Facilities, rooms and room scheduling

A facility is a place you host in: your studio, a retreat center, a venue you rent. Rooms are the spaces inside it. You use rooms two ways: to say who sleeps where at a retreat, and to hold a room for a block of time so two gatherings don’t clash.

Add a facility and its rooms

1. Open Spaces > Facilities and click Add Facility.
2. Enter the Name and Address, and choose Ownership (rented or owned). Save it.
3. Click the facility to open it, then click Add Room under “Rooms in this facility”.
4. Enter the Room name and its Capacity (how many people it holds or sleeps). Rates, amenities and notes are optional.

Assign who sleeps where

1. Open Scheduling > Gatherings, click the gathering, and open the Room assignments tab.
2. Under “Who sleeps where”, pick a room for each attendee. The same room shows on their row on the Attendees tab.
3. Sort by first name or group by room. A count shows how many people still need a room.
4. Click Print rooming list for a printable list grouped by room, with anyone unassigned at the end.

Hold a room for a block of time

For a hall or ceremony room:

• On the gathering’s Room assignments tab, under “Space bookings”, pick the room, the date and the start and end times, then click Assign room.
• Or open Spaces > Room Scheduling and click New. Use this for your own gatherings or for someone renting a space from you.

Good to know

• If a room already has something booked at an overlapping time, ColibriOS warns you and asks before booking it anyway.
• A facility you add from a gathering’s edit form also appears under Spaces > Facilities.
• Only active rooms show in the “Who sleeps where” picker.
• No room picker on your attendee list? Add rooms to a facility first.
• Room assignments live on gatherings, which are part of ColibriOS Pro. See The Free plan and ColibriOS Pro.