Viewing and Scheduling Conference Room Events

You can view conference room details and schedule events that automatically provision network access for associated identities during the event duration.
Note:
  • Conference rooms are managed as units and are separate from the Resident Portal functionality.
  • Adding or importing conference rooms does not create calendar events.
  • Calendar scheduling applies only to the selected conference room.
  • Network access is granted only during the scheduled event time.
  • Identities are automatically associated with the conference room when the event starts.
  • Identities are automatically disassociated after the event ends based on system cleanup rules.
  • Editing or deleting events affects scheduling only and does not modify the conference room configuration.
  • Select event attendees from existing identities during scheduling; they are not associated at the conference room level.
  • Ensure that the Enable Identity Auto Clean-up setting for the associated identity group is disabled to prevent inactive identities (over 30 days) from being removed before future events.
Complete the following steps to view conference room scheduling and availability:
  1. In the navigation bar, select Venues.
    The Venues page is displayed.
  2. Click the Venue name.
    The details page is displayed for the selected venue, defaulting to the Overview tab.
  3. Click the Property Units tab, and then select the Conference Rooms sub-tab.
    The Conference Rooms page is displayed.
  4. Click the specific Conference Room Name.
    The details page is displayed for the selected conference room, defaulting to the Identity sub-tab.
  5. Schedule a new event. Click the Scheduling sub-tab and then click Add Event.
    Alternatively, click Calendar in the upper-right corner of the details page for the selected conference room, and then click New Event.
    The New Event sidebar is displayed.
    New Event
    Complete the following fields to create the event, then click Add:
    1. Enter an Event Name.
    2. Select the From and To date and time; the calendar view displays the time range you have selected and visually alerts you to conflicts with other events. Optionally, toggle the All Day switch on.
      Note: Events must have a defined start and end time.
    3. (Optional) Click Add Identity, select one or more identities in the Add Identity Association sidebar, and click Add.
      Note: Select only existing identities; new identities must be created separately before association.
    4. (Optional) Select the Send Alerts to Associated Identities timeframe from the drop-down list. The options are None (default), 1 week before, 2 days before, 1 day before, 2 hours before, 1 hour before, and 30 minutes before.
    5. (Optional) Select an Occurrence from the drop-down list to configure a recurring event. The options are Does not repeat (default), Repeat daily, Repeat weekly, Repeat monthly, and Repeat yearly.
      Note: For recurring events, ensure that the event schedule is clearly defined for all occurrences.
    6. (Optional) Enter a Description.

    The event is created and appears in the Scheduling section. The Scheduling section displays Event Name, Identity, Status, Description, and When details of all future events (the system removes non-recurring events from the list when they are completed). The Event Name is a hyperlink that opens the Event Details page, and the Identity count is a hyperlink that opens the Identity sidebar, where you can associate or disassociate identities.

    You can use the Search option to display only the table entries matching the specified Event Name, Description, and When; enter a minimum of two characters. Click Clear Filters to remove the applied filters.

    You can customize which fields appear in the Scheduling table by clicking the icon and selecting or deselecting the desired column names. Drag and drop individual column names up or down the list to customize the left‑to‑right column display in the table. Optionally, you can click Reset to default to restore the default subset of columns.

    You can sort the list by event status or date/time by clicking the associated column header, Status or When, respectively.

  6. (Optional) Select the checkbox alongside the event name to display and access the following options:
    • Edit: Click Edit to modify the event. Update the required details in the Edit Event sidebar and click Save.
    • Delete: Click Delete to remove the event. A confirmation message is displayed; review and click Delete.
  7. (Optional) In the upper-right corner, click Calendar to view the calendar.
    The Calendar page is displayed, defaulting to the Day view (current day); other view options are Week and Month. The calendar widget on the left side of the page allows you to scroll back and forth one month at a time, while the month and year filters above the large calendar allow quicker month-based filtering.
    Note: In the Day view, you will see:
    • The calendar displays a time-based schedule with hourly slots for the selected date.
    • The selected date is displayed at the top of the calendar.
    • If no events are scheduled, the calendar displays a message indicating that no meetings are scheduled for that day.