The Rooms menu in Cadence allows you to control which attendees can see specific rooms at your event. Through the Rooms Menu › Settings section, you can configure visibility permissions for rooms, ensuring that specialized spaces are only accessible to appropriate attendee groups while making general meeting areas available to everyone.
When to use
When organizing rooms with different access requirements
When sharing specialized meeting spaces with specific attendee groups
When creating role-specific room availability
When controlling access to limited-capacity spaces
Before you start
You must have System Administrator or Event Manager permissions to modify room visibility settings. Required fields are marked with an asterisk (*).
How to do it
Log in to your Cadence Admin account.
Navigate to your event dashboard.
Click on "Event Setup" in the left sidebar menu.
Select "Rooms" from the dropdown menu.
Click on an existing room or create a new one using the "+" button.
Scroll down to the "Visibility" section in the room settings.
Select one of the visibility options:
All (everyone can see it)
None (hidden from room selection)
Specified (only visible to selected groups or attendance types)
Rooms set to "None" visibility will not appear in any room selection interfaces, including appointments and schedule items.
If choosing "Specified", select which groups or attendance types should see this room.
For specialized rooms like executive meeting spaces, restrict visibility to appropriate groups rather than hiding them completely.
Consider whether the room should be visible to in-person attendees, virtual attendees, or both.
Click "Save" to apply your visibility settings.
Verify your changes by checking the room list, which will display visibility indicators next to each room.
Repeat for other rooms that need specific visibility settings.
Troubleshooting
If rooms aren't appearing for the intended users:
Verify they are assigned to the correct groups that have access
Confirm the room is set to "Published" status, not "Draft"
Check that the room has appointment configurations enabled if being used for appointments