Rooms and registration

A booking type can create a room automatically every time someone books it. Turn on Create a room for each booking in the booking type’s Requirements tab.

How it works

When someone books a booking type that creates rooms:

• One room is created for the whole order, holding everyone in it.
• The room’s capacity is the booking type’s maximum group size.
• The room is linked to the booking type, so it is clear what kind of room it is.

This works whichever way inventory is counted. With Per booking, the booking uses one unit of inventory, which suits “book a whole cabin for up to six people”. With Per attendee, each person uses one unit, which suits selling individual bunks and grouping each order together.

Creating rooms of a different type

Set a Room type on the booking type to create rooms of another booking type instead. For example, a “Bunk” booking type can create “Six-bunk cabin” rooms. The room takes its capacity from the room type, and stays linked to both booking types so its occupants still appear as a match when you allocate people.

When people cancel or move

Stock for a per booking type is not returned automatically when someone cancels, and moving someone to another room never changes stock. People are often moved between rooms or merged into shared rooms, so cancelling a booking does not mean its room is free.

When a ticket in a room is cancelled, staff get a notification. Open the room. If a booking of that type created the room and you no longer need it, increase Available Inventory by one on the booking type to return the place. The room page names the booking types to check, links straight to them, and highlights a room whose tickets are all cancelled.

A new room that nobody has booked into is not highlighted, since it may never have used any stock.

A per booking type with no room does not send a notification when its tickets are cancelled, since there is no room to check.

An order cancelled automatically, by an order confirm rule, works differently: all of its stock comes back at once, including stock for a per booking type, and the room it created is removed along with it, unless that room has already been confirmed, or someone from another order has since joined it.

Tip

Use a booking type that creates rooms when the customer is buying the whole space and filling it themselves. Use hand allocation instead when people buy individual tickets and you decide who shares with whom.

Rooms you manage yourself

Rooms created this way sit alongside any you make by hand, in the same Rooms area. You can adjust them, move people between them, and confirm them just like any other room. See Allocations.