In this article, we will go through the layout creation process, how to add them to rooms and how to set pre and post-times.
What are layouts?
Room layouts are different arrangements that are possible for a room. This could be a horseshoe, clusters of tables, a classroom etc
Create Layouts
Administrators can create layouts that can be then attributed to rooms. If a room has multiple layout options, during the booking process, users will be able to request one of their liking.
Add a new layout
1. Navigate to your Organisation Settings tab.
2. Select the location where you want to create a new layout.
3. Head to the Layouts section.
You can see all your existing layouts,and edit or delete them.
4. Click on Create Layout at the bottom right of your screen.
5. In the new window, give your layout a name and a description so users know what to expect.
6. Hit Create Layout.
It has now been added to the list of layouts available.
Note: Creating layouts does NOT make them available to request. You need to attribute the layout/s to rooms.
Note: Giving users the possibility to select different layouts means that you have a dedicated person in charge of physically setting up the layouts.
Adding layouts to rooms
1. Navigate to your Organisation Settings tab.
2. Select the location where you want to add layouts to rooms.
3. Head to the Spaces section and filter by type to only show Spaces and Linked Spaces.
4. Find a room you want to add layouts to and click on Edit at the further right of your screen on the corresponding line.
5. Within the space, use its menu to access the Layout section and click on the Add Layouts button.
6. In the new window, fill in the information needed and click on Add Layouts. Choose from the drop-down menu a layout you have created and fill in the rest of the information necessary:
Layout Name
Capacity
Setup Time (mins): When booking a layout, the dedicated services manager will set up the room with the selected option, this is the Set-up time.
Reset Time (mins): When the meeting is over, the dedicated services manager will ensure the room's layout is back to its default one, this is the Reset time.
7. Click on Add Layout and then hit Save.
User story: requesting layouts
When a user requests a different layout, the request will notify the admins. They will either accept or reject the request. If accepted, the person in charge will ensure the layout is set ahead of the meeting and back to the default layout after the meeting. This is all managed within the Jobs area.
On the Schedule, the meeting will show the setup and reset time.