Overview
When scheduling sessions, facilitators can optionally reserve rooms at a center, if that center has created room records. The system helps prevent double-bookings by showing warnings when a selected room is already reserved during your chosen time slot.
Scheduling a Session with a Room Reservation
Step 1: Select Clients
Choose the client(s) who will attend the session.
Step 2: Select a Center
Select the center where the session will take place.
Step 3: Schedule the Session
1. Select a Date for the session
2. Select Room(s) from the dropdown
- You can select multiple rooms if needed
- When you select a room, the start and end times may auto-fill based on the room's default times
3. Adjust Start and End Times as needed
- If you add a room with earlier/later defaults, the times expand automatically
- You can always manually adjust the times
Step 4: Review and Create
Before creating the session, review the summary. The system will show warnings if:
- You have other sessions on this date - You may already have sessions scheduled
- The room may not be available - Another event is already booked in the selected room during your time slot
> Important: These are warnings, not blockers. You can still create the session if needed, but you may want to check availability first.
Checking Room Availability
While scheduling, you can click the View Room Availability link to open the Room Reservation Calendar in a new tab. This shows you all bookings for the center's rooms.
What Facilitators See on the Calendar
When you view the Room Reservation Calendar, you'll see:
- Which rooms are booked and when
- Time slots for each booking
You will not see details about other bookings (like participant names or session details) - just the times and rooms that are reserved.
Handling Conflicts
If you receive a room conflict warning:
1. Click View Room Availability to see current bookings
2. Choose to either:
- Select a different room
- Adjust your time slot
- Proceed anyway (the room may be shared or the conflict may be acceptable)
Timezone Handling
If your browser's timezone differs from the center's timezone, a warning will appear showing both timezones. Times are displayed in your local timezone, but stored relative to the center's location.