How to resolve common issues with room availability
How to resolve common issues with room availability
How to Resolve Common Issues with Room Availability
The Rooms menu in Cadence allows you to manage meeting spaces and troubleshoot availability problems that may prevent proper booking. Through the Rooms Menu › Settings section, you can identify and resolve common issues such as configuration errors, booking conflicts, and visibility restrictions that affect when and how rooms appear in the appointment scheduling interface.
When to use
When rooms aren't appearing in appointment booking dropdowns
When schedule items can't be assigned to specific rooms
When room availability times seem incorrect
When users report they can't book rooms they should have access to
Before you start
You must have System Administrator or Event Manager permissions to resolve most room availability issues. Some configuration options are only available to System Administrators.
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 the main Rooms interface to identify the problematic room.
Look for visual indicators that might show configuration issues, such as missing availability dates or appointment settings.
Click on the room name to access its detailed settings.
Check the "Appointment Configuration" setting to see if it's properly enabled or disabled.
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Verify the room's availability dates and times if it's configured for appointments.
Rooms will only appear as available during the specific dates and times configured in this section.
Confirm that the room's visibility settings are appropriate for your users.
If set to "Specified," verify that the correct groups or attendance types are selected.
Check if "Allow Double Booking" is enabled if multiple appointments need to use the same room simultaneously.
Review any fixed appointment duration settings that might be restricting booking options.
Verify that the room capacity is set correctly for your needs.
Check if the room is assigned to the correct location if you're using location-based filtering.
Save any changes you make to the room configuration.
Test the room availability by attempting to create a new appointment or schedule item.
Troubleshooting
If rooms still aren't appearing where expected:
For schedule items: Verify that no rooms have Appointment Configurations enabled
For appointments: Check if the current date falls within the room's configured availability window
For visibility issues: Ensure users are assigned to the correct groups that have room access permissions
For timezone problems: Verify that the event timezone settings match your expectations
Related links
How to set room capacity and availability
How to manage room visibility settings
How to enable or disable appointment scheduling for rooms