Maintaining Facility Room Information

Once you have created a new facility, various room information must be added and maintained, including room information, room configuration and capacity, and room cost.

To modify room information:

1. From Facility Setup tasks category, click Maintain Room Information.
The Conference Room Information screen displays, as shown below.

2. From the Room Information section, click Add Room.

You can also click Delete Room to delete any Room entries entered previously. Please note that deleting a room will remove all associated configurations (i.e., configurations and costs).

3. Select the Room Type from the drop-down.
The values are populated based on the non-fixed ROOM_TYPE system type for the MTG subsystem.

4. Check the Enforce Conflict Checking checkbox if you want Personify to notify you of any scheduling conflicts that may arise when creating room reservations for this room.
You can create a room without this checked to use it specifically for virtual or unassigned room reservations.

5. Enter in the Room Name.
This is the name of the room in the facility. This will serve as the room’s identifier on the visual scheduling screen.

6. Enter in the Room Description.
This is a short description of the room.

7. If necessary, enter any Comments about the room or click the ... button to open the Comments screen to enter additional comments.

8. If necessary, enter in the Default Setup Min time.
This is the usual amount of time required to set up the room for use in minutes.

9. Enter in the Default Breakdown Min time.
This is the usual amount of time required to breakdown or reconfigure the room to its original state in minutes.

10. From the Dimensions section, enter in the Length and Width of the room.
The Room Square Area field will automatically calculate using these two values and is read-only.

Configuration information is not a requirement for setting up rooms.

11. From the Room Configuration and Capacity section (highlighted below, click Add Configuration.

You can also click Delete Configuration to delete any configuration entries entered previously.

12. Select the Configuration from the drop-down.
The values are populated based on the non-fixed ROOM_CONFIGURATION system type for the MTG subsystem.

13. Enter in the Capacity.
This is the amount of people or attendees this room configuration can seat.

14. If necessary, enter any Comments for the configuration or click the ... button to open the Comments screen to enter additional comments.

15. From the Room Cost section (highlighted below), select Add Cost.

You can also click Delete Cost to delete any Cost entries entered previously.

16. Select the Currency that is accepted for the room from the drop-down.

17. Enter in the Daily Cost for the room.
This is the amount it will cost to rent the room on a daily basis.

18. Select the Valid From from the calendar drop-down.
This is the beginning of the date range for when the room is available.

19. Select the Valid To from the calendar drop-down.
This is the end of the date range for when the room is available.

20. After you have entered in all of the room information, click Save.

Screen Element	Description
Room Information
Add Room	Button. When clicked, a row is added to the Room Information table and the corresponding fields are enabled to add a room.
Delete Room	Button. When clicked, the highlighted room from the table, the entered information in the Room Information section, and the room from the facility are deleted.
Room Type	Drop-down. The type of meeting room, e.g., Banquet Hall, Conference Room, Ballroom, Classroom.
Facility Room ID	Text box. The ID for the Facility Room added.
Room Description	Text box. A description of the room. Reference the capacity or size of the room.
Dimensions
Length	Text box. The length of the room, in so many units of measurement. This dimension is for informational purposes only and is not validated against anything.
Width	Text box. The width of the room, in so many units of measurement. This dimension is for informational purposes only and is not validated against anything.
Room Square Area	Read-only. The total area of the room, in square units. This dimension is for informational purposes only and is not validated against anything.
Room Configuration and Capacity
Add Configuration	Button. When clicked, a row is added to the Room Configuration table and the corresponding fields are enabled to add a room configuration.
Delete Configuration	Button. When clicked, the highlighted row from the table and the information entered in the Room Configuration fields are deleted.
Configuration	Drop-down. A code used to describe the configuration of the meeting room selected. For example, U-shaped or Hollow shaped. This can also reference the seating arrangement, such as classroom, lecture, theater, etc.
Capacity	Text box. In accordance with fire safety standards and the configuration, this field represents the maximum number of people permitted in this room for the meeting.
Comments	Text box. Comments or remarks concerning the capacity of the meeting room. For example, the number and types of tables required for the banquet or conference, or the number of people who can comfortably fit into the room without feeling crowded.
Room Cost
Add Price	Button. When clicked, a row is added to the Room Pricing table and the corresponding fields are enabled to add a room price. Adding a room price is optional.
Delete Price	Button. When clicked, the highlighted row from the table and the pricing structure are deleted. If a price has been added by mistake, deleting the incorrect price will automatically set the previous price’s End Date to NULL, only if it is one day prior to the new price.
Currency	Drop-down. The type of currency involved.
Daily Cost	The amount it costs to rent the selected room on a daily basis.
Valid From	This is the beginning of the date range for when the selected room is available.
Valid To	This is the end of the date range for when the selected room is available.