When creating or editing an appointment in Cadence, selecting an appropriate location is essential for ensuring attendees know where to meet. The location field allows you to choose from predefined rooms, create custom locations, or set up virtual meeting links, giving you flexibility for in-person, virtual, or hybrid meetings.
When to use
When scheduling in-person meetings that require a physical room
When setting up virtual meetings that need online meeting details
When creating hybrid meetings that combine physical and virtual locations
When you need to specify an off-site location like a restaurant or venue
You must have System Administrator, Event Manager, or Event Scheduler permissions to create or edit appointment locations. Required fields are marked with an asterisk (*).
How to do it
Navigate to the Appointments section in your event dashboard.
Click the "Add" button to create a new appointment or select an existing appointment to edit.
Locate the "Location" field in the appointment form.
The Location field appears in the main appointment details section, typically below the date and time fields.
Click on the Location field to view available options.
Select a room from the dropdown list of available rooms.
Only rooms that are available during your selected appointment time will appear as options.
Alternatively, type a custom location name if you're meeting somewhere not listed in the rooms.
For off-site locations, include specific details like address or floor number to help attendees find the location easily.
For virtual meetings, select the virtual meeting option or enter the meeting platform details.
If using integrated meeting platforms like Zoom or Teams, ensure the integration is properly configured in your event settings.
For hybrid meetings, you can select both a physical room and enable the virtual meeting option.
Click "Save" to confirm your location selection.
When you save an appointment with a location change, attendees will receive update notifications unless you've disabled the "Send Updates" option.
Troubleshooting
If you cannot select a specific room, it may already be booked for that time slot. Try selecting a different time or room, or check the Location Availability view to see all room schedules at once.
If your custom location isn't appearing in email invitations, verify that the location field is properly populated and that email templates include the location variable.