Assign room to appointment

Select a room and room setup when creating or editing a calendar appointment, including capacity, conflict, maintenance, and amenity-aware booking.

When you schedule an in-person or hybrid session, assign a room (and optionally a room setup) so Fuxam can track capacity, conflicts, and utilization. Room assignment happens in the appointment creator’s location field — the same pattern whether you work from the Base calendar, a room’s Calendar tab in Database, or an LMS course calendar.

Rooms themselves are master data in Database → Rooms. This page covers how those rooms are attached to a specific appointment.

Why it matters

An appointment without a clear place leaves attendees guessing and prevents the platform from warning you about double-bookings or undersized halls. Assigning a registered room:

Shows a consistent place name on personal, course, and room calendars.
Surfaces capacity, conflict, and maintenance hints while you still have time to choose another space.
Lets you match equipment needs via amenities and tags maintained on the room.
Feeds utilization so institutions can see how spaces are actually used.

Free-text addresses and video links remain available when no catalog room fits — but for on-campus teaching, registered rooms are the reliable path.

How it fits

Entry point	Typical use
Base calendar / Create an appointment	Institution-wide or personal scheduling
Manage course appointments	Sessions owned by a course Calendar tab
Room Calendar tab in OrgHub → Database → Rooms	Scheduling while looking at that room’s existing bookings

Editing an existing appointment uses the same location field — see also Edit an appointment.

Before you start

Ensure the room exists and is Active (or understand that Maintenance rooms are labeled in the picker) — Create a room / Edit a room.
Know the appointment Date & Time first; availability hints are validated against that slot, not “now.”
For multi-layout spaces, know which setup (capacity and amenities) matches the session.
Know any hard requirements (projector, accessibility, lab kit) so you can prefer rooms tagged with the right amenities.

Open the appointment creator

Open a calendar — for example, a course calendar, your personal calendar, or a room’s Calendar tab from OrgHub → Database → Rooms.

Create a new appointment or open an existing one for editing.

In the appointment creator, locate the location field labeled Add location (placeholder: “Add video-call, address, room or search by tag”).

Select a room

Select Add location and search for a room by name or tag.

Choose a room from the Rooms, Suggested rooms, or Other rooms groups.

If the room has multiple setups, each setup appears as a separate entry showing the setup name and capacity. Select the setup that matches your session layout.

The selected room appears as a tag in the location field. You can add multiple room-and-setup combinations to one appointment.

Save the appointment.

After saving, the booking appears on the calendars of invited participants and on the room’s Calendar tab for utilization and conflict visibility.

Choosing capacity and setup wisely

Session type	What to prioritize
Lecture	Capacity that fits the cohort; AV amenities (projector, speakers)
Seminar / tutorial	Smaller capacity; moveable furniture if your catalog tracks it
Written exam	Exam-oriented setup capacity; avoid overstating seats
Lab / practical	Lab amenities and true bench capacity, not lecture capacity
Hybrid	Physical room plus a video call location type (see below)

If the same hall offers “Lecture — 120” and “Exam — 80” setups, pick the setup that matches how the room will actually be arranged — capacity badges follow the setup you select.

Understand room availability hints

While selecting a room, Fuxam shows helpful context:

Capacity badge — compares attendee count to the room’s capacity for the selected setup.
Conflict indicator — marks rooms that already have an appointment at the chosen date and time.
Maintenance status — rooms in Maintenance are labeled accordingly.
Suggested rooms — rooms linked to selected courses may appear under Suggested rooms for faster selection.

Amenities, tags, and finding fit

Search in Add location works best when room master data is complete:

Room Name and Tags — everyday names and nicknames people type while booking.
Amenities — equipment and features (projector, whiteboard, accessibility, lab kit) from the amenities catalog.
Location — building or campus grouping from Manage locations, which helps you orient large estates even though you still book a room, not a location.

If you cannot find a room that “everyone knows has a projector,” the amenity is probably missing on the room record — fix it in Database rather than inventing a free-text address.

Alternative location types

Instead of a room, you can assign:

Address — a free-text location when no registered room applies.
Video Calls — an integration such as BigBlueButton, or a custom meeting URL.

These options are mutually usable with room selection depending on your appointment type. Combining a room with a video link is the usual way to express a hybrid session (in-person place plus remote join path), consistent with the location model described in Create an appointment.

After you book

The appointment appears on participant calendars and on the room Calendar tab.
Activity contributes to room utilization summaries on Analytics.
Later edits to the room’s name, capacity, or amenities update how the room is presented going forward; they do not remove the appointment.

Best practices

Set date, time, and expected attendees before hunting for a room so capacity and conflict hints are meaningful.
Prefer Suggested rooms when they appear for course-linked sessions — they often reflect spaces already associated with that teaching context.
Pick the setup that matches the real layout (for example, exam seating vs lecture) so capacity badges match what people will experience.
For recurring series, confirm the room remains suitable across the whole pattern; a one-off conflict can hide inside a long recurrence if you only check the first date carefully.
When equipment is mandatory, verify amenities on the room before saving — do not rely on memory of last semester’s kit.

Common pitfalls

Searching only by informal nicknames that were never stored as Room Name or Tags — update the room record instead of inventing a free-text address.
Booking a room still marked Active while facilities expected Maintenance — status must be updated in Database to show correctly in the picker.
Assuming an Inactive room will still appear as bookable; inactive rooms cannot be booked.
Choosing the wrong setup so the capacity badge looks fine while the physical layout on the day does not.

FAQ

Can one appointment use more than one room?

Yes. Each selected room-and-setup combination appears as a tag in the location field; you can add multiple combinations to one appointment.

Why do I see the same room listed more than once?

Rooms with multiple setups appear as separate entries, each showing the setup name and capacity. Choose the setup that matches your session.

Where do I fix wrong capacity or maintenance labels?

Update the room in OrgHub → Database → Rooms — see Edit a room. Appointment hints read from that master data.

How do I find a room with specific equipment?

Maintain amenities on the room (and search by name or tag for known spaces). See Manage amenities. If the catalog label is missing, add it there first.

Create a room

Edit a room

Update capacity or status so booking hints stay accurate.

Manage amenities

Equipment labels that help you pick the right space.

Room utilization

See how bookings accumulate on a room over time.

Create an appointment

Full appointment creator fields including location formats.

Manage course appointments

Create and edit sessions on a course Calendar tab.

Rooms overview

How room setups and locations work.

Base calendar

Institution-wide schedule where room bookings appear.