The Rooms menu in Cadence allows you to control which users or groups can book specific meeting spaces at your event. Through the Rooms Menu › Settings section, you can set booking permissions for each room, ensuring that specialized spaces are only bookable by appropriate teams while making general meeting areas available to everyone.
When to use
When managing rooms with different access requirements
When reserving specialized meeting spaces for specific teams
When controlling access to limited-capacity or VIP spaces
When implementing role-based room booking permissions
Before you start
You must have System Administrator or Event Manager permissions to configure room booking permissions. 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.
Set the room's availability dates and times.
Locate the "Who can book this room?" dropdown field.
This field controls which users or groups can schedule appointments in this room.
Select from the available options:
Leave blank to allow all users to book the room
Choose specific groups to restrict booking to those group members only
Add multiple groups if needed by clicking the dropdown again and selecting additional groups.
Users who belong to any of the selected groups will be able to book this room.
Consider whether to enable double booking based on who has access to the room.
Click "Save" to apply your booking permission settings.
Repeat for other rooms that need specific booking permissions.
Troubleshooting
If users report they cannot book rooms they should have access to:
Verify they are assigned to the correct groups that have booking permissions
Check that the room has appointment configurations enabled
Confirm the room has availability set for the dates/times they are trying to book