What Is a Meeting Room in Eventify?
A Meeting Room (also called a Track) is a dedicated space on your event's meeting calendar. Each room appears as a column, and meetings are scheduled within it as time-slot blocks. Rooms help you organise parallel sessions across physical or virtual spaces, such as Conference Room A, Networking Lounge, or Virtual Room 1.
How To Add a New Room
- Open your event in the Eventify admin panel and navigate to Meetings from the left sidebar.
- Select the event date you want to add a room to using the date navigation bar at the top.
- Click Add Room in the top-right header buttons.
- In the modal that opens, enter the Room Name in the text field.
- Optionally enter an Attendee Capacity. This is the maximum number of people who can join meetings in this room. This field is optional and can be left blank.
- Click Save to create the room.
How To Edit an Existing Room
Click the room's title column header on the calendar grid. The Edit Room modal opens with the same fields. Update any values and click Save.
How To Delete a Room
Open the Edit Room modal and click the Delete button. A confirmation prompt appears: "This will permanently delete the Room and Meeting. Continue?" Click OK to confirm. All meetings scheduled in that room will also be deleted.
Managing Rooms Across Multiple Event Dates
Rooms are created per event date. If your event runs across multiple days, you need to add rooms separately for each date. Use the date navigation bar at the top of the Meetings calendar to switch between dates and configure rooms for each.
How To Import Rooms or Create Many at Once
If you have a lot of rooms or tables to set up, you do not have to add them one at a time. Go to Engagement > Networking > Meetings and open the Quick Actions menu. It has two options for this.
Bulk Create Rooms
- Click Quick Actions and choose Bulk Create Rooms. The Create Bulk Meeting Rooms window opens.
- Under Dates, select one or more meeting dates. The rooms are created on every date you pick.
- In Room / Table Name, type the room names separated by commas, for example Table 1, Table 2, Table 3.
- Optionally fill in the other room settings, such as capacity, whether users can schedule meetings in the rooms, start and end time, max booking duration, break between meetings, and assigned users or groups. These apply to every room you create.
- Click Save.
Import Room
- Click Quick Actions and choose Import Room.
- Click Download Template and pick Sample CSV or Sample XLS.
- Fill in one row per room with the Date (YYYY-MM-DD), Title, Start Time and End Time (HH:MM), Max Booking Duration, Break Time, and optional group names or user emails separated by commas. Do not change or delete the column headers.
- Upload the completed file and click Import. Rows with errors are flagged so you can correct them. Rows with errors are not imported.
FAQ
Q: Is the Room Capacity field required?
A: No. Capacity is marked as optional. You can leave it blank if you do not want to enforce a limit.
Q: What happens to meetings if I delete their room?
A: All meetings scheduled within that room are permanently deleted along with the room. This action cannot be undone.
Q: Can I reorder rooms on the calendar?
A: Room columns appear in the order they were created. Reordering is not currently supported, so plan your room naming accordingly.
Q: Do rooms carry over from one event date to another?
A: No. Rooms must be added per date. Each date on your event schedule has its own set of rooms. To create the same rooms on several dates in one step, use Quick Actions > Bulk Create Rooms and select all the dates you need.
Q: Can I import meeting rooms from a spreadsheet?
A: Yes. Use Quick Actions > Import Room, download the CSV or XLS template, fill in one row per room and upload it.
How do I edit a meeting room?
Click the room's title column header on the calendar grid to open the Edit Room modal, update the fields and click Save.
