Room Availability is a new concept for Rooms and how each specific Room can be leveraged within iiQ Events. For iiQ Events, users are able to request events at specific Rooms and create those Events to reserve the Room and avoid double bookings. In order to allow users to begin requesting Room reservations, a Room must first be made available. This can be thought of as assigning open hours to a Room that will open the Room to be seen by users for event requests.
Set Availability
By default, all Rooms will be 100% unavailable until an admin selects and updates the Availability for one or more Rooms. Updating the Availability of a Room can be done in bulk on the Rooms list view or individually on the Rooms Detail page.
Update Availability and Threshold from Rooms Detail
Navigate to Places > Rooms list view and click on a Room
From the Room Details page, click on the Availability Tab
Toggle ON or OFF the days of the week the room should be made available
For each day of the week set to ON, set the Open Time and Closed Time
Closed Time must be after Open Time
The Booking Notice Threshold is the advanced notice required to request the room before an Event Start time. If the request is made and the timeframe between the start of the event and the event reservation request ticket is less than the threshold, the requestor will receive an informational message and not be able to advance the ticket until the time between the Ticket request and the start time of the event is greater than the Booking Notice Threshold.
Click Update Room
Updating the Availability of a Room will overwrite any previous Availability settings configured.
Any Events that have already been created prior to updating a Room’s Availability will not be affected. This is true even if the Event’s start and end time falls outside the newly set Availability window. However, no edits can be made to the Event until the start/end time falls within the Availability window.
Update Availability in Bulk
Navigate to Places > Rooms list view
Select one, multiple, or all Rooms using the checkboxes beside each Room row
Click Edit Availability
Toggle ON or OFF the days of the week the room should be made available
Day toggles are OFF by default. When the user turns the toggle ON the open/close time range defaults to 7 am - 7 pm. The user can change the time as needed.
For each day of the week set to ON, set the Open Time and Closed Time
Closed Time must be after Open Time
Click Update Rooms
Confirm to apply the changes to all selected rooms
Update Threshold from Bulk
The Booking Notice Threshold is the advanced notice required to request the room before an Event Start time. If the request is made and the timeframe between the start of the event and the event reservation request ticket is less than the threshold, the requestor will receive an informational message and not be able to advance the ticket until the time between the Ticket request and the start time of the event is greater than the Booking Notice Threshold.
Navigate to Places > Rooms list view
Select one, multiple, or all Rooms using the checkboxes beside each Room row
Select Other > Change Lead Time
The Bulk set room lead time modal will appear, and the user should click on the drop-down for the Choose a minimum threshold field. There are 10 options in the drop-down to select, ranging from 24 hours to 1 month.
Update Rooms will save the Threshold for the selected rooms.
Room Availability’s Impact on Events
By default, all Rooms will be 100% unavailable until an admin selects and updates the Availability for one or more rooms. If a Room is 100% unavailable, it will not be able to be seen by users for Event reservations. If a Room is at least partially available, it will appear for users to select Event reservation requests. However, if a user attempts to schedule an Event outside the Room's availability window or on a day the room is unavailable, they will receive an error and must select a new time.
Room Availability | Day/Time Selected in Events | Result |
Unavailable | N/A | Room does not appear to user |
Available | Day is available but time is not | Errors saying day is only available at certain times |
Available | Day is not available | Error saying day is not available |
Available | Day and time is available but the request does not have enough advance time notice | Error message indicating that the reservation cannot be booked due to the set threshold (advanced time notice) |
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Hannah Bailey - Director, Customer Engagement