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Looking at Events and Rooms Side by Side

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Events and Room Reserve Room Reserve Logo

A Guide to Functions and Responsibilities

Evanced Solutions




The intention of this information sheet is to provide a hight level overview of Events and Room Reserve as standalone applications and as partners.  When working together, each retains its original functions (except those related to holidays and closings) while benefiting from cross-functional strengths.  


Events Room Reserve
Events provides tools for:
  • Managing Library - sponsored events and activities.
  • Reporting Event schedules, PR needs, and event statistics
Room Reserve provides tools for:
  • Managing rooms
  • Advanced costing
  • Equipment inventory tracking
  • Customizing Reservation Forms
  • Reporting room and equipment schedules, and utilization statistics
Library staff have the ability (based on security level) to:
  • Configure the system
  • Add, modify, and delete events
  • Register patrons
  • access reporting tools
Library staff have the ability (based on security level) to:
  • Configure the system
  • Assist patrons with reservations
  • Accept or deny reservations
  • Post fee and deposit payments
  • access reporting tools
Patron access is limited to:
  • Viewing the event calendar
  • registering for events
  • Subscribing to email notifications and reminders
Patron Access is limited to:
  • Viewing the reservation calendar
  • Submitting reservation requests for rooms for equipment
The spaces where events are held:
  • Are called "Locations"
  • Are not profiled in the system (i.e., no details about room capacity and features)
The spaces where meetings are held:
  • Are called "Rooms"
  • Are profiled in the system (i.e., profiles include room capacity and features)
Holidays and other closings are managed by Events when Events:
  • Is a standalone application
  • Works with Room Reservation
Holidays and other closings are managed by Room Reserve when Room Reserve:
  • Is a standalone application

What Happens When They Work Together?

When Events and Room Reservation are partnered:
  • Room Reservation appear on the Events Calendar at the discretion of the library.  Both Room Reservation and Events recognize reservations conflicts regardless of a reservation's appearance on the Events Calendar.
  • Events that use rooms configured in Room Reserve always appear on the Room Reserve calendar.
  • Locations created in Events are not available to Room Reserve, unless they are configured as rooms in Room Reserve.
  • Rooms configured in Room Reserve are always available to Events
  • When Events and Room Reserve are partnered, Events assumes custody of holiday and closing functions
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