add a roomWith a capacity
  2. Set hoursNow or from a date
  3. Offered when bookingOn Scheduling
  4. CountedIn Capacity

Where rooms are edited

A venue's rooms and hours are edited on the venue's own page, in a pop-up. The old rooms page under the administrators' section now sends you to the venue.

Rooms and capacity

Each room has a name and a capacity from 1 to 20. A venue's places are added up from its active rooms and their opening hours.

A venue with no active rooms cannot be booked. The venue page says so, and tells managers to add one under Rooms & hours.

Opening hours

Hours are a list of windows for each day, not just a morning and an afternoon. A hall that sells 90-minute slots can have two morning windows.

You can mark a day as morning only, afternoon only, or all day. Saving never flattens a split day back into one window.

Changing hours from a date

Schedule these hours starts new hours on a later day. A change from a date must begin after today. To change the hours now, clear the date and use Save hours.

Nothing changes until that day. Bookings the new hours would not cover stay as they are, and the screen tells you how many. You can cancel a scheduled change before it starts.

Turning a room off

A room that is turned off is not offered when booking. Its existing bookings stay. A venue whose rooms are all off cannot be booked until one is turned back on.

Questions people ask

Why can't anyone book this venue?

It may have no rooms, or every room may be off, or its hours may be empty. Check Rooms & hours.

Does turning a room off cancel its bookings?

No. Existing bookings stay. The room is just no longer offered for new ones.

How do I change opening hours from next term?

Choose the date in Start these hours from and press Schedule these hours. The old hours run until then.

What is the biggest capacity a room can have?

Twenty. The field accepts a whole number from 1 to 20.

I scheduled new hours by mistake. Can I cancel them?

Yes, before they start. Use the cancel option beside the scheduled change. The room keeps its current hours.

Where did the rooms page under admin go?

It now sends you to the venue's own page. Everything about a venue is edited in one place.