Admins and Agents can block locations for school closures, holidays, and any other large events. When scheduling an event, Admins can select an entire location or multiple locations without having to select every individual room for that location.
Locations can be blocked for both single and recurring events.
Blocking entire locations is only possible by creating a new event from the iiQ Event Module, not through an event reservation ticket.
The Room/Location field is where the user needs to select a room or a location for the event. Please note that you can not use both at the same time.
Select Rooms
The user can select a room(s), search for a specific room, and filter rooms by Location or Room Type.
When selecting a Room, each room displays the name of the location/school and the room number.
To unselect a room, click on the Clear Selection button at the bottom.
If a room or rooms are not available, they will not appear in the Select Rooms modal.
Multiple rooms can be selected to create a multi-room booking event. Multiple rooms can be at the same location or across several locations.
When selecting multiple rooms for an event, if one of the rooms isn’t available for the selected time, the system won’t allow the user to create the event and will display an error message. The user will have to pick a different room or change time for an event.
Select Locations
The user can select a location(s), search for a specific location, and filter locations by Location Type.
To unselect a location, click on the Clear Selection button at the bottom.
Multiple locations can be selected to create a multi-location booking event.
Admins can also select the whole district by clicking the Select All XX Locations checkbox at the top right corner.
After selecting Location(s), it will appear in the Room/Location field, and under the Room column, it will indicate that All (XX Rooms) were selected for blocking.
The Edit and Clear buttons allow the user to go back and make changes to their selection or clear the selection entirely.
If some of the selected rooms have an availability conflict with blocking or some events have already been scheduled for that blocking day/time, the Admin will not be able to schedule the blocking event but, upon Saving. You will receive an error message describing the conflict.
If an event has been scheduled accidentally on a Holiday or a day when school is supposed to be closed and before the Admin had a chance to block those days on the calendar, the only way to block those days is to first cancel that event and then schedule a blocking event.
Blocking Location(s) overtrumps the availability of rooms. When the admin blocks locations, no matter what rooms are available or not available in those locations, they will be blocked.
You can either select entire locations (Select Locations button) OR a set of rooms (Select Rooms button), but not both. The only way to select both a Location and several rooms from an additional school is by clicking on the Select Rooms button and manually checking every single room individually in one Location (i.e. all 98 rooms in Appletree Middle) and several in another (Armstrong Elementary).
Calendar integrations are not supported with blocking locations. If a blocking event is created in iiQ, this information will not be pushed to the Calendar integrations. Location blocking is only possible through the IIQ at this time.
When entering a Start and End Date/Time it is important to mention that the selected time will override the availability of all rooms in that location. In other words, if there happen to be some rooms available for booking during the selected blocking time frame, their availability will be disregarded and they will be blocked together with the rest of the rooms in that entire Location.
After filling out the rest of the event fields and saving, an information prompt comes up explaining that Location Booking disregards the availability settings of individual rooms and prevents any additional bookings at the selected location during the selected date range. It means that all the rooms in that Location will be blocked regardless of their availability.
After selecting the Proceed with Locations button, the event will be saved and the selected Locations/Rooms will be blocked.
The blocked locations will show on the Event Grid, Event Calendar, and Event Details section of the ticket.
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Hannah Bailey - Director, Customer Engagement