How to manage room availability across multiple days
How to manage room availability across multiple days
Manage Room Availability Across Multiple Days
The Rooms menu in Cadence allows you to configure availability for meeting spaces across multiple days of your event. Through the Rooms Menu › Settings section, you can set up recurring availability patterns, specify different hours for each day, and manage exceptions to ensure your rooms are properly scheduled throughout your entire event.
When to use
When configuring rooms for multi-day events
When rooms have different availability hours on different days
When setting up recurring availability patterns
When managing exceptions for specific dates
You must have System Administrator or Event Manager permissions to configure room 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.
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 that span your entire event duration.
When you update the start date, the end date will automatically update to match. Adjust the end date separately if needed.
Set daily availability hours by specifying open and close times.
Click the "Advanced" toggle to access day-specific settings.
Configure different hours for specific days of the week as needed.
You can set unique hours for each day or mark certain days as unavailable by unchecking them.
Add date exceptions by clicking "Add Exception" if certain dates require special hours.
Use exceptions for holidays, setup days, or other dates when standard availability doesn't apply.
Select the exception date and set its specific hours or mark it as unavailable.
Add additional date/time availability blocks if you need different settings for different periods of your event.
Overlapping availability blocks will be merged, with the most permissive settings taking precedence.
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.
Click "Save" to apply your multi-day availability settings.
Troubleshooting
If room availability isn't displaying correctly in the appointment booking interface, verify that:
The current date falls within your configured availability date range
The specific day of the week hasn't been disabled in advanced settings
There isn't an exception making the date unavailable