Maintaining Facility Room Information

Once you have created a new facility, various room information must be added and maintained, including room information, room configuration and capacity, and room cost.

To modify room information:

1.    From the Personify360 main toolbar, select Facilities > Facility Maintenance.
The Facility Maintenance search screen displays.

2.    Search for and select the appropriate facility or click Create New Facility.

3.    From the Facility Setup tasks category, click Maintain Room Information.
The Conference Room Information screen displays, as shown below.

4.    From the Room Information section, click Add Room.

You can also click Delete Room to delete any Room entries entered previously. Please note that deleting a room will remove all associated configurations (i.e., configurations and costs).

5.    Select the Room Type from the drop-down.
Values in the drop-down are populated based on the non-fixed codes defined for the MTG "ROOM_TYPE" system type.

6.    If necessary, check the Enforce Conflict Check checkbox if you want the system to notify you of any scheduling conflicts that may arise when creating room reservations for this room.
You can create a room without this checked to use it specifically for virtual or unassigned room reservations.

7.    Enter in the Room Name.
This is the name of the room in the facility. This will serve as the room’s identifier on the visual scheduling screen.

8.    Enter in the Room Description.
This is a short description of the room.

9.    If necessary, enter any Comments about the room or click the ... button to open the Comments screen to enter additional comments.

10.  If necessary, enter in the Default Setup Min time.
This is the usual amount of time required to set up the room for use in minutes.

11.  Enter in the Default Breakdown Min time.
This is the usual amount of time required to breakdown or reconfigure the room to its original state in minutes.

12.  From the Dimensions section, enter in the Length and Width of the room.
The Room Square Area field will automatically calculate using these two values and is read-only.

Configuration information is not a requirement for setting up rooms.

13.  From the Room Configuration and Capacity section (highlighted below), click Add Configuration.

You can also click Delete Configuration to delete any configuration entries entered previously.

14.  Select the Configuration from the drop-down.
Values in the drop-down are populated based on the non-fixed codes defined for the MTG "ROOM_CONFIGURATION" system type.

15.  Enter in the Capacity.
This is the amount of people or attendees this room configuration can seat.

16.  If necessary, enter any Comments for the configuration or click the ... button to open the Comments screen to enter additional comments.

17.  From the Room Cost section (highlighted below), click Add Cost.

You can also click Delete Cost to delete any Cost entries entered previously.

18.  Select the Currency that is accepted for the room from the drop-down.

19.  Enter in the Daily Cost for the room.
This is the amount it will cost to rent the room on a daily basis.

20.  Select the Valid From from the calendar drop-down.
This is the beginning of the date range for when the room is available.

21.  Select the Valid To from the calendar drop-down.
This is the end of the date range for when the room is available.

22.  Click Save.