Venues and Planning Calendar

Manage your meeting rooms and view your program schedule on a timeline.

Last Updated: January 2025

This special feature is available only with certain software subscription plans. Not sure if your center qualifies? Ask your friendly support guru.

Overview

Think of this as a visual display where you can see all of your bookings for each room, program, and/or rentals. In this article, we will share the most important elements to manage your meeting rooms and view your program schedules.

Highlights

• Configure meeting rooms
• Assign meeting rooms to programs
• Venue assignment timeline view
• Program timeline view

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Configure meeting rooms

Configure a new venue at Venues > Add New. The default view when selecting Venues from the admin side panel takes you to your Venue Calendar, navigate to Venues in the sub-menu to add new.

View all of your venues in the Venues tab

Assign meeting rooms to programs

Go to Programs > (choose a program to edit) > Advanced > Venues.

You can select which Venues apply to each program, use Program Dates or Custom Dates, Add Number of Guests, and add additional Notes such as the example: "the program leader needs 1 day to set up before the event".

In the example below, we have chosen Meeting Room 3, Garden View Room and Oak View Room for the Come Alive program offered 2-7 of February 2025.

The program leader has requested access to Main Hall one day in advance of the program start date. Using the drop-down menu, we selected Custom dates and made the appropriate entries.

Venue assignment timeline view

Go to Venues > Venue Bookings.

In the example below, the room we assigned to the Come Alive program is shown in red.

Note: You can change the Room Booking Color at:
Programs > (choose a program to edit) > Information > Color.

If you hover over the venue booking, you will be able to see details pertaining to the program that the venue is set for.

For more than one venue blocked for a program, you will be able to follow the steps mentioned above to customize it specifically for your needs. This could mean that the Main Hall has Custom Dates while other Venues are set to the Program Dates.

Note: If you have multiple events in your Venue Bookings, you will be able to see them displayed. This will also include the status of each of these (Quoted, Confirmed, etc).

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To navigate quickly to another month, hover the cursor over the grey boxes that display the appropriate year. The first letter of the month will appear highlighted as you move the cursor.

The color and opacity of programs listed on this timeline are determined by the Program (or Rental) status. Programs with a status of Confirmed are shown in a darker shade with a solid border, and programs that are not yet confirmed - Evaluating, for example - show in lighter shades, which you can set the opacity percentage (called Confidence) in Settings.

Configure global settings for status options for programs and rentals at Settings > Program > Program statuses and tasks. See also, Status and Tasks.

Program timeline view

In addition to providing a convenient visual timeline of venue bookings, this view also serves as a handy program planning tool and offers a quick way to determine if meeting space is available for a rental request.

For example, your program planning team (or rentals team) can quickly see that one program has three rooms booked, one program is pending, and another program has one room booked.