The Rooms menu in Cadence allows you to configure specific booking rules and restrictions for meeting spaces at your event. Through the Rooms Menu › Settings section, you can establish parameters such as double booking permissions, fixed appointment durations, and group-based access controls to ensure optimal use of your meeting spaces while preventing scheduling conflicts.
When to use
When managing high-demand meeting spaces that require controlled access
When certain rooms should only be available for specific time slots
When you need to prevent double booking for exclusive-use spaces
When implementing standardized meeting durations for efficient scheduling
Before you start
You must have System Administrator or Event Manager permissions to configure room booking rules. 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 define when the room can be booked.
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.
Set daily availability hours by specifying open and close times.
Configure 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" to OFF if you want to prevent multiple appointments from being scheduled in this room at the same time.
Toggle "Enable Fixed Appointment Duration" to ON if you want 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 booking rules.
Return to the Rooms list and repeat for other rooms that need specific booking rules.
Troubleshooting
If users report they cannot book rooms despite having appropriate permissions:
Verify the room's availability dates and times match when users are trying to book
Check if the room has reached capacity for the requested time slot
Confirm the user belongs to a group that has permission to book the room
Ensure the appointment duration matches one of the fixed duration options if enabled