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Configuring the Room Template

Overview

The Room Template (found within Settings > Room Template) is used to build the default room record within the Events management platform. You are able to define all the fields that should be associated with a room.


Adding Cards

The Room Template is categorized by Cards. When you first visit the Room Template, you will only see the auto-generated card titled ‘Room,’ but you may add a card above by clicking on the blue ‘+’ sign at the right of the existing card (or below, by scrolling to the bottom of the page and clicking on ‘Add Card’).



All cards can have questions added or removed from them. Questions are divided between Custom Fields and Pre-built Fields, as shown in the left-hand sidebar of the Section Template. This distinction is made to ensure that users do not accidentally add custom fields for fields that are hard-coded in the system. 


Adding Room Questions or Fields

To add a question/field to a card, simply drag and drop from the Question Bank into the card. Additionally, fields can be moved to different cards within the template editor by dragging and dropping them.


The Custom Field Types describe which format a question's answer should be in (i.e. if the answer should be text, a date, a number, etc.).


 

If a user adds a custom field it will be clearly labeled with a 'Custom Question' flag.


 

If you select a field within a card, a Question Settings window will appear on the left in the sidebar. This will allow you to customize more nuanced functionality related to the field. For example, you may determine a field to be required, or to be editable only by certain Roles.

 

Room Cost

Note that you may add a pre-built ‘Room Fixed Cost’ and/or 'Room Hourly Cost' field in the Room Template which would then allow you to define the cost of booking a single meeting in any given room. When creating an invoice for an event, the hourly cost will be multiplied by the number of hours of each meeting.



When selecting a room, the room cost will display both the fixed cost and hourly cost.



Please note that, in the room select modal in the public site, the modal will only display the room's fixed cost (not hourly cost).


These fields are used in calculations of invoices.


Note: The hourly room cost is multiplied by the number of hours for the event to arrive to the 'Total' column. The number of hours of the event is always rounded up. For example, if an event takes place 8:00 AM - 10:00 AM, the number of hours will equal two (2). If an event takes place 8:00 AM - 10:05 AM, the number of hours will equal three (3). You may confirm the number of hours for the event in the invoice, under 'Meeting.'


Removing Room Questions or Fields

To remove a field entirely select its red trash can.



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