Event Rooms and Groups Tool

Basics

  • The Event Rooms and Groups Tool is a tool that allows you to add, update or cancel Rooms Reservations and Groups from a single Event or all Events in a Series.
  • The tool will copy the selected subpage data to the remaining records in the recurring Series. For example:
    • I have a monthly Event that happens the 15th of every month.
    • Starting with the next Event in the Series, the Rooms the Event meets in is changing.
    • I use the Event Rooms and Groups Tool to change the next Event in the Series to reflect the change in Rooms.
    • I have already created my Event series, but to prepare for the new Check In Suite, I need to associate Groups with Rooms.
    • I use the Event Rooms and Groups Tool to add the Groups to all Rooms for the future Events in the Series.
  • The Event Rooms and Groups Tool is available on Events page or from an open Event record.

Using the Event Rooms and Groups Tool

  1. Navigate to the Events page
  2. Optionally, open an Event record
  3. Select Tools > Event Rooms and Groups Tool
  4. Search by Event Title if not already selected.
  5. Select an Event (or an Event in a Series) from the list.

If the Event is part of a Series, the tool will display all Events in the Series.

Add a Room (and Group)
  1. From the Event grid, click Add a Room.
  2. Select the Room.
  3. Optionally, select a Group, Balance Priority, Room Layout and/or add Notes.
  4. Click Add.
Add a Group (to existing Room)

If no Room Reservation for the specific Event exists:

  1. Find the Room in the Event grid
  2. Click + (Add).
  3. Select the Group.
  4. Optionally, select the Balance Priority and/or Room Layout.
  5. Click Add.

If a Room Reservation for the specific Event exists:

  1. From the Event grid on the desired Room row, double click the desired reservation.
  2. Select the Group.
  3. Optionally, select the Balance Priority and/or Room Layout.
  4. Optionally, check Add to all Events Dates.
  5. Click Add.
Remove a Group
  1. Locate the Room in the Event grid
  2. Double click the Reservation.
  3. Locate the Group.
  4. Click Remove.
Remove a Room
  1. Locate the Room in the Event grid 
  2. Double click the Reservation.
  3. Click Cancel Reservation.

Notes

  • Past Events in the series are shown for context as shaded and are non-actionable.
  • The + (Add) option is for single date Room management only.  It will only appear if there are inconsistencies.
  • When adding a Room, all bookable Rooms will be listed in the drop down. Rooms can be filtered by Location to narrow the list. 
  • If a there is a double booked Room, the tool will show a caution sign next to the Event name and the text "Conflicts with other Event!" will display on the Room Reservation in the grid.
  • To edit the Balance Priority and/or Room Layout, remove the Group and add a new Group. Or, edit the Room Reservation record via the Platform.
  • To remove a Room/Group from multiple Events in a series use the Room Reservations page to select the reservations and mass assign or delete them.

Video Topics

0:08 - Overview of the Tool
0:33 - Launching the Tool
0:41 - Adding and Room and a Group
0:57 - Making changes

 

 

Last Modified: 8/7/2019

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