Room scheduling
Book rooms, create events and series, answer requests and plan seasons ahead
You plan what takes place when and in which room. Your tool is the calendar; the project gives you the context, and the duty roster follows your events.
Your most important pages
| Page | What for |
|---|---|
| Calendar → Calendar | Occupancy of all rooms, creating and moving events – The calendar view |
| Calendar → Planning calendar | Provisional planning that others cannot see yet – Planning calendar |
| Calendar → Event verifications | Answering room requests and verifications (not used with "Events always bookable directly") – Event verifications |
| Project → Schedule | Creating many events of a production in a table – Event list in the project |
| Notifications | New requests, conflicts, changes to your events – Notifications |
The first tasks
Set up the calendar for your rooms. Set the filter to your areas and store it as a saved filter, zoom to 100 %, switch Expand days on.
Create an event. Event type, time, room, project – and check how your organisation books: directly or via room request. Creating events
Create a series (rehearsal week, run of performances) and learn how "Only this event", "This and following" and "Whole series" work. Editing series
Edit several events at once – move, duplicate, copy into several cells. Multi-edit
Answer requests if you work with room requests: accept, accept optionally, decline with a comment. Handling room booking requests
Share it outside: PDF occupancy plan, season schedule overview or ICS subscription for colleagues. Exports & calendar subscription
Settings that help you
- The setups Weekly scheduling view and Season overview under Recommended settings.
- Repeat event and Project status on the tiles, so you recognise series and uncertain projects immediately.
- Show planned events to see the planning calendar and the calendar in one picture.
- Show free rooms and Include adjacent rooms in the filter when you are looking for a room for a loud event.
- Project search in the function bar to edit only one production in its period.
Permissions you need
Role preset Disposition / room planning: Plan events directly (or Request room occupancy if room admins approve), View planning calendar and Edit planned events for provisional planning, and if applicable Room administration and Event settings if you maintain rooms and event types yourself. Details under Calendar & events.
Typical pitfalls
- An event has "disappeared": check the filter, Hide empty rooms and the period, then the recycle bin.
- A room cannot be booked: When a room cannot be booked as expected.
- Events without a room after a cancellation: the amber chip in the function bar lists them.
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