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, and blocks scheduling into rooms that are closed on the day you've chosen.

Choose the client(s) who will attend the session.

Select the center where the session will take place.

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

- Rooms that are closed on the selected day appear dimmed in the dropdown. You can still open the dropdown to see them, but selecting one will block the form until you either pick a different room or change the date. See When a Room Is Closed on the Selected Day below.

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

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.

> One exception: if a selected room is closed on the day you've chosen, the Create Session button is disabled until you pick a different room or a different date. This is a hard block, not a warning.

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.

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.

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)

Center Administrators can mark rooms as closed on specific weekdays (for example, "closed Sundays"). When you're scheduling a session:

- Rooms closed on the session's day appear dimmed in the rooms dropdown

- If you select a closed room, an inline warning appears naming the day of the week and listing the affected rooms

- The Create Session button is disabled until you resolve the conflict

To resolve the conflict, either:

- Pick a different room that's open on that day, or

- Change the session date to a day when the room is open

> Rescheduling: The same rule applies when rescheduling an existing session. If you change a session's date to a day when one of its rooms is closed, the reschedule will be blocked in the same way.

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.