Creating Sub-Rooms

Once a top-level room has been created, you can divide the meeting room into separate meeting spaces by creating sub-rooms. In turn, sub-rooms can become parent rooms of other sub-rooms and so on until the top-level meeting room is configured into the desired number of sub-rooms for your meeting event.

Follow the steps below to create and link sub-rooms to parent level meeting rooms.

1. Open the existing Meeting Rooms record in which you want to add sub-rooms and select the Sub-Rooms tab.
   • You can also create sub-rooms through the Meeting Rooms service. Simply follow the steps in Creating Meeting Rooms and make sure to enter the name of the parent room in the Parent ID field and the same Venue of the parent room.
     
     
2. Select the New button from the sub-type tool bar.
   
   
3. If you want to link an existing Meeting Rooms record to this room, enter the name of the room in the Sub Room field.
   • The Sub-rooms record is populated with the existing Meeting Rooms record.
     
     
4. If you want to create a new sub-room record, select the Sub Room hyper link to open a new Meeting Rooms record.
   • The Parent ID and Venue fields are populated automatically with the information from the parent room.
     
     

   Note that the Venue specified for the top-level meeting must be the same for all meeting rooms associated with the top-most meeting room. Venue associated changes can only be made at the top-level meeting room.

5. Enter a Name for the meeting sub-room.
   
   
6. Enter a Description of the meeting sub-room.
   
   
7. Specify the measurements of the sub-room in the following fields: (Note that these fields are for tracking purposes only.)
   • Width: The width of the sub-room.
   • Depth: The length of the sub-room.
   • Ceiling Height: The height of the ceiling in the sub-room.
   • Lat: The map latitude where the sub-room is located.
   • Long: The map longitude where the sub-room is located.
     
     
8. Specify the Floor Weight Capacity.
   
   
9. If there are any obstructions in the sub-room that would need to be taken into account with certain room configurations, enter this information in the Obstructions field.
   
   
10. 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.
    
    
11. 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.
      
      
12. If you want to define one or more possible room types associated with this sub-room. Go to the Meeting Room Types tab.
    1. Select the New button from the sub-type toolbar.
    2. Enter a Meeting Room Type.
    3. Specify the Capacity for this type of room associated with this particular sub-room.
    • • 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.
        
        
13. Save the Meeting Rooms record. 
    • The Sub-Rooms tab of the parent meeting is automatically populated with the newly created sub-room.
      
      

14. Click OK to save the Sub-Rooms sub-type record. 

    Note Concerning Parent Rooms: Once a Meeting Rooms record becomes a parent room (a sub-room is added with the name of the meeting room in the Parent ID field of the sub-room record), it cannot become a combination room (however a parent room can be a part of another combo room). To ensure that the parent room cannot become a combo room, the Sub-Room link box field is disabled on sequential Sub-Rooms sub-type records opened from a parent room so that sibling rooms cannot be selected. However, you can still create new child sub-room records by select the Sub Room link.

     

    • If you need to add additional sub-rooms that have already been created to the parent room, open the existing Meeting Rooms record associated with the sub-room you want to add and make sure to enter the name of the parent room in the Parent ID field and the same Venue of the parent room.

15. Save the Meeting Rooms record.
    
    
16. Add an additional sub-rooms as necessary (using one of the methods described in the note in step 14).