Rooms

Manage physical and virtual rooms, locations, amenities, capacity setups, and utilization in OrgHub Database, and assign rooms to calendar appointments.

Rooms are spaces your institution can book for in-person, hybrid, or online sessions — lecture halls, seminar rooms, labs, or virtual meeting links. They live in OrgHub → Database → Rooms as part of the Academic structure (Database) and feed into calendar appointments, planning, and room utilization views. A well-maintained room directory is the difference between a shared, conflict-aware timetable and ad-hoc bookings that nobody can trust.

Rooms sit alongside modules, curricula, and chronology in Database: those areas define what and when teaching happens; Rooms define where (and with what capacity, layout, and equipment) a session can run.

Why it matters

Universities share scarce space across programs, exams, and events. Without a central directory:

Schedulers invent parallel lists of rooms and capacities that drift out of sync.
Appointments cannot show reliable conflict or capacity hints.
Students and staff lack a consistent place name and address for sessions.
Facility status (maintenance, inactive) never reaches the people booking sessions.
Equipment needs (projector, lab benches, accessibility) cannot be searched systematically.

Fuxam’s Rooms area gives one catalog of bookable spaces, optional location grouping for buildings and campuses, an amenities catalog for equipment and features, per-room calendars, and utilization insight so usage is visible next to the master data.

How it fits into Fuxam

Rooms are defined in FuxamCMS (Database) and consumed wherever appointments are created — especially the Base calendar and LMS course appointments.

Related area	Relationship
Academic structure	Sibling Database areas (modules, curricula, chronology) define academic content and time; Rooms define space
Create an appointment	Appointment Location can include a registered room and setup
Base calendar	Institution-wide schedule where room bookings appear for invited participants
Manage course appointments	Course Calendar tab uses the same location and room selection model for teaching sessions
Assign room to appointment	Detailed booking flow, availability hints, and alternative location types

Key concepts

Fuxam separates the bookable space from the building it belongs to, from the equipment catalog, and from layout configurations on a single space:

Concept	Purpose
Room	A bookable unit with capacity, status, amenities, optional online link, and optional links to courses or modules
Location	A building, campus, or wing with a name and street address; rooms can be assigned to one location for directory and map grouping
Amenity	An institution-wide equipment or feature label (for example, projector, whiteboard, wheelchair access) that you attach to rooms
Room setup	A capacity and amenity configuration for a room; rooms can have multiple setups for different layouts
Utilization	How heavily a room is booked — visible from appointment counts on the room Calendar and Analytics views

Locations help you organize the room directory and map view. Amenities help planners find rooms that match teaching needs. Appointments book a specific room (and optionally a setup), not a location on its own.

Campus hierarchy in practice

Think of space in layers, even though Fuxam models two of them explicitly:

Layer	In Fuxam	Example
Campus or site	Location (broad)	“North Campus”
Building or wing	Location (narrower)	“Science Building B”
Bookable space	Room	“Lab 2”
Layout for a session	Room setup	“Exam seating — 40” vs “Seminar — 24”

You typically create one location per addressable building or campus site, then assign rooms under it. You do not need a separate location for every corridor — keep locations coarse enough that Room Count stays meaningful.

Capacity and setups

Capacity is the maximum number of people the space (or a specific setup) is meant to hold. Appointment booking compares expected attendees to that number and shows a capacity badge. Set capacity to usable teaching capacity (fixed seats or safe exam layout), not theoretical standing room.

A room setup is an alternate layout for the same physical room — for example lecture vs exam seating, or lab benches vs open workshop. Fuxam creates a default setup when you add a room; add more on Settings when the same space supports different capacities or amenity configurations. When booking, each setup can appear as its own selectable entry with its own capacity.

Room status at a glance

Status	Effect when booking
Active	Room can be booked for appointments
Maintenance	Room is flagged as unavailable; shown when selecting rooms for appointments
Inactive	Room cannot be booked

You can also schedule status changes for future dates (for example, a known renovation window) from the room Settings tab, including an optional reason — see Edit a room.

Open the Rooms page

Go to OrgHub → Database → Rooms. The Rooms tab lists all rooms in your institution. Switch to the Locations tab to manage location groups.

Each room has a detail page with Calendar, Analytics, and Settings tabs — use Calendar to see that room’s bookings, Analytics for utilization insight, and Settings to adjust capacity, location, amenities, and setups.

In this section

Create a room

Add a physical or online room from the Rooms table toolbar.

Edit a room

Update name, capacity, status, location, and amenities on the room detail page.

Manage locations

Create location groups and assign rooms to buildings or campuses.

Manage amenities

Define equipment and feature labels and tag them onto rooms.

Room utilization

Read how heavily a room is booked today and this week.

Assign room to appointment

Select a room and setup when creating or editing a calendar appointment.

Roles and responsibilities

Role	Typical responsibility
Facilities / room administration	Create and maintain rooms, locations, capacities, amenities, setups, and status
Timetable / academic planners	Book rooms on appointments and watch conflict, capacity, and utilization hints
Course organizers	Assign rooms when creating sessions on the Base or course calendar
Institution administrators	Enable room management for the institution and grant who may edit the directory

Where to start

Create location groups for your main buildings or campuses (optional but recommended once you have more than a handful of rooms).
Build a clear amenities catalog for equipment and accessibility features planners actually search for.
Create rooms with accurate names, capacities, locations, and amenities.
Adjust status and setups as needed via Edit a room.
When scheduling, assign rooms to appointments from the Base calendar or a course calendar.
Periodically review room utilization so over- and under-used spaces inform planning.