Meeting Rooms record store information including the dimensions of a room, handicap accessibility, if there are any obstructions that need to be considered when configuring a room, and the venue in which the room is located. Meeting room records also store information about the different types of meeting rooms that can be defined as well as sub-rooms associated with a particular meeting room.
Follow the steps below to create a new Meetings Room record.
- Open a new record from the Meeting Rooms service found under the Meeting Management application.
- Enter a Name for the meeting room.
- Enter a Description of the meeting room.
- If the meeting room is a child of an existing Meeting Rooms record, enter the name of the parent in the Parent ID field.
- Select a Venue.
- You can also create a new Venue records by selecting the Venue link. See Creating Venues for Meetings for more details.
- You can also create a new Venue records by selecting the Venue link. See Creating Venues for Meetings for more details.
- Specify the measurements of the meeting room in the following fields: (Note that these fields are for tracking purposes only.)
- Width: The width of the meeting room.
- Depth: The length of the meeting room.
- Ceiling Height: The height of the ceiling in the meeting room.
- Lat: The map latitude where the meeting room is located.
- Long: The map longitude where the meeting room is located.
- Specify the Floor Weight Capacity.
- If there are any obstructions in the room that would need to be taken into account with certain sub-room configurations, enter this information in the Obstructions field.
- Select the degree in which the room is accessible for persons who are physically disabled in the Handicap Access drop-down list. The default options are Partial, Full and None.
- Choose the types of meetings that can be held in this room from the Meeting Types Allowed drop-down list. The available option are All (any type of meeting can be held in this room) or Restricted (meetings held in this room are restricted to certain meeting type).
- Note that this field is for tracking purposes only. However, an organization can develop functionality that restricts meeting rooms to certain meeting types.
- Note that this field is for tracking purposes only. However, an organization can develop functionality that restricts meeting rooms to certain meeting types.
...
- If you want to define one or more possible room types associated with this room, go to the Meeting Room Types tab.
- Select the New button from the sub-type toolbar.
- Enter a Meeting Room Type.
- You can also select the Meeting Room Type hyper link to create a new Meeting Room Types record. See About the Meeting Room
...
- Types Form for more information.
...
...
- Specify the Capacity for this type of room associated with this particular Meeting Rooms record.
- Aptify provides functionality that restricts the number of attendees to a meeting based on the capacity of a room. See Scheduling Meeting Rooms for an Event for more details.
- Aptify provides functionality that restricts the number of attendees to a meeting based on the capacity of a room. See Scheduling Meeting Rooms for an Event for more details.
...
- Add additional meeting room types as needed by repeating step 11a 12 through step 11c14.
- Save the Meeting Rooms record.
- The Sub-Rooms, Schedule, and Attachments tabs are enabled.
- If the room is a top-level room or a parent room, you can create sub-rooms directly from the Meeting Rooms record by selecting the Sub-Rooms tab. See Creating Sub-Rooms for more details.
