How to balance between rooms for schedule items and appointment bookings
How to balance between rooms for schedule items and appointment bookings
Balance Between Rooms for Schedule Items and Appointment Bookings
The Rooms menu in Cadence allows you to strategically allocate meeting spaces for both schedule items and appointment bookings. Through the Rooms Menu › Settings section, you can designate which rooms are available for each purpose, ensuring optimal space utilization while preventing scheduling conflicts between fixed agenda items and ad-hoc meetings.
When to use
When planning room allocation for events with both scheduled sessions and appointments
When you need to reserve specific rooms exclusively for schedule items
When designating rooms solely for appointment booking
When managing limited meeting space resources efficiently
Before you start
You must have System Administrator or Event Manager permissions to configure room settings. Room configurations should be planned before adding schedule items or enabling appointment booking.
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.
Review your current room inventory to assess total available spaces.
Consider your event's needs: how many rooms will be needed for scheduled sessions versus appointment bookings.
Identify rooms for schedule items by leaving Appointment Configuration disabled.
Rooms without Appointment Configuration enabled will only be available for schedule items, not appointments.
Click on a room you want to designate for appointments.
Scroll down to the "Appointment Configuration" section.
Toggle "Enable Appointment Configuration" to ON for rooms you want available for appointment booking.
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Configure availability for appointment-enabled rooms by clicking "Add Date/Time Availability."
Set booking restrictions if certain rooms should only be available during specific times.
For high-demand rooms, consider limiting availability to certain hours or days to balance access.
Consider room capacity when determining allocation, reserving larger rooms for schedule items when appropriate.
Use naming conventions to clearly identify room purposes, such as adding "(Appointment Only)" to room names.
Click "Save" to apply your room configuration changes.
Return to the Rooms list and repeat for other rooms that need configuration.
Monitor room usage during your event and adjust allocations if needed.
Troubleshooting
If you find schedule items cannot be assigned to certain rooms:
Verify the room does not have Appointment Configuration enabled
Check that the room has been created at the event level, not just the account level
Ensure the room's visibility settings allow it to be seen by schedule item creators