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Creating a new room

Create all rooms that are made available for bookings in VA Events > raeume Room reservations on the Administration Administration tab by clicking raeume Rooms. Only users with administrative rights can create new rooms.

  • Open a new room

    Each room that is bookable through room reservations must be created with at least a name and room group. To activate table allocation for table reservations, a floor plan and table plans must also be available.

    1. Go to the Administration  Administration tab on the function bar.
    2. Click on raeume expand  Rooms > neu New and, if applicable, your company.
    3. The input window for the room will open.
  • Enter a name and an code for the room

    The room appears under the name or code entered here in the room reservations and all related tables or lists.

    1. Enter the full room name in the Name field.
    2. Enter a unique Code with a maximum of 40 characters.
      Note: Codes longer than 40 characters are not displayed correctly in some forms.
    3. The number of Seats specified here also appears in the room reservations, irrespective of the selected room set-up or table plans.
    4. On the   General tab, select a Room group from the expandable picklist. Search and filter for specific room groups in the room reservations and in events.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a more detailed room description

    For a more detailed description of the room, there are numerous other input fields on the  General tab.

    1. The Type of room is available for optional grouping. You can also make specifications here for set-up times and the possibility of multiple occupancy.
    2. Enter the Seating capacity for different types of room set-up, the Location and Equipment of the room and, if applicable, add Images.
    3. Assign the position (Sorting) and Colour of the room in the Room reservations overview.
  • Link rooms

    Some rooms can be combined into one large room or have associated technical and service rooms, which are booked automatically when the main room is reserved.

    1. Open Sub-rooms in the lower right-hand corner and press neu Add to open a list of existing rooms.
    2. Select the subrooms by double-clicking or by holding down the left mouse button for multiple selection.
    3. Go to the  General tab and click on   Events >  Room reservations in the toolbar. Activate Rooms/Sub-rooms to see events not only for the event rooms but also in the top/sub-rooms.
    4. If sub-rooms (toilet facilities, cloakroom) can be made available for multiple top rooms without all top rooms being marked as "occupied", select Allow multiple occupancy and Show top rooms as not occupied.
      Example: Seminar rooms 1 and 2 share toilet facilities. If room 1 is occupied, the toilet is also booked, but not room 2, although it is also linked to the toilet facilities.
  • Save a floor plan

    A floor plan for which you have an image file can be inserted into the graphics programme.

    1. Go to the Raumplan  Floor plan tab at the top of the input window.
    2. Select  Insert image and the filing location of that image.
    3. If you insert an image from your hard drive, the size, resolution, etc. of the graphic can still be edited before clicking  Apply .
    4. As long as the Base is not marked as bb lock completed in the right-hand toolbar of the graphics programme under Layers, the image can still be edited at a later date.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a new floor plan

    The graphics programme can also be used to create a new floor plan.

    1. Go to the Raumplan  Floor plan tab at the top of the input window.
    2. In the right-hand toolbar under Layers, double-click Base to activate it as Current layer.
    3. Select a shape for the room in the left-hand toolbar by left-clicking. Hold down the left mouse button and drag the shape to the desired size.
    4. Alternatively, draw the room shape freehand using the pencil symbol.
    5. For doors, windows or other fixtures, insert shapes from the graphics programme or  images from the  Gallery or other records.
    6. Save shapes as an image by right-clicking on the shape through the context menu > Save to gallery for later use.
    7. Fix the finished sketch by ticking the box  bb lock in the Base. level The sketch cannot now be changed or moved.
    8. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Create a floor plan to scale

    To create a true-to-scale floor plan, the dimensions of the room must be known.

    1. Select the Ruler unit "Pixel" under the input window of the floor plan.
    2. Click on the line tool in the left-hand toolbar and draw an auxiliary line, p.ex. across the width of the door. The number of pixels of the line is shown in the right-hand column Object properties > Size. Select a line that is as long as possible to minimise measurement inaccuracies.
      Example: Door width = 80 cm corresponds to 22 pixels
    3. Convert the scale to whole metres.
      Example: 80cm = 22 pixels
      100cm = 27.5 pixels
    4. Save the scale under File > Scales > neu New as a new unit (p.ex. "Room plan") with pixel scale "27.5".
    5. Set the ruler unit to the new unit. The number displayed now corresponds to one metre.
    6. Draw tables and chairs in the same graphic and with the same scale. The size of the objects specified under Object properties corresponds to the dimensions in metres.
      Example: A chair with a width of 45 cm = 0.45
      Note: Every object that has a scale with the same name (p..ex. "Room plan") is adjusted in size when inserted.
    7. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter suggested items associated with this room

    If a room is frequently offered together certain items, store these as suggested items in the room record.
    Example: room rent per hour

    1. To add suggesteds to a room, go to the star Suggested Items tab.
    2. Click on neu New in the toolbar and enter the name of the item in the Search terms field.
      Alternatively, search by item group.
    3. Confirm your entry with suche Search item
    4. Select one item by left-clicking (hold down the Ctrl key for multi-select) and click on ok Apply to copy the items you want.
    5. Tick the box in the first column to pre-assign a suggested item by default when booking the room.
    6. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Specify the room equipment

    If a room is always booked containing certain equipment, enter that  Equipment for that room. As opposed to the booking suggestions, this is for information purposes only and cannot be automatically transferred to events.
    Example: screen, platform

    1. To enter any equipment for a room, go to the Barcode 32 Equipment tab.
    2. Click on neu New in the toolbar and enter the name of the item in the Search terms field.
      Alternatively, search by item group.
    3. Confirm your entry with suche Search item
    4. Select one item by left-clicking (hold down the Ctrl key for multi-select) and click on ok Apply to copy the items you want.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.