What is a Room Group?

Room Groups allow you to bundle multiple individual rooms together under a single, bookable entity. When you reserve a Room Group, all member rooms are reserved together as a set — making it easy to book a collection of spaces, such as a suite of meeting rooms or a divisible conference area, in one action.

➡️ How do I add a room group to the map?

Reserving a Room Group

On the map, Room Groups appear as a combined room icon — indicating that two or more rooms are configured to be booked together as a single resource.

Room Groups can be reserved in the same manner as rooms in the Map View:

1. On the map, click the Room Group you wish to reserve. 
2. Click the Reservation Calendar button in the Room Group Information panel on the right.
3. Within the reservation calendar, indicate the date and time of your reservation. 
   Note: You can click and drag on the calendar to select a time range.
4. Click Reserve Room to confirm.

Conflicting Reservations

If any member room in a Room Group has an existing reservation, the entire group will appear unavailable for that time slot — even if other member rooms are available. Time slots blocked this way are shown with a diagonal striped pattern and labeled Unavailable. Individual member rooms may still be booked separately for those times if they are available.

Reservation Restrictions

For non-admin occupants, Room Group reservations are subject to the same restrictions as room reservations. This includes your organization's reservation configurations, such as Maximum Advance Reservation Time and Maximum Reservation Length. 

The Maximum Advance Reservation Time limit is reflected directly in the calendar — time slots beyond the allowed window will appear grayed out and cannot be selected. 

The Maximum Reservation Length is not shown in the calendar ahead of time. If your selected time range exceeds the limit, you will receive an 'Invalid Reservation' error when you attempt to confirm.

Additionally, access to a Room Group is determined by the restrictions on each of its individual member rooms. To successfully reserve a Room Group, you must have permission to reserve every member room in the group — if even one member room is restricted to specific users, departments, or user groups that exclude you, the entire reservation will be blocked.

Room Group with Reservation Permissions Scenario

The following scenario illustrates how individual room permissions combine to determine the permissions for Room Groups.

• A Room Group has member resources of Room A and Room B.
• Room A is permitted to be reserved by General Occupant 1 and General Occupant 3.
• Room B is permitted to be reserved by General Occupant 2 and General Occupant 3.

✅ - Occupant is permitted to reserve the resource.

❌ - Occupant is not permitted to reserve the resource.

💡 TIP

Occupants that have the Group members can override reservable resource restrictions in permitted locations permission will be able to reserve the Room Group regardless of individual room restrictions, similar to an Admin.

 

Removing a Reservation

IIf you no longer need your Room Group reservation, you can cancel it at any time:

1. On the map, click the Room Group you previously reserved.
2. Click the Reservation Calendar button to open the reservation calendar.
3. Navigate to the date of your reservation on the reservation calendar.
4. Click the date/time of the reservation.
5. Click the red Cancel Reservation button.