Manage rooms, groups, room categories, and bookings using the Room Bookings tool. 



When you begin setting up your Room Bookings tool, it’s important to perform tasks in the following order: 

  • create at least one Group and Category
  • create a Room and add it to a Group
  • tag it with a Category. 

Additional customizations can also be made here, including adding Closed Dates and customized confirmation, cancellation, and reminder emails. Any Room Bookings, regardless of their type, or by whom they were booked, can be managed from the Bookings list.


How To


Approve/Decline a Room Booking

By default, Stacks treats all bookings as ‘approved’ unless expressly declined by a staff member. As such, the user will receive a confirmation email, and the room time slot will no longer appear as available immediately upon the user clicking Book Room. Any Bookings not yet approved or declined will be set as Pending.


To explicitly approve or decline a booking:

  1. Click Approve or Decline to the right of the Booking

    • This will remove the ‘Pending’ status from the Booking

    • IF the Booking is declined, the user will be notified with a cancellation email


Edit a Room Booking

  1. Click Edit to the right of the Booking

  1. Edit the Booking as necessary

  2. Click 'SAVE' to apply the edits

    • The owner of the Booking will not be automatically notified of these changes


Delete a Room Booking

  1. Click Delete to the right of the Booking

  1. Click 'DELETE' to confirm


WARNING: This action should be taken with caution as it will both remove the booking from the list entirely and act as a cancellation, but will not notify user


Book a Room

Rooms may be booked by users or staff members


Book a Room as a User

  1. Click on the 'Bookings' icon in the top-right corner of the website header

    • If this icon is not visible, it may have been disabled during Site Configuration

  • The user does not need to be logged in to book a room

  • By default, all Rooms will be displayed and sorted by their respective Groups, regardless of availability

  1. To search for an available room, use the filters

  1. Click 'Search for Availability' to filter the list

    • This will display only those rooms available on the specified date

  1. Click on a Room in the list

    • Any available booking times will be displayed

  1. Click on a time slot from the list

  1. At a minimum, provide:

    • Contact name

    • Contact phone

    • Email

    • Duration

    • Response to the Math question

  1. Optional

    • Room Booking Description

    • Occupant count

  1. Click 'Book Room'

    • The user will receive a confirmation on their screen as well as a confirmation email

Book a Room For a User

  1. Click on the 'Bookings' tile

  2. Click 'ADD BOOKING'

  3. Click User as the booking type

  1. When creating the Booking, provide:
    Booking Owner

    • This should be the staff member who created, or will be responsible for managing this Booking

    • Contact name
    • Contact phone
    • Email
    • Duration
    • Booking date and time
    • Space

  1. Optional

    • Room Booking Description

    • Occupant count

  1. Click 'Book Room'


Book a Room For Admin


A Room can be booked by staff for internal purposes using the following process.


Example: Book a room for internal programs or events, such as staff meetings or professional development.

  1. Click on the Bookings tile

  1. Click 'Add Booking'

  2. Choose Admin as the Booking type

  1. Choose:

    • Duration

    • Booking date and time

    • Space

  1. Click 'Book Room'


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