How to manage rooms for camps and public programs This article will instruct on how to set up the proper style of room/area and its corresponding location for a camp and/or public program registration type that utilizes the drop down style of event control registrations.
Steps
Screenshots
Go to “Rooms and Areas” or ”Area Reservations”
Create a location to add all your rooms to.
Click “Add New LOCATION”
Name your location. Depending on the size of your attraction, you may want to name the location type.
Some attractions have multiple pods of rooms and need to separate their locations. You may only need one location for all your rooms.
Name your location
If the rooms are seasonal then set a narrow date range, if they are used year round, create wide date range as far out as possible
Add a description
Select the “Active” check box
Select “Submit”
Create a room by selecting “Add New AREA to Reserve”
Add an your name to the “Area Name” field
Add an abbreviated name to the “Abbrev. Name” field.
Select the venue. Some attractions have more than one venue/location
Select the “Area Location”
Select “Schedule Mode: Manual Schedule Mode”
*Manual Schedule allows you to click and assign rooms to certain sessions and not others before and after a program has gone on sale. This is always the mode used for camps or similar programs
If your room can be booked last minute, check “Same Day Reserve”
Add a min and max capacity for your room/area
Rank for manual schedule mode is not necessary. This is used when automatic scheduling mode is selected. *See other articles for auto-scheduling.
Add a description if needed.
Select “Active”
Click “SUBMIT”
Once you have created your location and their rooms/areas they will appear like this image
You can click on the Location name and rooms/areas underlined links to edit if needed.
The rooms show the capacities and times available.
To assign rooms, go to the link “Add or Edit Event Sessions”
Create your new sessions or click on an existing session.
Do not apply a room to session until after the session is created. This allows the session to know if there are any rooms still available for that time and avoids overbooking of rooms
Once the session is created or an existing is selected, you can assign an available room to a session. Please note: only one room can be assigned per session. Any other rooms must be added adhoc. See the adhoc room reservations article.
If the room was successfully added to the session it will appear like this image.
If the room will not allow you to assign it, please check with your program manager for assistance.
To view room bookings you can click on the Week View, Month View and also print out the
Date range for room reservations is available.
Export to excel or use the printer-friendly link.
Week-at-a-Glance for room reservations
Export to excel or use the printer-friendly link
Month Facility Reservations (Calendar view) for room reservations
