Connection Card Pro Help & Documentation

How to Reserve Rooms and Resources

Rooms and Resources is a NEW Feature of Connection Card Pro! This feature was just released in the middle of 2024! Here you can schedule and book rooms, equipment, personnel or other resources to make sure no spaces or resources are overbooked! More components will be added to it within the next few years giving this feature even more functionality!

This feature is an add-on and priced separately. If your organization has added this feature, you will see “Rooms & Resources” on the side menu. If you do not yet have this feature and would like to add it, please see your main Administrator who created your Connection Card Pro account.

Add-on features such as Rooms & Resources can be easily added on by clicking on your profile image in the top right corner and select “Billing” where you can find Rooms & Resources along with other additional add-on features to select from.

Prerequisites:

• Please set up your Rooms and Resources first. See our help document on “Getting Started in Rooms & Resources”.

How To Reserve Room(s) and Resources

Go to Rooms & Resources > Reservations

• Click to add a Reservation
• Fill out Event/Reservation name, description, date and time and any other information in the fields provided.
• Add your Resource(s), and click “Add” to confirm each one.
• Activities and Configurations are selectable when reserving a room / resource. They specify what the room is being used for (activity) or how it should be set up (configuration) if the room is used for different events and there's more than one way to set up.
• Click to “Save Draft” when you are done. If you would like to keep this as a draft for now do not click on the “Save & Submit”. By saving this as a Draft your Rooms/Resources are saved as having been requested to hold these resources for your booking until you are ready to finish and submit.
• If you are finished entering all information needed for this booking, click “Save Draft” first and then click “Save & Submit”.
• Your Draft or Submitted reservation for approval can be found in Rooms & Resources > Requests.

Rooms and Resources can also be reserved when creating an Event or Meeting time!

• While creating your Event or Meeting time you will have the option to reserve rooms or resources for that event.

Releasing Reservations from a Meeting Time

• A room/resource booked through a meeting time allows you the option to release these resources for individual dates when necessary for a larger organization wide function where their room is needed.

• You can release Resource(s) from a Meeting time by going to Services > Meeting Times > and click on “Schedule” for that meeting time. In the Upcoming Gatherings section, you will see a “Release Resource(s)” button for each date

Your rooms and resources are saved for your event as soon as you save your Draft or Submitted Reservation, holding these resources for you until approved. You will also see this event in your event calendar immediately after making your reservation, showing resources booked, even if this reservation has not been approved yet. It is "saving" a spot for any resources that have been requested, so no one else can reserve that resource after you have entered into your reservation.

CONFLICTS:

When anyone attaches a room or resource to an Event or Meeting Time it will automatically be booked and unavailable for other resource bookings. When you see there’s a conflict with a room or resource when trying to reserve, go to Rooms & Resources > Reservations > Availability Schedule. To see dates that are father out than 1 week, click on the date in the upper right corner to change and select the date you want to look at to see where the conflict is causing it to be unavailable. You can then find where this room or resource has already been booked.