Rooms, areas & booking access
Organise rooms, model availability, and control booking requests
Rooms are more than names in a selector. Their properties, capacities, validity periods, and access rules determine where events can be planned and whether a booking is immediately confirmed or requires approval. Manage them under System → Rooms.
Structuring areas and rooms
Areas organise rooms by building, location, or operational unit. Assigning a room to an area places it in the corresponding room and calendar views. Use short, unambiguous names; make the location visible where similar names exist.
Room information
| Field | Effect |
|---|---|
| Name and short description | Identifies the room in calendar, search, and detail view |
| Area | Spatial or organisational assignment |
| Category | Groups rooms such as stages, rehearsal, or meeting rooms |
| Properties | Search and selection criteria such as equipment or accessibility |
| Capacity | Supports planning and BI occupancy calculations |
| Adjacent rooms | Highlights possible effects between simultaneous uses |
| Relevant for scheduling | Includes the room in relevant calendar and planning views |
| Temporary with validity period | Limits room use to a specified date range |
| Bookable by everyone | Allows direct booking instead of request-only access |
Use the short description for lasting room information. Event-specific agreements belong in the event itself.
Categories, properties, and adjacent rooms
Categories answer “what kind of room is this?”, while properties answer “what does this room offer or permit?”. Consistent labels make filters useful.
Adjacent-room links surface spatial dependencies involving noise, audiences, setup, or shared access. They do not automatically prevent a booking; they provide context for a deliberate decision.
Capacity and project-specific differences
The room capacity is its standard value and supports project occupancy reporting. If one production uses a different seating plan, enter a project-specific capacity in Business intelligence without changing the room for other projects.
Understanding booking access
| Role/setting | Meaning |
|---|---|
| Room administrator | Can edit the room and approve or reject booking requests |
| Allowed to request | Can request a booking for this room |
| Bookable by everyone | Allows users with calendar access to create a confirmed booking directly |
A person can be a room administrator, requester, or both. If the room is not generally bookable, the event remains a request until a room administrator decides it.
Calendar and room permissions work together
Room access does not replace permission to view or create events. Likewise, calendar access does not automatically permit confirmed booking of every protected room.
Temporary rooms
Temporary rooms suit guest venues, outdoor areas, and rented locations. Set the first and last available date. Artwork checks that an event—including an overnight or multi-day event—fits fully within this period.
Room detail, history, and cleanup
The room detail combines description, area, categories, properties, adjacent rooms, validity, and access. Its history helps trace changes. Rooms can be duplicated and adapted; deleted rooms first move to the trash and can be restored. Only delete permanently after checking how existing events and reports refer to the room. Room ordering keeps selectors and views readable.
When a room cannot be booked as expected
- Is it relevant for scheduling and visible in the selected area?
- For a temporary room, does the complete event fit its validity period?
- Does the user have general calendar permission?
- May they request this room, or is it directly bookable?
- Is room-administrator approval still pending?
- Does the event overlap an existing booking?
- Do adjacent-room notices require an operational decision?
Recommended maintenance
- Assign room administrators before opening a protected room for requests.
- Update capacities and properties after alterations.
- Review validity periods for temporary rooms.
- Move unused rooms to the trash before permanent deletion.
- After changing access, test the intended direct-booking or request workflow with a requester account.