The Rooms menu in Cadence allows you to set up and manage meeting spaces for your event. Through the Rooms Menu › Settings section, you can create rooms with specific details such as capacity, location, and resources to ensure proper space allocation for both appointments and schedule items.
When to use
When setting up meeting spaces for an event
When you need to configure room capacity and resources
When organizing rooms for appointment scheduling
When managing room availability for specific dates and times
Before you start
You must have System Administrator or Event Manager permissions to create rooms. 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 the blue "+" button in the upper right corner to add a new room.
For events with many similar rooms, create one room first with all desired settings, then duplicate it to save time.
Enter a name for your room in the "Room Name" field.
Consider using a consistent naming convention such as "Room Name | Floor" or "Building | Room Number" to help attendees locate rooms easily.
Select a map from the dropdown menu if you have floor plans uploaded.
Enter the capacity of the room to indicate how many people it can accommodate.
Add a description of the room's features or purpose (optional).
Upload a photo of the room if available (optional).
Mark the room location on the map by clicking "Mark on Map" if you selected a map.
Use the "Add Area Highlight Box" option to clearly indicate the room's location on larger floor plans.
Configure appointment settings if this room will be used for appointments:
Add date/time availability
Set daily hours
Specify who can book the room
Enable or disable double booking
Rooms with Appointment Configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Click "Save" to create your room.
Troubleshooting
If your room doesn't appear in the appointment booking interface:
Verify that you've added date/time availability for the room
Check that the room capacity is greater than zero
Ensure the user attempting to book has permission to see the room