Create a room

Register a new physical or online bookable room from the Rooms table in OrgHub Database, including capacity, location, tags, amenities, and the default setup.

Creating a room adds a bookable space to your institution’s directory in OrgHub → Database → Rooms. Once registered, the room can appear when staff assign a location on an appointment, show up on the room’s own Calendar tab, contribute to utilization, and participate in capacity and conflict hints during scheduling.

Use the create flow for both physical spaces (halls, labs, seminar rooms) and online-only rooms that carry a meeting link instead of a seat capacity.

Why it matters

A room that exists only in someone’s email or a paper floor plan cannot be conflict-checked, filtered by amenity, or shown consistently to students. Registering it in Database turns it into shared master data: one name, one capacity (or online link), one status, optional location grouping for the map and directory, and optional equipment labels planners can search for.

Creating rooms carefully up front — clear names, realistic capacity, correct location, accurate amenities — reduces booking errors later more than any amount of last-minute edits on the calendar.

Before you start

Confirm room management is enabled for your institution and you can open OrgHub → Database → Rooms (see Rooms).
Decide whether the space is physical or online-only.
If you group by building or campus, create or identify the location first — or create one inline from the Location selector while creating the room.
Know which amenities (projector, whiteboard, lab equipment, accessibility features, and similar) apply to this space.
Know the intended Room Name, optional Room Code, capacity (for physical rooms), and any tags your institution uses for search.

How it fits

New rooms join the same catalog used by the Base calendar and course appointments. Fuxam also creates a default room setup automatically so the room is immediately selectable when booking.

Open the create sheet

Go to OrgHub → Database → Rooms and open the Rooms tab.

In the toolbar, select Create. This opens the Create Room sheet.

Fill in room details

Complete the sheet fields below. Required fields must be filled before Create succeeds; optional fields improve discoverability and booking quality.

Enter Room Name — the label shown across calendars, appointments, and the room directory. This field is required. Prefer names people already use on campus (for example, “Lecture Hall A12”) so search during booking matches everyday language.

Optionally enter Room Code — an institution identifier used in imports and integrations. Codes help when the display name is long or duplicated across campuses. If you leave the code empty, the system can generate one from the name.

For an online-only room, enable Online Room. When enabled, capacity is not required and you can enter an Online Link instead of physical fields.

For a physical room, enter Room Capacity — the maximum number of people the room accommodates. Capacity must be at least 1. Use the seating layout you actually teach in most often; specialized layouts can be added later as additional setups on Settings.

Optionally select a Location — assign the room to an existing building or campus, or create a new location inline from the selector.

Optionally enter Room Address Notes — supplementary directions (for example, “Next to the main entrance” or access notes for attendees). These notes help people find the space beyond the location address alone.

Optionally add Tags and Amenities. Tags improve search in the appointment location field. Amenities document what the room offers — projector, whiteboard, accessibility features, lab equipment, and similar items from your amenities catalog.

Select Create. Fuxam adds the room to the directory and creates a default room setup.

Capacity and setups after creation

Think of the capacity you enter at creation as the primary teaching capacity — the layout you use most often. Immediately after create:

Open the room and check the default setup on Settings.
Add further setups if the same space regularly switches layouts (exam seating, lab benches, workshop).
Keep amenity lists honest per setup when equipment differs by layout (for example, movable projectors only in one configuration).

Accurate primary capacity makes capacity badges meaningful from the first booking.

Field reference

Field	Required	Notes
Room Name	Yes	Display label on calendars and directory
Room Code	No	Institution identifier for imports and integrations; can be auto-generated if left empty
Online Room	No	When enabled, capacity is not required; use Online Link
Online Link	For online rooms	Meeting URL for online-only spaces
Room Capacity	Physical rooms	Maximum people; must be at least 1
Location	No	Building or campus group; can create inline
Room Address Notes	No	Extra wayfinding or access text
Tags	No	Search and classification aids
Amenities	No	Equipment and feature labels from your institution catalog

Physical vs online rooms

Aspect	Physical room	Online room
Capacity	Required (at least 1)	Not required
Location	Recommended for campus estates	Optional organizational grouping only
Online link	Usually empty	Meeting URL for the virtual space
Typical use	Halls, labs, seminar rooms	Dedicated virtual rooms reused across sessions

Hybrid teaching usually keeps a physical room in the directory and adds a video call on the appointment itself — see Assign room to appointment.

Best practices

Use a naming convention that includes building or campus cues when several rooms share similar labels (for example, “Science B — Lab 2”).
Set capacity to the usable teaching capacity, not theoretical maximum standing room, so appointment capacity badges stay meaningful.
Assign a location early so the directory and map stay organized as the catalog grows.
Tag amenities that planners actually filter on (AV, accessibility, specialist lab kit) rather than every minor fixture in the room.
After creation, open the room and confirm the default setup on Settings before heavy booking begins.

Common pitfalls

Creating duplicate rooms with slightly different names (for example, “LH A12” vs “Lecture Hall A12”) splits bookings and utilization.
Leaving physical rooms without capacity or with inflated capacity undermines conflict and capacity hints when assigning rooms to appointments.
Skipping location assignment makes large directories harder to filter and map.
Omitting amenities that teaching staff depend on (projector, wheelchair access) forces them to rely on tribal knowledge instead of search.

FAQ

Can I change a room from physical to online later?

Yes. On the room Settings tab you can switch Online Room mode and adjust capacity, location, or Online Link as needed — see Edit a room.

Do I need a location before creating a room?

No. Location is optional. You can assign one at creation, create one inline from the selector, or add it later when editing the room.

Why is there already a setup after I create the room?

Fuxam creates a default room setup automatically so the room is immediately bookable. Add more setups on Settings when the same space supports different layouts or capacities.

Where do amenities come from?

Amenities are labels in your institution’s equipment catalog. You attach them when creating or editing a room, or in bulk from the Rooms tab. See Manage amenities.

Edit a room

Update capacity, status, and amenities after creation.

Manage locations

Organize rooms by building or campus.

Manage amenities

Define and maintain equipment labels for rooms.

Assign room to appointment

Book the room on the calendar.

Rooms overview

How rooms, locations, setups, and amenities relate.