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Creating venues and rooms

  • Updated

Venues are locations that contain one or more rooms. They store useful information such as addresses, contact details, and images.

✅ Before you start: You need the Site admin role.

Create a venue

  1. Go to Setup → Venues → click Create venue in the top right corner.
  2. Name: Enter the venue name as it will appear on the site.
  3. Description: Add a description so learners know about the venue and the building.
  4. Image: Upload an image for a visual reference.
  5. Address: Start typing to see automatic suggestions. If you cannot find the address, click Enter address manually.
  6. Contact information: Enter an email address and phone number for the venue contact.
  7. Status: Set the toggle to Active to publish the venue. Leave it as Inactive to save as a draft.
  8. Click Save changes. To undo your changes, click Reset changes.

ℹ️ A venue is only visible to other users when the status is Active. You cannot set a venue to Inactive if it is currently in use.

Once active, the venue is visible to learners and trainers when viewing session dates. Admins in workspaces you have shared the venue with can also use it for sessions.

Venues are visible across workspaces if your organisation has more than one. Other administrators can use the venue for their sessions.

Create a room

Rooms sit within venues and define the space where an event takes place, such as a classroom. They store details like capacity, cost, and location.

  1. Go to Setup → Venues → click View on the venue you want to add a room to → click Create room.
  2. Name and Description: Enter a name and description so users can identify the room.
  3. Image: Upload an image from the media library for a visual reference.
  4. Location: Add directions to help learners find the room, for example which floor it is on.
  5. Capacity: Set a maximum capacity to prevent overbooking when scheduling sessions.
  6. Cost: Set a cost per hour, per day, or per week depending on usage and charges.
  7. Status: Toggle the status to Active when you are ready to publish the room.
  8. Click Save changes to finalise the room.

ℹ️ You can override the room capacity when creating a session. For example, you could reorganise a room to fit more people for a specific session.

ℹ️ Costs are based on GBP (£).

The room is now ready for use. Rooms are shared across workspaces within the organisation, so they cannot be duplicated or double booked.

Edit a venue

  1. Go to Setup → Venues to view the list of venues.
  2. In this table you can see how many rooms a venue has and whether it is active or inactive.
  3. Click View at the end of the row to see venue details, including name, description, location, and rooms.
  4. Click View settings in the top right corner to edit the venue details.

ℹ️ You can only edit venues that are not in use and are set to Inactive.

To delete a venue, click the Bin icon at the top right of the page.

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