Appointment rooms in Cadence allow you to designate specific physical spaces for meetings during your event. Properly configured rooms help schedulers book appropriate spaces based on capacity needs, availability, and special features. Managing rooms effectively ensures your team can efficiently schedule appointments without double-booking or selecting inappropriate spaces.
When to use
When setting up meeting spaces for an event
When you need to control which groups can book specific rooms
When configuring room availability for specific dates and times
When you want to prevent scheduling conflicts
You must have System Administrator or Event Manager permissions to manage appointment rooms.
How to do it
Navigate to your event dashboard in Cadence.
Click "Event Setup" in the left sidebar menu.
Select "Rooms" from the dropdown menu.
Click the "Add Room" button to create a new room.
For events with many similar rooms, create one room first with all desired settings, then use the "Apply Room Configuration" feature to quickly set up additional rooms.
Enter the room name in the "Room Name" field.
Consider using a consistent naming convention that includes location details, such as "HH | MR1001 | East Building | McCormick Center".
Add a description of the room's features or purpose (optional).
Set the room capacity by entering the maximum number of people the room can accommodate.
Configure room availability by clicking "Add Date/Time Availability".
Rooms with appointment configurations enabled cannot be selected for schedule items. They will only appear in the appointment booking interface.
Select start and end dates for when the room will be available.
When you update the start date, the end date will automatically update to match.
Set daily availability hours by specifying open and close times.
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.
If this option is disabled, the system will prevent users from booking the room when it's already reserved.
Toggle "Enable Fixed Appointment Duration" if you want to restrict appointments to specific time lengths.
Select the allowed durations if fixed durations are enabled (15, 30, 45, or 60 minutes).
Click "Save" to create the room.
Troubleshooting
If you attempt to delete a room that is currently assigned to appointments:
You will receive an error message stating "Deletion not possible. This room is currently assigned to one or more appointments."
You must first unassign the room from all associated appointments before you can delete it.
If rooms aren't appearing in the schedule item location dropdown:
Check if the room has appointment configurations enabled. Rooms with appointment configurations cannot be selected for schedule items.