Releventful's room management feature allows you to manage your room reservations and ensure that you are not overbooked for an event. Create your rooms in the system and begin assigning rooms to your events within the event details tab of a given event. Utilize the calendar's room view to see a list of all reserved rooms for a given day, week, month, etc.
⚠️ Don't see the Rooms option in your Business Setup menu? Room Management is an add-on feature that must be included in your account plan. If it is not currently available in your account, please reach out to our support team and we can provide an estimate to add it.
Room Management Tutorial
Click the thumbnail below to be directed to the room management tutorial:
Step #1: Create Your Room List
Follow the steps below to create your room list in the system:
Select the settings gear at the bottom left-hand corner of Releventful.
Select Business Setup.
Select Rooms from the submenu that appears.
Create a new room with the +Add button.
Enter the name of the room, optional description and room capacity in the provided fields.
Select Save to the left of the room name to save and create your room in the system.
Step #2: Add a Room Reservation to Event Details
After your rooms are created in the system, you can begin to reserve a room for each of your events. A room can be allocated for an event within the event details tab of the event to properly reserve the room in the system.
Follow the steps below to reserve a room for an event:
Edit the event that you would like to allocate a room reservation for.
On Event Info tab, scroll down to Room field.
Open the Room field drop-down to see a list of the rooms in the system (as created above in Step #1).
Select the Room and click the plus button ( + ) to choose the days and time that room will be reserved.
Repeat Step 3-4 to reserve all rooms needed for the event.
Step #3: Room Calendar
The calendar provides a view to see all room reservations at a glance for a given day, week, month, etc. Follow the steps below to view the room reservations on the calendar:
Select the Dashboard icon from the left-hand navigation bar.
Select Calendar tab at the top of the screen.
Select the Change Calendar button at the top of the display.
Select Room Calendar in the list that appears.
The room names will appear in a list on the left-hand side and indicate which events have reservations in those listed rooms. For events that do not have a room reserved, you will see them listed under the None Selected header. Click on any event to jump to their event details page.
When attempting to reserve a room for a second event at the same date and time, the system will pop-up a warning informing you that you already have the room reserved for this date and time.
Step #4: Room Conflict Warnings
When reserving rooms, the system can alert you if there is a scheduling conflict.
Two settings control how room conflict warnings behave. They are located in different areas of your Event Settings.
1. Event Room Conflict Settings
Found under Settings → Event Settings → Event Room Defaults → Event Room Conflict Settings. When this setting is checked, the system will only notify you of a conflict when the exact same room is reserved by two different events at the same date and time. This is the recommended setting for most venues — it ensures you only see meaningful, accurate conflict warnings.
When unchecked, conflict detection is less precise and may generate warnings for different rooms, or flag multiple rooms booked for the same event simultaneously. If you are seeing unexpected conflict warnings, checking this setting typically resolves them.
2. Include Sales Events
Found under Settings → Event Settings → Event Defaults → Event Conflict Settings → Include Sales Events. When enabled, unbooked sales (pipeline) events are included when checking for room conflicts. This can cause conflict warnings even when no confirmed booking is using the room — because an unbooked lead event is holding the reservation.
For most venues, it is recommended to disable Include Sales Events so that pipeline leads do not block room availability for confirmed bookings.
To update these settings, navigate to the paths listed above for each setting and save your changes.
Select the Settings gear in the left-hand navigation bar.
Select Event Settings.
Select Event Room Defaults.
Choose whether conflicts should be shown when events are booked in the same room.
Save your settings.
If you are seeing unexpected room conflict warnings, the most common causes are:
Getting a conflict warning for a different room — Go to Settings → Event Settings → Event Room Defaults → Event Room Conflict Settings and check the box. This restricts warnings to the same room only.
Can’t book multiple rooms for the same event at the same time — Check the Event Room Conflict Settings box. Without it, the system may incorrectly flag multiple rooms on a single event as a conflict.
Getting a conflict when no confirmed bookings are using the room — Go to Settings → Event Settings → Event Defaults → Event Conflict Settings and disable Include Sales Events. An unbooked pipeline event may be holding the room reservation.