When scheduling appointments in Cadence, room booking conflicts occur when multiple users attempt to reserve the same room for overlapping time slots. Through the Appointments Menu › Settings section, you can identify and resolve these conflicts to ensure efficient use of meeting spaces and prevent double-booking issues that could disrupt your event.
When to use
When you receive error messages about room availability
When attempting to schedule appointments in popular rooms
When rescheduling appointments to different locations
When managing multiple appointments during peak event times
Before you start
You must have Event Manager, Event Scheduler, or System Administrator permissions to resolve room booking conflicts. Room configuration settings can only be modified by System Administrators.
How to do it
Navigate to the Appointments section in your Cadence dashboard.
Select an existing appointment or click "New Appointment" to create one.
Add the date and time for your appointment in the appropriate fields.
Click the Location dropdown to view available rooms.
Rooms that are already booked during your selected time will not appear in the dropdown list unless they are configured to allow double booking.
Review any conflict warnings that appear when selecting a room.
If you attempt to select a room that's already booked, you'll see a validation error preventing you from saving the appointment.
Open the Room Availability view by clicking "View Room Availability" to see a calendar of all rooms.
Select a different date or time where your preferred room is available.
The Room Availability view shows all rooms with their booking status, making it easier to find alternative spaces.
Consider using a room with double booking enabled if your meeting can share the space with another group.
Check room capacity to ensure it meets your attendee requirements.
Rooms display their maximum capacity, helping you select an appropriately sized space for your meeting.
Select an available room that meets your requirements.
Click "Save" to confirm your appointment with the selected room.
Troubleshooting
If you still encounter room booking conflicts:
Verify that the room hasn't been deleted or disabled since it was initially booked
Check if the room has appointment configuration enabled, which may restrict availability
Ensure you're not trying to book outside the room's configured availability hours
Contact your System Administrator if a room appears available but cannot be selected
Related links
How to manage appointment rooms
How to use the scheduling assistant for finding available times
How to set up appointments with capacity limits for multiple attendees