Configuring Rooms

Rooms are the specific places within your locations. Here you will learn how to set up rooms optimally.

Creating a Room

Prerequisites

• At least one location must exist
• Admin rights

Step by Step

1. Go to Admin → Locations
2. Select the location
3. Tab "Rooms"
4. Click "Add room"

Basic Details

Understanding Capacity

Standard Capacity

The maximum number of participants under normal conditions.

Example:

• Room is 100m²
• At 5m² per person
• Capacity: 20 participants

Class-Specific Capacity

Some classes need more space:

Temporary Adjustment

For special situations:

1. Go to the class appointment
2. Click "Adjust capacity"
3. Enter the new value
4. Applies only to this appointment

Documenting Equipment

Why Document?

• Trainers know what is available
• Customers can prepare
• Equipment planning is possible

Typical Equipment

Yoga/Pilates:

• Mats
• Blocks
• Straps
• Blankets
• Bolsters

Fitness:

• Dumbbells
• Kettlebells
• Resistance bands
• TRX
• Step boards

General:

• Sound system
• Mirrors
• Projector
• Microphone

Adding Equipment

1. Edit the room
2. Tab "Equipment"
3. Add equipment
4. Specify quantity

Availability

Room Opening Hours

Can differ from the location:

• Room only usable in the mornings
• Certain days reserved
• Seasonal differences

Blocked Times

For recurring unavailability:

• Cleaning times
• Private use
• Rentals
• Maintenance

One-Off Blocks

For special occasions:

1. Select the room
2. "Block time"
3. Choose date and time
4. Enter a reason

Room in the Calendar

Color Coding

Each room can have a color:

• Quick distinction in the calendar
• Clear assignment
• Visual overview

View by Room

In the calendar you can filter:

• All rooms
• Single room
• Multiple selected

Avoiding Conflicts

The system warns about:

• Double bookings
• Breaks that are too short
• Capacity issues

Virtual Rooms

What are Virtual Rooms?

For classes without a physical room:

• Online classes
• Outdoor activities
• Variable locations

Setting Up

1. Create a room
2. Type: select "Virtual"
3. Add a link or description

Examples

Best Practices

Unique Names

Good:

• "Yoga Hall Upper Floor"
• "Fitness Area"
• "Small Seminar Room"

Not ideal:

• "Room 1"
• "Large"
• "Upstairs"

Realistic Capacities

• Estimate conservatively
• Consider safety distances
• Factor in equipment needs

Regular Maintenance

• Adjust capacities when things change
• Keep equipment lists up to date
• Maintain descriptions

Frequently Asked Questions

Can a class take place in multiple rooms?

No, a class always has one room. For changing rooms: create separate appointments.

What about a room swap?

1. Inform affected bookings
2. Edit the appointment
3. Select the new room
4. Optional: send a notification

How do I handle outdoor classes?

Create a "virtual" room with the meeting point as the description.

Next Steps

• Back to overview
• Create a class