Overview
The Room Reservation Calendar provides a visual view of room bookings at a center. What you can see and do on this calendar depends on your role.
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Facilitator View
Facilitators can view the calendar to check room availability when planning sessions.
What You'll See
- Room names on the left sidebar
- Time blocks showing when rooms are booked
- Week, Day, and Month views to see availability at different scales
What You Won't See
- Event titles or descriptions
- Session participant names
- Facilitator names
- Payment or session status information
This redacted view protects client privacy while still letting you check availability.
How to Use It
1. Navigate to Room Schedule for your center
2. Use the view buttons to switch between Week, Day, or Month views
3. Click the navigation arrows to move forward or backward in time
4. Identify open time slots where no bookings appear
> Tip: Use this calendar alongside the session scheduling form to find available times before making your selection.
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Center Administrator View
Center Administrators have full access to the calendar, including the ability to create, edit, and delete standalone events.
What You'll See
- Full event details for all bookings
- Session-linked events showing:
- Participant names
- Facilitator names
- Session status (color-coded)
- Payment status indicators
- Standalone events (not linked to sessions) showing:
- Event title
- Event details
- Assigned rooms
Color Coding
Events are color-coded by session status:
- Session events match the color scheme from the Sessions page
- Standalone events appear in grey
Creating a Standalone Event
Use this feature to block off rooms for non-session activities like maintenance, meetings, or private bookings.
1. Click and drag on the calendar to select a time range, OR
2. Click the Create Calendar Event button
3. Fill in the event details:
- Title (required) - A name for the event
- Date and Time (required) - When the event takes place
- Rooms (required) - Which room(s) to reserve
- Details (optional) - Additional notes or description
4. Click Create to save the event
Editing an Event
For standalone events (not linked to sessions):
- Click on the event to open the detail popover
- Click Edit to modify the event
- You can also drag and resize events directly on the calendar
For session-linked events:
- Session events cannot be edited from the calendar
- Click View Session to navigate to the session page
- Make changes to room reservations through the session editing interface
> Why can't I edit session events on the calendar?
> Session room reservations are managed through the session workflow to ensure all session details stay synchronized.
Deleting an Event
Only standalone events can be deleted from the calendar:
1. Click on the event to open the detail popover
2. Click Delete
3. Confirm the deletion
Session events must be modified through the Sessions feature.
Quick Actions
- Drag events to reschedule them (standalone events only)
- Resize events to change duration (standalone events only)
- Click events to view details and access edit/delete options
- Click "View Session" on session events to go directly to the session page
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Tips for Center Administrators
1. **Use standalone events** to block time for maintenance, staff meetings, or other non-session activities
2. Check session status at a glance using the color-coded events
3. Use month view to see overall booking patterns
4. Use week or day view for detailed scheduling
5. Remember: Session room reservations should be edited through the session, not the calendar