Room Management

With MySchool room management, your school's physical resources can be managed from a centralised platform. With room management, you can schedule courses, lessons, and appointments. Manage resources such as whiteboards, projectors, and specialist equipment. Using the Find a free room report, users can search and book rooms across your physical site in a few simple steps.

How to Access

The room management functionality can be found in Administer/Advanced options/Room management. It will be available for users who have the following permissions set in their user groups;

Start with the buildings and equipment

Room management can be configured at any time, but it is a great starting point for new schools to get used to the system, and how the modules work together once set up and configured. 

This list view has a tab per building, that shows the capacity, and the equipment available. Our advice is to create the buildings and equipment lists first. This will make room creation easier as the options are already populated.

Building list

Click the building list button and a slide-over appears. Add your buildings, wings, or areas. This will help manage your room listing. 

Equipment lists

Open the equipment type list and add the various equipment that can be found in your school. Adding the equipment to the rooms makes the find a free room report a really powerful tool. Your users can enter their requirements, and the system will give them all the options available from the rooms created in room management.

Create a new room

Now you can start creating the individual rooms. Open the page with new room.

Room Label

Add the name of the room and choose the Building in which the room is found. Enter a seating or holding Capacity which can be used as a filter when finding free rooms as well.

Equipment

The list of equipment created earlier now shows up here. If the equipment is not listed then, return to the Edit equipment screen. Assign equipment to the room by checking the box.

Description

You can add a description for users to see if you need to give instructions for security codes, equipment usage or any special instructions for the teachers using the room. The Teachers must have access to view rooms in their user group to view this information.

Where are they used?

Rooms can be attached to courses in the schedule tab. They can be used when creating an appointment using My Schedule. They can also be booked for ad hoc lessons. If you schedule the rooms and use a timetable, then this will allow the system to manage double booking alerts.

Checking availability

Once set-up rooms are included in the schedule and appointments are added, the room calendar will start to populate. Return to the room management list view and open a created room. Select the timetable tab, and it will show the room schedule. The appointments tab shows the appointments that have been set in that room.

If a room has been booked, then it will not appear as a choice when booking appointments. 

Rooms can still be double booked when applying them to a course schedule, however. 

NB; Users with the permission of 'appointment administrator' can delete appointments made with no invitees from this view.