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Rooms

The Rooms sub-tab under Calendar helps you manage physical spaces in your organization — booking, approval workflows, and conflict detection.

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Overview

Rooms provides:

• Room inventory - Catalog all your spaces
• Booking system - Request room reservations
• Approval workflow - Review and approve booking requests
• Conflict detection - Prevent double-bookings

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Accessing Rooms

1. Click Calendar in the top navigation
2. Click the Rooms sub-tab
3. Owners and Organization Admins only — the Rooms sub-tab is hidden from Team Admins, Schedulers, and Members

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Adding a Room

1. Click Add Room
2. Enter details:
   • Name - e.g., “Fellowship Hall”, “Room 201”
   • Room Type - Sanctuary, Classroom, Office, Kitchen, Fellowship Hall, Outdoor Space, Storage, Other
   • Capacity - Maximum occupancy
   • Building / Floor (optional)
   • Color - Display color for calendar views
3. Save

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Room Features

Track amenities: Wheelchair Accessible, WiFi Available, Kitchen Facilities, Climate Control, Natural Light, plus table/chair counts and AV Equipment.

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Booking Rooms

1. Find the room
2. Click Book Room
3. Enter date, start/end time, purpose, and notes
4. Submit the request

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Booking Status

• Pending - Awaiting approval
• Approved - Confirmed
• Declined - Rejected
• Cancelled - Cancelled

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Approval Workflow

Configure per room whether bookings require approval:

1. Edit the room
2. Toggle Requires Approval
3. If enabled, bookings go to Pending until approved

Review pending requests via Pending Approvals in the Rooms section.

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Views

• Grid View - Room cards with key info
• List View - Sortable table for many rooms

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Conflicts

The system detects double-bookings and shows warnings before confirming overlapping reservations. View conflicts under Rooms → Conflicts.

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Permissions

Rooms are Owner / Organization Admin only. Team Admins, Schedulers, Members, and Viewers do not see the Rooms sub-tab on Calendar.

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Best Practices

1. Complete room profiles - Add features and capacity
2. Set appropriate approval - Require approval for high-demand spaces
3. Review pending requests promptly
4. Keep capacity accurate - Important for safety compliance