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How do I create rooms in calender integration plus?

Updated

If you want to invite your applicants to appointments or offer them appointments to choose from, while these should take place on site in a specific room, you need to create your rooms first. The d.vinci system perceives each room as a participant with its own calendar in order to display its availability.

Prerequisites

  • After upgrading your calendar integration from version Basic to Plus, all calendars have been reconnected
  • Your rooms and users are in the same domain
  • Your rooms have been loaded in Basic Settings

Create rooms for existing locations

Required permissions 

  • Create Master data 

Proceed as follows:

  1. Open the page Master Data.
  2. Click on Locations. The page with the same name is displayed.
  3. Click on the desired location.
  4. Click on the edit-icon next to Properties.
  5. For Appointment Location, select Yes.
  6. Select the desired rooms from the list of all loaded rooms.
    If no rooms are displayed, open the page Basic Settings and click the   button to load rooms.
  7. Click the button Update, to save the changes.

Note 

  • Maximum Number of Rooms
    A maximum of 20 rooms can be created per location. This ensures that all availabilities can be displayed and loading times remain short.
  • Special Applicant Groups
    If certain rooms should only be bookable for applicants with specific characteristics, we recommend first creating a new appointment location with a descriptive name, e.g., "Hamburg Top Management." You can then define the rooms at this location that will only be bookable for this target applicant group during an appointment and appointment booking process.

Create a new appointment location and its rooms

Required permissions 

  • Create Master data 

Proceed as follows:

  1. Open the page Master Data.
  2. Click on Locations. The page with the same name is displayed.
  3. Click on the button + Location. An input form is displayed.
  4. Fill in the input form.
  5. For Appointment Location, select Yes.
  6. Select the desired rooms from the list of all imported rooms.
    If no rooms are displayed, open the page Basic Settings and click the   button to load rooms.
  7. Click on the button Create to save your entries. The Locations page with an overview of all created locations is displayed.
    Alternatively, click Create and Create Another. The input form Location for the next location is displayed.

Note
Maximum Number of Rooms
A maximum of 20 rooms can be created per location. This ensures that all availabilities can be displayed and loading times remain short.

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