Why Restrict Room Access?
By default, a bookable room is visible to all attendees. Restricting access is useful when:
- You have VIP-only meeting spaces
- Certain rooms are reserved for specific ticket tiers or attendee categories
- You want to prevent general attendees from booking sponsor or speaker rooms
How To Assign Users and Groups to a Room
- Open Add Room or Edit Room.
- Enable Book This Room.
- In the Assign Users/Groups field, type to search for attendee names or group names.
- Select individual attendees or entire user groups from the dropdown results.
- Repeat to add multiple users or groups.
- The live counter below the field updates to show X user groups and Y user(s) selected.
- Click Save.
Using User Groups for Bulk Access
Instead of adding attendees one by one, assign an entire User Group (attendee category). All members of that group will automatically gain access. If new attendees are added to the group later, they inherit access without any additional configuration.
FAQ
Q: What happens if I don't assign any users or groups to a bookable room?
A: Eventify will show a validation error — "Please add a group or user!" — and prevent saving until at least one assignment is made.
Q: Can I mix user groups and individual attendees in the same room assignment?
A: Yes. The field supports both simultaneously. You can combine categories and individual users freely.
Q: If an attendee belongs to multiple groups, and one group is restricted, can they still see the room?
A: Yes. Access is additive — if any of their groups has access, the attendee can see and book the room.
Q: How do I remove a user or group from a room's access list?
A: Open the Edit Room modal and remove them from the Assign Users/Groups field. Click Save.
