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Creating and Modifying a Room

Creating a Room

The purpose of this section is to create rooms that will be available for booking.

  1. On SUMS, navigate to Room Bookings and click Rooms to create new and modify existing rooms;
  2. Click Create Rooms and complete the following:
    1. Name;
    2. Location - select from the dropdown the location of the Room that you are creating;
    3. Level - select from the dropdown the building level of the Room that you are creating (if applicable);
    4. Room Type - Select from the dropdown the relevant type of Room that you are creating;
    5. Features - click on each Feature you wish to be available in this Room to move them across from Available Features to Chosen Features;
    6. Require Approval - tick this option if any student bookings made for this room will require approval (please note that this setting will be disregarded for any bookings submitted within an Events & Trips application via the Student Dashboard, as these will always require approval);
    7. Is Private - tick this option if you would like the description of any bookings made for this room to be hidden from those who have not made the booking (both via SUMS and the student dashboard);
    8. Is On Web - tick this option if you would like the room to be available for booking via the student dashboard. If this option is not selected, the room can only be booked by users via SUMS;
    9. Setup and Packdown Times - enter the amount of time required to set up and pack down the room (this will show on the student dashboard when a member views additional details of the room they have booked);
    10. Minimum and Maximum Attendees - Enter the minimum and maximum number of attendees that the Room can accommodate;
    11. Maximum Recurrences - Enter the maximum number of times a recurring booking can be created for that room (a default setting is available to set default maximum recurrence allowances for daily, weekly and monthly bookings. This setting will override any value entered within this field);
    12. Requires Extra Information - select this option if you wish the 'Additional Information' box to be a mandatory field when students submit a booking for this room;
    13. Can Book Multiple Times in the Same Time Slot - select this option if the room can be booked multiple times within the same timeframe;
    14. Send Custom Email - select this option if you wish for an email to be sent to the user upon booking the room;
    15. Custom Email Message - if you selected the above, enter the text of the custom email you wish to be sent here;
    16. Additional Information - enter any additional information about the room you wish to include;
    17. Image - upload an image of the room;
    18. Document - upload a document if you wish in relation to the room, such as a room layout/plan, or if you have a room bookings policy you wish to be available to students once the room has been booked;
  3. Once you are happy with the Room details, click Submit.

The details of your rooms ban be modified at any time if required. A room can also be removed at any time if required, however please note that any future bookings that may have been submitted for this room will also be removed.

Updated on 1st March 2023