How to integrate room information with other event features
How to integrate room information with other event features
Integrate Room Information with Other Event Features
The Rooms menu in Cadence allows you to connect room information with other platform features to create a comprehensive event experience. Through the Rooms Menu › Settings section, you can configure how your meeting spaces interact with other parts of your event, such as schedule items, appointments, maps, and notifications, enhancing room discoverability and attendee navigation.
When to use
When creating a comprehensive room management strategy across your event
When connecting rooms with schedule items and appointments
When integrating room information with maps and floor plans
When using room data in reports and analytics
You must have System Administrator or Event Manager permissions to integrate room information with other features. 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.
Connect rooms with schedule items by following these steps:
Go to Schedule › Edit Schedule Item
Select a room from the "Location" dropdown
Save the schedule item
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Link rooms to maps for better attendee navigation:
Click on a room name to edit its details
Select a map from the dropdown menu
Click "Mark on Map" to place the room on the floor plan
Position the pin or highlight box accurately
Save your changes
Configure room visibility for specific attendee groups:
Edit the room you want to restrict
Scroll to the "Visibility" section
Select "Specified" and choose which groups can see this room
Save your changes
Add resources to rooms that will display in appointment booking:
Edit the room you want to enhance
Add resources like projectors, whiteboards, or video conferencing
Add food & beverage options if applicable
Save your changes
Resources and amenities will appear as icons in the appointment booking interface, helping attendees choose appropriate rooms.
Integrate rooms with appointment settings:
Enable appointment configuration for rooms that should be bookable
Set availability dates and times
Configure who can book the room
Save your changes
Use room information in reports:
Navigate to Reports › Appointments
Filter by room to analyze usage patterns
Export data for further analysis
Create custom notifications about room changes:
Go to Notifications › Create New
Select recipients based on room bookings
Craft your message about room updates
Schedule or send immediately
Troubleshooting
If rooms don't appear in schedule item location dropdowns, check if they have appointment configurations enabled, which makes them unavailable for schedule items.
If room markers don't appear on maps, verify that you've selected the correct map and saved your changes after placing the marker.