How to create hybrid rooms with online meeting capabilities
How to create hybrid rooms with online meeting capabilities
Create Hybrid Rooms with Online Meeting Capabilities
The Rooms menu in Cadence allows you to configure meeting spaces that support both in-person and virtual participation. Through the Rooms Menu › Settings section, you can create hybrid rooms that include physical capacity details alongside integrated online meeting capabilities, ensuring seamless experiences for all attendees regardless of their attendance type.
When to use
When hosting events with both in-person and virtual attendees
When you need meeting spaces that accommodate remote participants
When configuring rooms for hybrid appointments or sessions
When standardizing virtual meeting options across multiple rooms
Before you start
You must have System Administrator or Event Manager permissions to configure hybrid rooms. Your event must be set as "Hybrid" under Event Setup → Details → Event Format.
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.
Enter the physical room details including name, capacity, and location.
Use a consistent naming convention that indicates the room supports hybrid meetings, such as "Room Name (Hybrid)".
Scroll down to the "Appointment Configuration" section.
Toggle "Enable Appointment Configuration" to ON if this room will be used for appointments.
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Enable the "Online Meeting Details" option in the room settings.
Select your preferred online meeting platform (Zoom, Microsoft Teams, Webex, or Symphony).
The available platforms depend on which integrations have been enabled for your account.
Configure any platform-specific settings such as waiting rooms or recording options.
Set the room's availability dates and times.
Choose who can book this room by selecting specific groups or leaving it open to all users.
Toggle "Allow Double Booking" if multiple virtual appointments can use the same room simultaneously.
Click "Save" to apply your hybrid room configuration.
Repeat for other rooms that need hybrid capabilities.
Troubleshooting
If online meeting options are not appearing:
Verify your event is set to "Hybrid" format in Event Setup → Details
Check that the required meeting platform integration is enabled at the account level
Ensure you have the necessary permissions to configure online meeting settings
Related links
How to set up room booking rules and restrictions
How to configure Food & Beverage (F&B) options for rooms