Rooms

Rooms are labeled for your school's resources, including classrooms, laboratories, and other facilities. To enable the Room Module, you must first complete the Room Type Module.

Access and Navigation

The Rooms module can be found under Planning > Planning Setup.

If you cannot view a link from the list, check the privilege assigned to your user account or role.

Create a New Room

• To create a new room, click + New Room in the upper right corner

• Fill out the required details

  • Room Code - ensure the Room Code is unique

  • Description - provides details about the room

  • Capacity - define the maximum number of occupants

  • Room Type - will display the room types from the previous module

• Click the Add Room button to save the new room

Edit a Room

• To edit a room, select the room you want to edit and click the Pencil icon

• In the Update Room Information form, update the necessary fields. Note: Room codes must remain unique

• Click the Update Room button to save your changes. You will be redirected to the Room page, where the updates will be immediately reflected

Delete a Room

To delete a room type:

• Select the room you want to remove and click the Trash Bin icon

• A confirmation alert will appear asking if you want to proceed with the deletion

• Click Delete to confirm. The room type will be removed from the list

Add an Unavailable Schedule

• Click Edit Availability on the right side of the room

• To mark the room as unavailable, click + Unavailable Schedule in the upper right corner. This will open the Create New Room Unavailability form

• Fill in all required details. Ensure that no fields are left blank

  • Start Time

  • End Time

  • Day of the Week

• Click Add Room Unavailability to save the schedule. Once submitted, the new unavailability schedule will appear in the list

Delete an Unavailable Schedule

• Click Edit Availability on the right side of the room. A list of unavailable schedules for that room will be displayed

• Find the schedule you want to delete and click the Trash Bin icon

• A confirmation message will appear. Click Delete to proceed

• The selected schedule will be removed from the list

Search a Room

To search a room, enter a keyword or the exact room name in the search bar at the upper-right corner, then press Enter to search. The system will display all matching results based on your input.

Import Rooms via CSV file

• Click the Upload button in the upper-right corner of the page, next to the search bar

• To ensure the room details meet the required format, download the template file by clicking the provided link

• Once your file is ready, click on the Choose a File or Drag it Here field to upload it

• Click Import File after the upload is complete. The uploaded rooms will now be displayed in the list

Frequently Asked Questions (FAQs)

Question: Why Can’t I See the “Room” Menu in My Account?

Answer: If the "Room" menu is not visible in your account, check if your user role has the necessary privileges:

1. Navigate to Users > User Setup > User Groups

2. Ensure that your account is assigned the correct permissions to access the Room module

Question: Why Am I Getting an Error When Uploading?

Answer: If you're encountering an error during file uploads, check that your file meets the following requirements:

• Room Code must be unique

• Capacity must be a numeric value and not less than 1

• Room Type Codes must be separated by commas

Ensure all data is correctly formatted before uploading

Question: Why Is One Room Missing After Uploading?

Answer: The first line of the uploaded CSV file is ignored because it serves as the column header.

To ensure all rooms are included:

• Verify that the room entries start from the second row of the file

• Check for any formatting errors or missing data in the file before uploading