Rooms and room availability

Add a room

Every session is held in a room, and a group session takes its capacity from the room. Owners and Admins manage rooms on the Business › Rooms page.

1. 1

   On the Business › Rooms page, press Add Room.

   The Add Room window opens.

2. 2

   Fill in the Room Name and the Capacity.

3. 3

   Under Class Types, choose the classes this room can host.

4. 4

   Choose a Calendar Color; if you like, note equipment or location under Note.

5. 5

   If the room will be closed on certain days, add the blocking rules under Availability now (described below).

6. 6

   Press Save.

   The message "Room added" appears and the room shows in the list as a card.

Capacity

Between 1 and 200 people. A group session added to this room takes its capacity from here and cannot exceed it.

Class Types

On the calendar this room can only host the selected classes. The same pairing shows under Rooms in the class's form; change it on either side and the other follows.

Calendar Color

The color that tells this room apart on the calendar.

Block a room at certain times

For upkeep, renovation or a holiday, you block the room under Availability. Blocked times show hatched on the calendar, and no session can be added in that room during them.

1. 1

   Open the "⋯" menu on the room card and choose Edit.

   The Edit Room window opens.

2. 2

   Under Availability, press Add Blocking Rule.

   The blocking form opens.

3. 3

   Choose the Blocking kind: Date range for certain days, Weekly for a closure that comes back every week.

4. 4

   For a Date range, pick the start and end dates; for Weekly, tick the days under Days.

5. 5

   To block certain hours rather than the whole day, turn off All day and choose the Start time and the End time.

6. 6

   If you like, add a Note (for example "Maintenance").

7. 7

   Press Save the Blocking Rule.

   If no session conflicts, the message "Blocking rule added" appears and the rule joins the list.

If the blocking rule conflicts with planned sessions

If the rule covers sessions already planned in that room, the Blocking conflict window opens before anything is saved. Its Conflicting sessions table lists each session with its date, time, class, instructor and occupancy.

• Cancel leaves the rule unsaved and every session as it was.
• Confirm and Cancel Them saves the rule and moves the conflicting sessions to Canceled - Blocking. The message tells you how many sessions were canceled.

Members booked into the canceled sessions get their credits back the same way as with a manual cancellation: a seat booked with a package credit returns it to the package, and a seat whose credit was already used, or that was paid with a make-up credit, comes back as a make-up credit. The members and the instructor are told about the cancellation. See Cancel or delete a session.

Deactivate or delete a room

• Deactivate: the room drops out of the pickers; sessions already on the calendar and past records are kept. Bring it back with Activate.
• Delete: the room is deleted for good, together with its blocking rules and class pairings. A room with any session or series on record cannot be deleted; "This room is in use and cannot be deleted" opens instead and suggests deactivating it.