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Setting up Rooms in Events

2.1 Setting up Rooms

To view Rooms, click on the Rooms tab on the left hand side of the screen. 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).

2.2 Adding a Room Manually

Adding a room can be done by clicking '+ New Room' in the Rooms tab on the event scheduler. 

The below modal will pop up for you to input the Room's details. Note that, 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.

2.3 Adding a Room Contact 

Once you have added a room, you can click into the Room > Room Settings to manage contacts.

On the Room Settings page, click 'Add New Contact.'

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.

2.4 Adding Room Images

You may add room images by selecting the images button in the Room Settings page. The administrator will see the Room image appear under the room profile in the images tab. 

The Room image will appear to users when selecting a room during event and class scheduling.

Users can click on the image to expand it for viewing purposes.

2.5 Creating a Room Workflow

To set up a workflow so that someone gets notified anytime a request in created within a room, add a workflow step to the room within the Room Settings page. The Step Name would define what this workflow will be called, for example: "Room 202 Workflow", Participants would be the folks that should be notified when this room is requested, votes required for approval defines how many approvers need to approve the request in order to be granted, and If rejected at this step defines whether a proposal returns to an author or someone else. 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.

2.6 Setting Blackout Dates

Coursedog allows you to define “blackout dates,” which define dates during which a room, building or your institution will be unavailable for events. 

Setting Blackout Dates for a Room or Building: click on Room Settings and then select the Blackout Dates tab to enter the span of dates/times for which you wish to black out the room. To black out a building, do the same process in the Buildings tab.

Setting Blackout Dates for your Institution: To set blackout dates for your entire campus, click on the Settings tab, select Blackout Dates, and enter the dates/times for which you wish to blackout your campus.

2.7 Adding Room Setup and Teardown Services

Within Room Setttings, Rooms have 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.

NOTE: If you want to auto-add setup/teardown services based on event type, the setup services shown above must be set to 'Not Required'. If they are set to 'Required' users will have to manually add the set up time. 

Required Permissions: Note that in order to edit the Setup & Teardown Services, you must have both View Rooms and Edit Rooms set to 'Allow.'

2.8 Deleting a Room

To delete a room, select the room you wish to delete, click the ‘Room Settings’ button, then click the ‘Delete Room’ button at the bottom of the page.

Kristan is the author of this solution article.

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