Overview
This release introduces Bulk Room Assignments, a new room scheduling enhancement designed to reduce the effort required to assign multiple rooms for both single-day and multi-day visits.
Users can now select multiple rooms in a single action, define the assignment duration, and optionally apply those assignments across all days of a visit. The modal validates room availability before saving; if any conflict exists, the save action is disabled until the conflict is resolved.
The enhancement improves scheduling efficiency for visits that require multiple room assignments, whether the visit lasts a single day or multiple days, while maintaining existing room availability validation and conflict management rules.
What's New
- Bulk room selection and assignment
- Multiple room assignments in a single operation
- Assignment duration configuration
- Apply-to-all-days functionality
- Dedicated Room Assignments section within Visit Info
- Enhanced Add Assignment workflow
- Improved room scheduling board experience
- Room search capabilities
- Conflict prevention before save
- Conflict indicator and resolution guidance
- Enhanced room availability visibility
- Multi-room support within a single visit
Functional Summary
Users can now assign multiple rooms simultaneously instead of creating individual room assignments for each room and visit day.
The system allows users to:
- Select multiple rooms
- Define assignment duration
- Apply assignments to a single day or all visit days
- View room availability
- Review scheduling conflicts
- Resolve conflicts before saving
Room availability and conflict validation continue to use existing scheduling rules. When conflicts occur, the modal shows the conflict and does not allow the user to save until all conflicts are resolved.
Key Capabilities
- Bulk room assignment processing
- Multiple room selection
- Apply assignments across visit days
- Assignment duration management
- Conflict prevention before save
- Room conflict detection
- Conflict summary reporting
- Enhanced room scheduling board
- Room search and discovery
- Integrated Visit Info room management
Bulk Room Assignments – Overview
|
Area |
What this means for users |
|
Room Assignment |
Multiple rooms can be assigned in a single action |
|
Visit Scheduling |
Room assignments can be applied across multiple visit days |
|
Assignment Duration |
Users can define assignment start and end times |
|
Conflict Handling |
If any selected room has a conflict, the modal prevents saving until the conflict is resolved |
|
Scheduling Visibility |
Users can review room schedules and availability before assigning rooms |
|
Visit Management |
Room assignments are managed directly from Visit Info |
Configuration & Administration
Bulk Room Assignments uses existing room scheduling configuration and does not introduce new room administration settings.
The feature relies on:
- Existing room inventory
- Existing room availability rules
- Existing room scheduling validation
- Existing room conflict detection
Room Availability
Assignments continue to respect:
- Existing room bookings
- Room availability schedules
- Room blocks and maintenance periods
- Capacity validation rules
User Roles / Permissions / Prerequisites
Users must already have access to room scheduling functionality.
|
Access Level |
What Users Can Do |
|
View Access |
View room schedules and assignments |
|
Edit Access |
Create, edit, and manage room assignments |
|
Administrative Access |
Manage room inventory and scheduling configuration |
Prerequisites
- Visit must exist.
- Visit schedule must be defined.
- Rooms must exist and be available for assignment.
- User must have room assignment permissions.
How It Works / User Flow – Step-by-Step
1. Create Room Assignments
- Open a visit.
- Click on the + Add Assignment
OR
- Navigate to the Room Assignments section.
- Select + Add Assignment.
- Review the visit date, duration and attendees. NOTE: Dates have a fallback logic of 5 minutes if wrong span chosen
- Add Rooms
- Save the assignment.
2. Copy Assignments Across Visit Days
- Open the Add Assignment workflow.
- Define the assignment duration.
- Select rooms.
- Enable Copy to All Days in Visit.
- Save the assignment.
The system attempts to create assignments for each visit day.
3. Review Room Availability and capacity caution
Users can review room schedules through the room scheduling board and through rooms dropdown.
The scheduling board provides:
- Room schedule visibility
- Assignment visibility
- Scheduling context
- Availability awareness
The room dropdown provides a segregated view of the Available and Non-available rooms and also a warning in case the visit attendee length exceeds the room capacity.
This allows users to understand room usage before creating assignments.
4. Handle Assignment Conflicts
When room conflicts occur:
- The modal shows the conflict indicator against each room that has conflict
- Save behaviour is disabled until the conflicts are resolved.
Examples of conflicts:
- Already booked
- Blocks
- Buffers
5. Manage Existing Assignments
Users can:
- View room assignments
- Edit room assignments
- Maintain multiple assignments per visit
Assignments remain associated with the visit and continue to use existing scheduling logic.
Important Considerations & Limitations
- Assignment duration defaults to the full visit day.
- Users may modify assignment duration before saving.
- Apply to All Days is optional.
- Existing room availability rules remain unchanged.
- Existing room conflict validation rules remain unchanged.
- Conflict resolution remains a manual process.
- Multiple room assignments can exist for a single visit.
- Bulk Room Assignments uses the existing room scheduling framework.
FAQs
Can I assign multiple rooms at the same time?
Yes. Users can select multiple rooms and create assignments in a single action.
What happens if one room is unavailable?
A caution icon is shown and a popover appears displaying the reason for unavailability.
Will the entire assignment fail if one room has a conflict?
No, the system doesn’t let the user proceed when there is a conflict.
Can assignments be applied across all visit days?
Yes. Users can use the Copy to All functionality to apply the copied rooms to all days.
Can I modify assignment duration?
Yes. Users can update the default assignment duration before saving.
Does Bulk Room Assignments change room availability rules?
No. Existing room scheduling and availability validation rules remain unchanged.
Support & Troubleshooting
If room assignments are not being created as expected, verify:
- The room exists.
- The room is available.
- The selected time range is valid.
- The user has room assignment permissions.
- The visit schedule is configured correctly.
- The room is not blocked or already assigned.
When contacting support, provide:
- Visit ID
- Room Name
- Assignment Date
- Assignment Time Range
- User Name
- Screenshot of any conflict messages
- Details of the assignment request