Edit a room

Update a room's name, code, capacity, status, location, notes, tags, amenities, and setups from the room detail page or the Rooms table.

Editing a room keeps the institutional directory accurate as spaces change layout, move between buildings, go into maintenance, or gain new equipment. You can edit room fields from the Rooms table or from a room’s detail page after opening it from the directory in OrgHub → Database → Rooms.

Accurate room data flows into appointment booking: capacity badges, maintenance labels, amenity search, and utilization views all depend on what you maintain here.

Why it matters

Room master data ages quickly — renovations change capacity, AV kits move between halls, and wings close for maintenance. If the directory is stale, schedulers book the wrong capacity, ignore real unavailability, or create parallel “shadow” rooms. Editing rooms in Database updates the single catalog used by the Base calendar and course appointments.

How it fits

Room edits do not themselves create or cancel appointments. Status changes affect future booking eligibility and how rooms appear in the location picker; existing appointments remain until someone edits them separately.

Related workflows: Create a room, Manage locations, Manage amenities, Room utilization, Assign room to appointment.

Open a room

Use Calendar to review upcoming bookings before changing status or capacity. Use Analytics to understand recent utilization. Use Settings for most structural edits.

Rename a room or update its code

Alternatively, update Room Name and Room Code on the Settings tab under Details, then select Save.

Edit capacity, location, and notes

On the room Settings tab:

• Capacity — update the person capacity for physical rooms. Prefer usable teaching capacity so booking badges stay honest.
• Location — change the assigned building or campus (see Manage locations).
• Room Address Notes — update supplementary address or access information.
• Online Room — switch between physical and online mode; online rooms use an Online Link instead of capacity and location.

Select Save on the Details section when you finish editing.

Room setups

Additional room setups (alternative capacities or amenity configurations for different layouts) are managed from Settings after the default setup created at room creation.

Use setups when one physical space regularly operates in more than one mode:

When someone assigns a room to an appointment, each setup can appear as a separate selectable entry with its own name and capacity. Keep setup labels short and recognizable (for example, “Exam — 40” rather than an internal facilities code).

Change room status

Room availability is controlled by status:

You can change status in two places:

• Rooms table — use the Status column selector on the row.
• Room Settings tab — update status in the Details section, including optional scheduled status changes for future dates.

Scheduled status changes

When you know a maintenance or closure window in advance, prefer a scheduled status change on Settings rather than flipping status manually on the day. A scheduled change typically includes:

• The target status (Maintenance, Inactive, or a return to Active)
• A start date (and optional end date) for the window
• An optional reason (for example, “Annual HVAC maintenance”) so facilities and planners share the same context

Overlapping scheduled windows for the same room should be avoided — resolve conflicts before saving another window.

Edit tags and amenities

On the Settings tab, update Tags and Amenities for the room. You can also add amenities in bulk by selecting multiple rooms on the Rooms tab and using the bulk actions menu.

After renovations or equipment moves, update amenities promptly so planners do not book a room for kit that is no longer there.

Edit from the Rooms table

Without opening the detail page, you can update Status inline and edit Notes directly in the table. Save pending table edits when prompted.

This path is useful for quick operational updates (for example, flipping several rooms to Maintenance during a renovation window) without opening each detail page. Bulk actions on the Rooms tab also cover amenities and location assignment.

Best practices

• Check the room Calendar (and skim Analytics) before capacity reductions or status changes that affect teaching weeks.
• Keep Room Code stable even if you rename the display label — codes often feed imports and integrations.
• Prefer scheduled status changes on Settings when you know a maintenance window in advance, rather than relying on memory to flip status on the day.
• After bulk amenity updates, spot-check a few rooms so the wrong equipment set was not applied to an entire floor.
• When capacity changes permanently (for example, after removing seats), update both the room capacity and any setups that still advertise the old number.

Common pitfalls

• Setting Inactive or Maintenance and assuming past bookings are cleared — they are not.
• Switching a busy physical room to Online Room without updating how appointments describe the session format.
• Editing capacity on the room but forgetting alternate setups that still advertise old capacities in the appointment picker.
• Leaving amenities stale after AV or accessibility changes — search then points staff to the wrong spaces.

FAQ

Related pages