Creating Meeting Rooms

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.

1. Open a new record from the Meeting Rooms service found under the Meeting Management application.
2. Enter a Name for the meeting room.
3. Enter a Description of the meeting room.
4. If the meeting room is a child of an existing Meeting Rooms record, enter the name of the parent in the Parent ID field.
5. Select a Venue.
   • You can also create a new Venue records by selecting the Venue link. See Creating Venues for Meetings for more details.
     
     
6. 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.
     
     
7. Specify the Floor Weight Capacity.
8. 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.
9. 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.
   
   
10. 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.
      
      
11. If you want to define one or more possible room types associated with this room, go to the Meeting Room Types tab.
12. Select the New button from the sub-type toolbar.
13. 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.
      
      
14. 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.
      
      
15. Add additional meeting room types as needed by repeating step 12 through step 14.
    
    
16. 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.