Creating venues and rooms

Venues are locations that contain one or more rooms. They store useful information such as the address, contact information, and an image of the venue. 

Role required: Site admin

Creating a venue

• To create a new venue, go to Setup → Venues → select Create venue in the top right corner of the page.
• Name: Name of the venue as it will appear on the site. 
• Description: Provide a description to let users know what the venue is and any information about the building.
• Image: Upload an image for a visual cue of the venue.
• Address: Enter an address so that users can find the location. Start typing the address in the field to find automatic suggestions of the address. If you cannot find the address listed in the suggestions, select Enter address manually to input the address manually without suggestion.  
• Contact information: You can enter an email address and a phone number for users to contact a person at the venue.
• Status: To publish the venue as a useable location, set the toggle bar to Active or if you wish to leave the venue as a draft leave the toggle as Inactive.
  Note:  A venue will only be visible to other users when the status is Active. You will not be able to set the venue to Inactive if the venue is in use.
• Save: Once the required venue details have been entered select Save changes. If you wish to reset the settings back to their previous state, select Reset changes.
• If the venue is Active, the venue will be visible to Learners and Trainers when viewing dates of a session. Other Admins within the workspaces you have shared the venue with will now be able to use the venue for sessions.
• Also Venues can be seen across workspaces if your organisation has more than one workspace. This means that other Administrators will be able to use the venue.

Creating a room

Rooms are contained within venues and are the defined space for where an event is held (E.g. a classroom). They store specific information such as capacity, cost, and location. 

• To create a new Room for a venue, go to Setup → Venues → select View on the venue you wish to add a room to, then select Create room.
• Name and Description: Enter a name and description for the room so users can determine which room they are looking at.
• Image: You can upload an image of the room from the media library that will provide a visual of the room.
• Location: You can also provide directions for learners to follow in the location field, helping to guide the learners to the correct location, for example what floor the room is on. 
• Capacity: A room can be given a maximum capacity so that it is not overloaded when scheduling a session.
  Note: This can be overridden when creating a session if required. For example, a room can be reorganised to accommodate more people for a specific session. 
• Cost: You can give rooms a cost per hour, per day, or per week depending on its usage and charges that are applied.
  Note: The cost is based on GBP (£).
• Status: If you are ready to publish the room as useable, toggle the status switch to Active.
• Save: Once you are happy with the details of the room select Save changes to finalise the room - it is now ready for use.

Note: A room can be shared across workspaces within the organisation, this ensures rooms are not duplicated or double booked.

Editing a venue

• You can view a list of venues by going to Setup → Venues.
• In this table you can view how many rooms a venue has and if the venue is active or inactive.
• Venue details: To view the details of a venue select View at the end of the row. Here you will find the venue name, description, location, and number of rooms the venue holds with information of those rooms.
  • Edit venue: Select View settings in the top right corner of the page to edit the venue details. 
    Note: Venues can only be edited if they are not being used and are set to Inactive.
  • Delete a venue:  You can delete a venue by selecting the Bin icon at the top right of the page.