The Rooms menu in Cadence allows you to control when specific rooms are available for appointment booking. Through the Rooms Menu › Settings section, you can configure availability blocks with specific dates, times, and booking rules to ensure rooms are properly scheduled and prevent conflicts between appointments and schedule items.
When to use
When setting up rooms for appointment scheduling
When rooms have different availability hours on different days
When configuring booking permissions for specific user groups
When managing exceptions for holidays or special event days
Before you start
You must have System Administrator or Event Manager permissions to manage room availability blocks. 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 "Appointment Configuration" section.
Toggle "Enable Appointment Configuration" to ON.
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Click "Add Date/Time Availability" to create a new availability block.
Select start and end dates for when the room will be available.
When you update the start date, the end date will automatically update to match. Adjust the end date separately if needed.
Set daily availability hours by specifying open and close times.
Click the "Advanced" toggle to access day-specific settings.
Configure different hours for specific days of the week as needed.
You can set unique hours for each day or mark certain days as unavailable by unchecking them.
Add date exceptions by clicking "Add Exception" if certain dates require special hours.
Choose who can book this room by selecting specific groups from the dropdown.
Leaving this field blank allows all users to book the room.
Toggle "Allow Double Booking" if multiple appointments can use the same room simultaneously.
Toggle "Enable Fixed Appointment Duration" to restrict appointments to specific time lengths.
Select the allowed durations if fixed durations are enabled (15, 30, 45, or 60 minutes).
Click "Save" to apply your availability block settings.
Add additional availability blocks if needed for different date ranges or booking rules.
Troubleshooting
If rooms with availability blocks aren't appearing in the appointment booking interface:
Verify that "Enable Appointment Configuration" is toggled ON
Check that the current date falls within the configured availability dates
Ensure the current time is within the daily availability hours
Confirm that the user attempting to book has permission to see the room