The Location Availability view in Cadence provides a comprehensive overview of room bookings and available time slots across your event venue. This powerful scheduling tool helps you find suitable meeting spaces when creating appointments, identify scheduling 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
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:
Group By: Organizer (default) or Customer
Display: Thumbnail or Text Only
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.
Export the location availability view to Excel by clicking the "Export" button if needed.
Troubleshooting
If you cannot see the Location Availability option:
Verify you have the correct permissions for the event
Check if your screen size requires scrolling within the sidebar menu
Ensure the Appointments feature is enabled for your event license type