How to check room availability when scheduling appointments {[57](https://app.asana.com/1/204358902455423/project/204358915454015/task/1204916476298400)}
How to check room availability when scheduling appointments {[57](https://app.asana.com/1/204358902455423/project/204358915454015/task/1204916476298400)}
Check Room Availability When Scheduling Appointments
The Location Availability feature in Cadence allows you to view room bookings and available time slots across your event venue. This powerful tool helps you find suitable meeting spaces when scheduling appointments, identify conflicts, and make efficient use of your event's physical resources.
When to use
When scheduling new appointments and need to find an available room
When rescheduling existing appointments to a different location
When checking room utilization across your event
When planning staffing for high-traffic areas or rooms
Before you start
You must have System Administrator, Event Manager, or Event Scheduler permissions to access Location Availability.
How to do it
Navigate to your event dashboard in Cadence.
Click "Appointments" in the left sidebar menu.
Select "Location Availability" from the dropdown menu.
Choose a date using the calendar selector at the top of the page.
Use the arrows next to the date to quickly move between days.
Review the time grid showing all rooms and their availability status.
Use the search bar to find specific appointments by title, organizer, or customer name.
Click the "Refine" button to filter rooms by specific criteria such as capacity or resources.
Select the "View Options" dropdown to change how appointments are displayed.
Click on any time slot in an available room to create a new appointment.
The appointment form will open with the date, time, and location pre-filled based on your selection.
Click on an existing appointment to view its details or make changes.
If you modify an existing appointment, notification emails may be sent to attendees unless you disable the "Send Emails" option.
Use the timezone selector (clock icon) to toggle between event timezone and your local timezone.
All times displayed in the Location Availability view are shown in the timezone indicated at the top of the screen.
Troubleshooting
If room availability doesn't appear to be accurate:
Verify that the room's availability hours are properly configured in the admin settings
Check if you're viewing the correct timezone (event timezone vs. local timezone)
Refresh the page to ensure you're seeing the most current booking information