Create and manage event rooms for your convention. Rooms CAN BE individually managed to not just have approvals or auto scheduling, but also whether they have spaces or not. This helps tell the system how to handle submissions (open gaming vs picking a space).
Clicking a specific room in the manager and then clicking Spaces, when they have some, will show the list of spaces with a quickview visual indicator of capacity, etc.
- Room Combinations Are:
a. Spaces = NO, Approval = AUTO
Attendee picks their day/time/duration, enters location directions, event is immediately scheduled
b. Spaces = YES, Approval = AUTO
Attendee picks their space & time from the visual picker, event is immediately scheduled
c. Spaces = NO, Approval = REVIEW
Attendee picks their preferred day/time/duration x3, event is pending review
Spaces = YES, Approval = REVIEW
d. Attendee picks their preferred space & time from the visual picker x3, event is pending review
- Under Schedule, click Rooms.
- Under Rooms, click Create.
- Specify the following parameters:
- Creation Page & About, Settings & Access Internal Tabs (after saving)
a. Name: Enter the Name of the event room (e.g. open gaming, demo zone, etc.).
b. Description: Enter the description you want attendees to see when they are selecting a room for their submitted event.
c. Image: Enter an optional image that you want to display when attendees are choosing rooms to submit events to.
d. Status: Selected Enabled if you want the room to be active and visible to eligible attendees when submitting events. Select Disabled if you DO NOT want the room to be active and seen by anyone regardless of eligibility.
e. Access: Set the permissions for the room. Select Public to allow all attendees to submit events to the room. Select Private to allow only permitted attendees to submit events to the room. An Access prompt will now appear (private ONLY) at the bottom of the page. Search for and select the attendees you want to give access/permission to submit events to this private space/room ONLY. Click the blue bar to search and permit by Attendees, Badge Types, Badge Categories, Groups, Group Members, Registration Items and/or Volunteer Roles.
f. Spaces: Select No if the room WILL NOT have any official spaces. Event submissions to this room WILL NOT have any restrictions on times or locations (e.g. Open Gaming room that people can submit their own games to find players). Select Yes if the room WILL have official spaces. Event submissions to this room WILL be limited to times and tables that have space available.
g. Approval: Select Auto if no approval will be required for this room ONLY. Events submitted to Auto Approved rooms will be scheduled immediately for people to see and sign up for. Select Review to require events submitted to be reviewed and approved in this room ONLY. Reviewed events must be approved on the backend to be scheduled for people to see and sign up for. All rooms, both with spaces or without spaces, can be set to either auto or review.
h. Events: Select the Event type or types that you want to allow to be submitted in the room. Select All Event Types to allow events of all types in the room. Select Specific Events to select each specific event type you want to allow in the room. IMPORTANT - Event types need to be created before they can be selected here. See Types Section below.
i. Days: Select the specific days that you want to be available for event submissions.
j. Hours: Set the hours that the room will be available each day. Select All Day to allow events to be submitted at any hour of the day. Select Set Hours to override All Day and set different hours for all of the days. Select Daily Hours to override Set Hours and set different hours for each day.
- Click Save.
After Clicking Save, the Spaces bar will appear at the bottom of the screen.
Repeat this process for each room you want to create.
- About Internal Tab Name, Description and Image as described above.
- Settings Internal Tab Status, Access, Spaces, Approval, Events, Days and Hours as described above.
- Access Internal Tab Access as described above.
-Spaces Bar (When selecting Yes For Space ONLY): A Spaces Bar to setup and define your spaces will appear after saving. See below for more information about the Spaces Bar.
Spaces
Manage the spaces that can be booked in the room.
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Click the Spaces bar.
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Click Create at the top of the page.
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Specify the following parameters:
a. Name: Enter the name of the Space in the room (e.g. Table #1, Publisher Name Table, etc.).
b. Seats: Enter the total number of seats that are allowed in that space.
c. Status: Same as described above.
d. Access: Select All Eligible to allow this specific space's access to all people permitted to use the room. Select Admin * Moderators to restrict this specific space's access to admins and mods only. Click Allowlist restrict this specific space's access to admins, mods and other permitted users.
e. Days: Same as described above.
f. Hours: Same as described above.
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Click Save.
Repeat this process for each space you want to create in this specific room.
Wizard
Create multiple spaces that can be booked in the room at once.
a. Name Template: Enter the naming format you want to use. Enter the name of the event with either {number} or {letter} after to automatically number or letter the spaces (e.g. Table {number} = Table 1, Table 2, etc. & Table {letter} = Table A, Table B, etc.)
b. Number of Spaces: Enter the number of spaces you want the Wizard to create.
c. Seats Per Space: Enter the number of seats you want the Wizard to create per space.
Clone
From each specific room page, you can clone a room to replicate all of the setup into a separate room. Click Clone. Enter the new name for the new room. Click Save.