Contents
Rooms and Resources can be reserved for the events during which you need them. For example, you can reserve the room where the event is taking place, or the equipment you require during the event - such as a projector, tables, chairs, microphone, stands, etc. This guide takes you through the reservation process. To learn more about managing your rooms and resources in ChMeetings, please see our Manage Rooms & Resources guide.
The Reservation Process
To start reserving a room or resource for an event:
- Open the event in question,
- Click Rooms & Resources.
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The event page also shows a Rooms & Resources box with what is reserved and how many dates have their own setup. Click Edit in that box to make changes.The button and box appear once you have added at least one room or resource. On a phone, the button is in the event’s context menu.
One-time Events
From the Rooms and Resources button or box on your event, you will be taken to the Rooms and Resources window, where you can select what you need to reserve for the event.
- Under For this Event, click Add Room or Add Resource and choose from your list.
- For a resource, use − and + to set how many you need; you can't reserve more than there are available.
- Click × to remove an item,
- Save when you are done.
Recurring Events
From the Rooms and Resources button or box on your event, you will be taken to the Rooms and Resources window, where you can select what you need to reserve for the event.
Under For the Whole Event you are reserving the room or resource for every date of the event.
To reserve for a specific event occurrence on a certain date, go to Individual Dates, where you will find the event dates in the next 6 months. Each date shows its time, what is reserved, and whether it is Available or has a conflict. A label shows where the setup comes from:
- From the Event: the room or resource has been reserved for the entire event, with all its occurrences.
- Custom Setup: the room or resource has been reserved specifically for the respective date..
Use the All, Conflicts, and Custom Setup tabs to narrow the list, or search in the Room or Resource box and click Filter to find exactly the room or resource you are interested in.
Custom Reservations for Specific Occurrences
If you reserve a room or resource for an entire recurring event, you can adjust the reservation for a specific occurrence.
- Click Change on a date.
- The Rooms & Resources for DD/MM/YYYY window shows the reservation made for the entire event, or any previous custom reservation, if this is the case. Here you only change what should be different. For example, if an event occurrence takes place in a different room, you just change the room and leave everything else as-is.
- Click Apply when done.
If the occurrence you changed had reservations initially made for the entire event, so was listed as From the Event, now it has a custom reservation, so it will be listed as Custom Setup.
If nothing is reserved for the entire event, each date shows a Reserve button, and only the dates you reserve show a Change option.
Change Multiple Reservations
You can change the reservations for multiple event occurrences by ticking the dates you want, or ticking Select All Shown. When you make a date selection, a bar is displayed that shows you several options:
- Set Rooms & Resources: Use this option if you want to assign the same room or resource to all selected occurrences.
- Use Event Reservation: Use this if you want to set the selected occurrences to the rooms and resources reserved for the entire event. When nothing is reserved for the whole event, this button reads Clear these Dates, which just removes the reservations from the selected dates.
- Clear will deselect the dates.
Remember to save: The changes made in this window, including date changes, are only kept when you click Save. Changing the whole-event reservation applies from the current date forward and does not change past dates. |
Conflicts
The app checks availability while you choose rooms and resources. There are two kinds of conflicts that you might encounter:
| Conflict | When it happens | Example message |
| Room | Another event has reserved the same room at an overlapping time. | Fellowship Hall is already reserved |
| Resource | Events at overlapping times need more of an item than the available quantity. | Only 20 of Folding Table available - 22 requested |
A conflict is only a warning and does not prevent you from saving the reservation. This is because, for example, two groups may agree to share a hall. For recurring events, dates up to 6 months ahead are checked for potential conflicts.
The conflict message names only the room or resource, not the other event, because that event may belong to a ministry you can't see.
When an event has a conflict, its page shows a warning. Click Fix conflict to open Rooms & Resources and change the reservation.
Notes
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