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Rooms & Resources

The Rooms feature helps you manage physical spaces in your organization. Track room availability, accept booking requests, and manage resources.

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Overview

Rooms & Resources provides:

• Room inventory - Catalog all your spaces
• Booking system - Let people request room reservations
• Approval workflow - Review and approve booking requests
• Conflict detection - Prevent double-bookings
• Resource tracking - Track equipment and amenities per room

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Managing Rooms

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Adding a Room

1. Navigate to the Calendar section
2. Click the “Rooms” sub-tab
3. Click Add Room
4. Enter room details:
   • Name - Room identifier (e.g., “Fellowship Hall”, “Room 201”)
   • Room Type - Category (Sanctuary, Classroom, Office, etc.)
   • Capacity - Maximum occupancy
   • Building - Which building (optional)
   • Floor - Which floor (optional)
   • Color - Display color for calendar views

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Room Types

Available room types:

• Sanctuary - Main worship spaces
• Classroom - Teaching and meeting rooms
• Office - Administrative spaces
• Kitchen - Food preparation areas
• Fellowship - Social gathering spaces
• Outdoor - Outdoor areas
• Storage - Storage rooms
• Other - Any other space type

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Room Features

Track what’s available in each room:

• Accessible - Wheelchair accessible
• WiFi - Has wireless internet
• Kitchen - Has kitchen facilities
• Climate Control - Has heating/cooling
• Tables - Number of tables
• Chairs - Number of chairs
• AV Equipment - Audio/visual capabilities

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Booking Rooms

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Requesting a Booking

1. Open the Rooms section
2. Find the room you want
3. Click Book Room
4. Enter booking details:
   • Date - When you need the room
   • Start Time - Booking start
   • End Time - Booking end
   • Purpose - What the room is for
   • Notes - Additional information
5. Submit the request

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Booking Status

Bookings can have these statuses:

• Pending - Awaiting approval
• Approved - Booking confirmed
• Declined - Request was declined
• Cancelled - Booking was cancelled

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Approval Workflow

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Room Approval Settings

Configure which rooms require approval:

1. Edit the room
2. Under Approval Settings, toggle Requires Approval
3. If enabled, bookings go to pending status
4. If disabled, bookings are auto-approved

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Reviewing Pending Requests

1. Go to Rooms → Pending Approvals
2. See all pending booking requests
3. For each request, you can:
   • Approve - Confirm the booking
   • Decline - Reject the request (optionally add reason)

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Viewing Room Schedules

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Grid View

See all rooms as cards with key information:

• Room name and type
• Capacity
• Features
• Quick book button

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List View

See rooms in a table format:

• Sortable columns
• Compact view for many rooms
• Quick access to details

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Room Detail

Click any room to see:

• Full room information
• Upcoming bookings
• Booking calendar
• Room features and resources

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Conflict Management

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Automatic Detection

The system automatically detects:

• Double bookings - Same room, overlapping times
• Conflicts - Shows warning before booking

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Viewing Conflicts

1. Go to Rooms → Conflicts
2. See any scheduling conflicts
3. Resolve by cancelling or adjusting bookings

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Best Practices

1. Complete room profiles - Add all features and details
2. Set appropriate approval - Require approval for high-demand spaces
3. Review pending requests promptly - Don’t leave requests waiting
4. Keep capacity accurate - Important for safety compliance
5. Update availability - Mark rooms unavailable during maintenance

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Permissions