Rooms & Reservations

Rooms & Reservations Settings¶

In order to manage settings for Rooms & Reservations, a user will need the Admin role. Navigate to Admin > Advanced > Settings > Features > Rooms & Reservations. This section contains the following settings.

Ad-hoc Location Role: If a role is entered here, only users with that role can create or edit ad-hoc (non-standard) locations for meetings. Users without this role will not see the ad-hoc location option when creating or editing meetings, and will not be able to modify locations on meetings that have ad-hoc values.
Default Calendar Feed: Select a default calendar feed that will be prepopulated when a new meeting or meeting series is created. This applies to meetings created from the Meetings Grid, Meeting Series Grid (Settings > Attendance), and the Calendar.
Default Meeting Involvement: Enter the default Involvement for meetings created from locations other than an Involvement (i.e. from calendar).
Default Meeting Series Length: This is the length of days that a meeting series will be generated to if no end date or number of occurrences is specified (default is 90).
Enable Notifications: When set to True, Rooms & Reservations notification emails will be sent. This includes notifications for reservation requests, approvals, denials, updates, and cancellations.

Note

Notifications will not be sent for meeting created where none the Assets, Locations or Services require Approval by Role.
Location Dropdown Starting Depth: Set the number of layers depth, with an integer such as 1, that will display in the Location dropdown on initial dropdown load.
Meeting Approver Role: Users with the Admin or CalendarManagement roles can always approve Meetings. However, if you provide another role here, users with that role can also approve Meetings. Users who can’t approve anything won’t see the Approvals section of Rooms & Reservations. Any users with the specified role will be limited to only seeing the Approvals section of Rooms & Reservations.
Require Meeting Approval: When set to True (default), meetings require approval like other reservables. An email notification of Approval Required will be sent only when an Approval Role is populated for the Location/Asset/Service being used. When set to False, meetings are automatically approved and only assets and services require approval. When False, the meeting approval state is hidden on the Approvals page and Calendar, and the Meeting Status filter is hidden on the Calendar.
Reserve With Conflicts Role: If a role is entered here, a user with that role can make reservations with conflicts. If this role is not set, reservations with conflicts will not be allowed.
View Calendar Role: If a role is entered here, users with that role will have view-only access to the calendar. When viewing the calendar, clicking on a meeting will open the meeting page instead of the meeting edit modal. This is useful for users who need to see the calendar but should not be able to edit meetings.

Note

If a user has additional roles that provide access to create meetings through an involvement, such as the Attendance role, they will be able to create meetings through the Calendar EVEN IF they have the role entered in this setting. The View Calendar Role grants visibility but does not limit ability given through other roles.