Rooms can be added to Seminar sessions for Learners to know when they are signing up and where the event will be held. There are typically two ways to add a room in the LMS:
Creating a room at the Global level:
Creating a room at a global level will allow for the room to be used throughout the LMS and will always appear on the Room list when adding them to sessions within the Seminar activity.
To do this, locate Site Administration > Seminars > Rooms.
Within the Manage Rooms page, there will be 2 filters at the top of the page:
Both of the above filters allow for the person viewing the report to filter down for a particular room using the Room Name filter option or if the person viewing the report wants to check to see if a room is available during the time in which they plan to schedule their session for, using the Room Availability will assist with this.
Below is the columns that appear as default on the Room report:
Under actions, there are a few actions that can be performed here:
- Calendar Icon - This is the details of the room. It will include who created the room, who last modified the room and also any upcoming sessions using that room.
- Cog Wheel - This will allow the room to be edited so that the details such as the name can be changed.
- Eye Icon - This will allow the hiding of the room. If the room is no longer in use, clicking this icon will hide it as a room for choosing when adding Seminar sessions.
- X Icon - This will delete the room. Note, if a room is currently being used for a session it will not be eligible for deletion. The X icon will appear greyed out.
Adding a new room
Staying within the same section of the LMS, at the bottom of the screen there is a button for 'Add a new room' selecting this will bring up the following screen:
- Name - The name of the room, typically within a building. (Required)
- Room capacity - How many seats the room can hold and therefore potentially the maximum about of bookings on the session. (Required)
- Allow room booking conflicts - If ticked, the room can be used for 2 sessions running at the same time. (Optional)
- Description - Not required however can be a description of the room, such as instructions on how to get there or any equipment it has. (Optional)
- Any room custom fields that have been added. (Optional)
Once the room details have been entered, clicking save will go back to the room report and the new room that has just been created will now appear on the list.
Creating a room within a Seminar session
Within the LMS, it is also possible to add a new room while creating a Seminar session without needing to follow the steps above.
When adding a new room to the session, at the bottom of the currently created rooms there will be another options which is 'Create new room'.
When selecting this option, the same fields to be filled out will be the same as the above (Name, capcity, description etc), however there is an extra option on this pop-up box that needs attention:
If this box is not ticked, when the room is created within the session it will mean that the room can only be used within that Seminar activity going forward. If it were to be the case that the room just created in this seminar activity needs to be used in a different seminar activity, if this is unticked that room will not show up. In almost instances, this box should always be ticked.