Rooms
A room belongs to a location and has a fixed number of spots. You assign it to offerings or individual sessions. That way customers see where something takes place, and the number of participants of an offering stays within the room size.
Create a room
- Open Manager → Locations → Rooms (app.bookicorn.net/raeume).
- Tap Create room.
- Enter the Name, for example "Course room A".
- Choose the Location.
- Enter Max. participants.
- Save the room.
Name, Location and Max. participants are required. Create a location first if there isn't one yet.
Description, Size (m²) and Equipment are optional. With Online room, you store a Zoom link and a Zoom meeting ID instead. With Room is active, you take a room out of operation.
Assign a room to an offering or session
- On the offering: in the Location & Trainer section, first choose the Location, then the Room. The room applies to all sessions of the offering. For free time selection without the "Resources" addon, the room is in its own Room section.
- On the individual session: in the session under More → Edit, switch on the custom value for the Room field.
Only active rooms at the chosen location are available. Without a location, the room field stays locked and shows "Select location first".
Room capacity and number of participants
If a room is chosen, the offering's Max. participants can't exceed the room's capacity. Otherwise the Manager reports "Maximum room capacity: … participants". This also applies to the seats per time slot with free time selection.
Double booking of a room
Whether a room is already occupied at the same time is checked by the Manager with the "Occupancy Management" addon: when creating a single session and when editing a session, it shows a note if the room, trainer or location is already occupied. You can still save.
Without the addon, there is no check for double room bookings.
Block a room for maintenance or create blockings
With the "Occupancy Management" addon, the room has the Block for maintenance switch, together with a Note for the team (optional). For a fixed period, you create a blocking instead: in the room under Blocks with Add block, or for all rooms under Manage all blockings.
Maintenance and blockings affect bookings with free time selection and resources. Sessions with fixed times in this room stay bookable and aren't cancelled. More under Occupancy Management.
Delete a room
You delete a room in the room with Delete. This only works as long as no session refers to the room anymore. Otherwise the Manager reports "Room cannot be deleted (probably still in use)". If you don't want to use a room anymore, switch off Room is active.
Frequently asked questions
Why can't I choose a room for an offering? First choose a location in the Location & Trainer section. Only active rooms at this location appear.
Why can't I enter more participants? The chosen room has fewer spots. Increase Max. participants in the room or choose a bigger room.
Does Bookicorn warn me if a room is double booked? Yes, with the "Occupancy Management" addon when creating and editing individual sessions.
Can I give a room a color? No. Rooms don't have their own color.