Overview of Room Bookings

Room Bookings is an add-on app for TheWorxHub that centralizes the management of rooms or areas that can be reserved within your community. This can include a wide array of rooms such as:

  • conference rooms
  • dining rooms
  • guest suites
  • outdoor areas like patios, gazebos etc.
  • activity rooms
  • chapels

The Room Bookings app is more than just blocking off a room on a calendar -- each room booking event can include setup and tear down tasks that span multiple departments such as maintenance, IT or housekeeping. On top of that, the equipment reservation feature ensure various mobile equipment such as projectors, PA systems and tripod screens can be reserved and everyone can tell what equipment is available and when.

Room Bookings User Permissions

Many of your existing security roles in TheWorxHub could have access various parts of room bookings.

Go to Settings > Users 

  1. Select the User Role to which you would like to add Room Booking permissions.
  2. Expand the Room Bookings panel.
  3. Check the permissions you would like to give to this User Role.
  4. Click Save.

1Permissions.png

Review and Update Pick Lists

There are two pick lists that come with Room Bookings, Room Type and Room Booking Category. These pick lists can be modified by going to Settings > Pick Lists.

Room Type

Room Type is used to classify your bookable rooms. The default entries are:

  • Auditorium / Theater
  • Dining Room
  • Guest Suite
  • Games Room / Activity Room
  • Meeting / Conference Room
  • Patio / Gazebo / Grounds
  • Pool / Court / Sports Area

To add a new Room Type, go to Settings > Pick Lists > Room Type.

  1. Click + New Pick List Item. A blank field will be added to the top of the list.
  2. Click in the Name field and enter the new room type.
  3. Click Save Changes to this Pick List

Room Booking Category 

The Room Booking Category is used to classify the type of event or purpose of the room booking. The default entries are:

  • Activity
  • Birthday Party
  • Breakfast / Lunch / Dinner Event
  • Guest Suite Reservation
  • Funeral Service
  • Private Event
  • Resident Meeting
  • Staff Meeting

To add a new Room Booking Category, go to Settings > Pick Lists > Room Booking Category.

  1. Click + New Pick List Item. A blank field will be added to the top of the list.
  2. Click in the Name field and enter the new room booking category.
  3. Click Save Changes to this Pick List

1Room Booking Category.png

Room Booking Settings

There are several settings you will want to review and adjust relating to Room Bookings. To access the Room Booking Settings, go to Settings > Misc >  Room Bookings.

Lead Time and Conflict Potential

1Settings.png 

Room Booking Category Calendar Color

Each event on the calendar is color coded by the Booking Category chosen for the event. You can adjust these colors from this page.

  1. Click on the color block to open the color picker.
  2. Select the color you desire.
  3. Click Save at the bottom of the page when you are finished adjusting the colors. 

1Calendar Color.png

Print this page
Help line message for the printer style.  Having problems; Call our toll free support line: 1-877-363-9679