The Rooms menu in Cadence allows you to configure capacity limits and availability windows for meeting spaces at your event. Through the Rooms Menu › Settings section, you can set the maximum number of attendees each room can accommodate and define when rooms are available for booking, ensuring efficient space utilization and preventing overbooking.
When to use
When setting up meeting spaces with specific capacity constraints
When rooms are only available during certain dates or times
When you need to control who can book specific rooms
When configuring rooms for appointment scheduling
Before you start
You must have System Administrator or Event Manager permissions to modify room capacity and availability settings. 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.
Enter the maximum capacity in the "Room Capacity" field.
Set the capacity to reflect the actual number of seats available in the room for in-person attendees.
Scroll down to the "Appointment Configuration" section.
Toggle "Enable Appointment Configuration" to ON if this room will be used for appointments.
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.
Choose who can book this room by selecting specific groups or leaving it open to all users.
Toggle "Allow Double Booking" if multiple appointments can use the same room simultaneously.
If this option is disabled, the system will prevent users from booking the room when it's already reserved.
Toggle "Enable Fixed Appointment Duration" 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 changes.
Troubleshooting
If rooms aren't appearing in the appointment booking interface, verify that:
Appointment Configuration is enabled for the room
The current date falls within the room's availability window
The user attempting to book has permission to access the room