Table of Contents
Overview
Adding a Room Manually
Adding a Room Contact
Adding Room Images
Creating a Room Workflow
Adding Room Setup and Teardown Services
Deleting a Room
Related Articles
Overview
PATH: Events > Rooms
There are a few different ways to import rooms into Coursedog: manual entry, via CSV upload (requires Coursedog support), or via SIS integration (requires Coursedog support).
Adding a Room Manually
Step 1: Click “+ New Room” to open the “Add Room” modal.
Step 2:
Fill in room details, including all required information.
While Room Name (oftentimes used for reporting purposes) and Room Display Name (used to determine what users will see as the room's name in the Coursedog application) are oftentimes the same in the SIS, Coursedog allows you to store both.
For the purposes of Workflow Steps involving a Room Name, Coursedog will map the condition to Display Name or Room ID.
Room Template Considerations
The fields you see in the “Add Room” modal are determined by your Room Template configuration.
To view and/or edit that configuration, navigate to Event Scheduling > Settings > Room Template.
This page is used to build the default room record within Event Scheduling; you are able to define all the fields that should be associated with a room.
To learn more about the Room Template, visit this page.
Adding a Room Contact
Once you have added a room, you can manage its contacts.
How To Do It
Step 1: Click into the Room and then select “Room Settings”.
Step 2: On the Room Settings page, click “Add New Contact”.
Step 3:
Enter the Name, Email, and Phone Number information for the contact.
Indicate whether or not the contact should be notified if an event using the Room is added or edited.
To learn more about Automatic Event Notifications, click here.
Adding Room Images
PATH: ROOMS > (Select Room) > Room Settings
Overview
You can add photos manually room by room or in bulk.
To add photos in bulk, reach out to your Customer Success Representative for next steps; they will ultimately need all images along with a CSV that maps the image name to the room name.
To add photos manually, see below.
How To Do It
Step 1: Select “Room Settings”.
Step 2: Select “Images” on the left.
Step 3:
Select “Upload Image”.
You can upload one room photo per room.
Step 4:
Locate the photo on your hard drive and select “open”.
The room image will now appear to users when selecting a room in either Event or Academic Scheduling.
Users can click on the image to expand it for viewing purposes.
Creating a Room Workflow
Overview
You can set up a workflow that would ensure the proper people are notified anytime a request is created for a certain room.
How To Do It
Step 1: Navigate to Event Scheduling > Rooms > (Select Room) > Room Settings > Workflow Settings
Step 2:
Input a Step Name.
The Step Name should define what this workflow will be called, for example: "Room 202 Workflow".
Step 3:
Identify participants.
Participants would be the folks that should be notified when this room is requested.
Step 4:
Input values for “Votes required for approval” and “Votes required for rejection”.
“Votes required for approval” indicates how many votes should be required in order for the request to be granted.
“Votes required for rejection” indicates how many votes should be required in order for the request to be denied.
Step 5:
Define what should happen “If rejected at this step”.
Use the dropdown menu to determine if a rejected request should be returned to the author or to a previous step – or reject the request entirely.
Step 6: In order for this to actually be embedded within a Workflow, the user must set up a workflow with a dynamic step (that pulls in this workflow step), as defined in Workflows for Events.
Adding Room Setup and Teardown Services
PATH: Event Scheduling > Rooms > (Select Room) > Room Settings > Setup Services
Overview
Each room has a “Setup Services” tab for users to specify if a room requires setup/teardown times, and what is the default duration of those setup/teardown times.
If you want to auto-add setup/teardown services based on event type, the setup services must be set to “Not Required”. If they are set to “Required”, users will have to manually add the setup time.
If set to “Required”, the duration for setup time for an event will need to be an exact match of the default; if set to “Not Required”, it does not need to be a match, it can be more or less time than the listed setup time.
Required Permissions
In order to edit the Setup & Teardown Services, you must have both “View Rooms” and “Edit Rooms” permissions set to “Allow”.
If you are unable to edit Setup & Teardown Services, talk to your institution’s admin about gaining access.
Deleting a Room
Deleting a room is an irreversible action, so confirm you want to delete the room in question before proceeding.
Navigate to Rooms > (Select Room) > Room Settings.
Click the “Delete Room” button at the bottom of the page.