Recurring Room Bookings
Many events happen over and over on a set schedule. Use
recurring room bookings to add the event once, including all
setup/tear down tasks, and make it repeat automatically over
You Need a Special Permission
- Click Settings > Users
- Select the Role to update
- Expand the Room Bookings Panel
- Check the permission Can Create Recurring Room
Tip: if you don't have access to
the Settings tab, talk to your administrator of TheWorxHub. If you
don't know who that is contact us!
Make a Recurring Template From An Existing Room Booking
In order to make a room booking event recur, you first need an
event to start with. This can be any booked or completed event. You
can even take an incoming request, book it, then make it recur.
When in your Room Booking Info tab, click the Make This a
Recurring Event link in the top right.
A new room booking template is created. You can make this
template repeat over time.
- Click the Recurrence tab.
- Specify the recurrence pattern.
Pick the Start Date of the series. If automatically
defaults to the day after the original event used to created the
template, but you can move this to any other future date as well.
You can optionally add an End Date if this recurring event
should stop repeating at a point in the future.
- For the option "Allow editing of instances up to X days in
advance" specify a number of days into the future that you want the
calendar to forecast and allow editing of specific instances. As an
example, for a weekly event, TheWorxHub will default to allow you
to edit future events 90 days in advance.
- Use the Event Start Time and End Time to
specify the time of day that this event occurs. This automatically
defaults to the time of day of the original event used to create
- Click Save Schedule.
TheWorxHub Updates Your Calendar
Once you've created your recurring room booking, your calendar
automatically gets updated with the events.
In many cases other departments are involved in a
room booking. Your maintenance and housekeeping departments might
have special setup and tear down tasks associated with these
events. Because we want those departments to get some advanced
warning for scheduling purposes, TheWorxHub automatically reviews
your recurring room bookings every night and 'generates' the next
14 days work of room events thus creating setup/tear down work
orders for other departments.
Edit Any Instance from the Calendar
In the case where something has changed about a specific date in
your series of recurring events, you can always edit an upcoming
instance without impacting the series.
Maybe three Fridays from now, the evening movie night needs to
be moved to Thursday because of HVAC maintenance in the regular
room. Perhaps you need to cancel a future event, or just
change the time. You can do this by finding the event on your
calendar, using the monthly view is often easiest, then
double-clicking on it.
From here you can edit just one instance, or update the whole
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