Request rooms and resources for an event
Request rooms and resources for your events to avoid scheduling conflicts and ensure that your church's events have an approval process.
Administrators can request rooms or resources for any event, while creators can only request rooms or resources for events they've created.
Important
Unless they are blocked out, rooms or resources can be requested for multiple concurrent events. Calendar allows multiple events to request the same room or resource because conflict resolvers can choose whether multiple events can share a room or resource.
Request a room or resource
You can request rooms and resources when creating a new event or request them for an existing event.
Request rooms and resources for a new event
Select the Events page from the top navigation in Calendar.
Select the New dropdown or New event button in the top right.
If you selected New, choose Event from the dropdown.
Enter your event's details in the popup.
Select More options.
Add rooms, resources, and additional details to the Rooms & Resources section:
Search for a room or resource and select it from the list to add it to the event, or select Browse to view all rooms and resources in your organization.
Warning
Rooms or resources that are blocked out for your event's scheduled date and time cannot be selected.
Select the 🗓️ calendar icon next to a room to display it on the public Church Center page, if applicable. Only approved rooms will show on the Church Center event page.
Select the arrow to the left of a room or resource to expand its Details, Notes, Questions, and Setup tabs:
Details: View approval details and pending conflicts for the requested room or resource. This will show as "Pending" while you're still editing the event because the requests aren't sent until you save your changes.
Important
If your request creates a conflict with an event on a calendar you don't have access to, you'll see who booked the room or resource, but you can't open the event to view more details.
Notes: Add any notes about your request for the approval group members.
Questions: Answer any questions that are attached to this room or resource. If the room or resource has any required questions, this tab will automatically be expanded.
Setup: Choose a room setup from the dropdown or view any suggested resources, if applicable.
(Optional) Drag and drop the requested rooms and resources to rearrange the order in which they're displayed.
Select Save for this date or Save for this and future dates to apply your changes.
Once you save your changes, the approval groups assigned to the requested rooms or resources are notified. If the requested resources exceed the quantity available, the event owner and managers will receive an email. If your request creates a conflict with another request, conflict resolvers are notified and must decide if only one event can use the room/resource, or if multiple events can share the room/resource.
Request rooms and resources for an existing event
Select the Events page from the top navigation in Calendar.
Open the event for which you'd like to request rooms and resources:
In month/week view: Choose an event from the calendar, then select View event to open it.
In table view: Choose an event from the list to open it.
Select Edit in the top right.
If this is a recurring event, choose whether to edit This date only or This and future dates.
Add rooms, resources, and additional details to the Rooms & Resources section:
Search for a room or resource and select it from the list to add it to the event, or select Browse to view all rooms and resources in your organization.
Warning
Rooms or resources that are blocked out for your event's scheduled date and time cannot be selected.
Select the 🗓️ calendar icon next to a room to display it on the public Church Center page, if applicable. Only approved rooms will show on the Church Center event page.
Select the arrow to the left of a room or resource to expand its Details, Notes, Questions, and Setup tabs:
Details: View approval details and pending conflicts for the requested room or resource. This will show as "Pending" while you're still editing the event because the requests aren't sent until you save your changes.
Important
If your request creates a conflict with an event on a calendar you don't have access to, you'll see who booked the room or resource, but you can't open the event to view more details.
Notes: Add any notes about your request for the approval group members.
Questions: Answer any questions that are attached to this room or resource. If the room or resource has any required questions, this tab will automatically be expanded.
Setup: Choose a room setup from the dropdown or view any suggested resources, if applicable.
(Optional) Drag and drop the requested rooms and resources to rearrange the order in which they're displayed.
Select Save for this date or Save for this and future dates to apply your changes.
Once you save your changes, the approval groups assigned to the requested rooms or resources are notified. If the requested resources exceed the quantity available, the event owner and managers will receive an email. If your request creates a conflict with another request, conflict resolvers are notified and must decide if only one event can use the room/resource, or if multiple events can share the room/resource.
Track approval status
Once your event has been approved or rejected, you'll receive an email. You can also track the approval status of your requested rooms and resources on the Events page or on the event's Overview tab.
Select the Events page from the top navigation in Calendar.
If you're currently in table view, switch to month or week view:
Select View settings in the top right of the calendar.
Choose Month or Week from the dropdown.
Select View settings in the top right of the calendar.
Choose Approval status in the Color section of the dropdown to highlight events according to their approval status:
Pending events are highlighted in yellow.
Rejected events are highlighted in red.
Approved events are not highlighted.
Choose an event from the calendar, then select View event to open the event page.
Select the Overview tab.
Select the arrow next to a room or resource to view more approval details, such as pending conflicts or approval group responses.
Once your event is approved, display it on a kiosk or share it on your website!