Booking: Creating, editing and deleting your rooms

[EmilyTapestrySupport]

In this tutorial we'll look at how you can create, edit and delete rooms within the management system on Tapestry. Creating rooms can make it easier to view and manage children's schedules as you can view bookings for each room separately. You can also view the total number of bookings in each room to help you manage capacity and staffing.

If you are using the management system for the first time, when you go to 'Management System' (1) at the top of the screen, you will be given a list of things you can do, including adding your rooms (2).

 

 

 

This will take you to the 'Rooms' set up page. To continue, click the 'Add Room' button.

 

 

If the set up screen has already been completed on your account, to create a new room you will need to go to Management System (1) -> Config (2) -> Rooms (3), then click the 'Add Room' button (4). Your current rooms will also be listed here.

For each one you can see your chosen age range (5), capacity (6) and the staff ratio (7).

 

 

 

After clicking the 'Add Room' button, you will then be able to select a name (1), description (2) and colour (3) for your room. Both the description and colour are optional. If you add a description, this will appear under the room on the Configuration page.

Top tip: Making your rooms different colours will make them a bit easier to identify when looking at the bookings for your whole setting!

You can also choose the age range for your room (4), your maximum room capacity and the staff ratio (5). Once you are done click 'Save' (6).

 

 

Your room will then be created and will appear on the Rooms config page. You can use the buttons to the right to view the bookings for that room (1), and to edit (2) or delete (3) it.

 

 

You will also be able to view the bookings for your room or your whole setting, by going to the main Rooms section on the left (1) and selecting your room (2). However, before you do this you may need to assign children to your room.

On this page at the top you will be able to see (3):

• Peak Occupancy - this tells you the maximum number of children you will have in that room for the time scale shown (in the example below, we are looking at Daily Bookings, so the numbers refer to the 6th September 2022).
• Peak Staff Required - this is the highest number of staff members who will need to be in the room at any point in the day.
• Room Capacity - the total number of children the room can hold. 
• Staff Ratio - the staff to child ratio the room requires.

In the Daily Bookings view, you can also see your Peak Occupancy (4) and Peak Staff Required (5) specified by hour in the table itself.

Any numbers that take you over your capacity or ratio will display in red (6).

 

 

 

Now let's take a look at the Weekly Bookings view. Once again, you will need to go to Rooms (1), select the room you wish to view (2) but this time navigate to the second tab at the top of the page (3).

As with the Daily Bookings view, you can see your Room Capacity and Staff Ratio on this page for reference, but this time they are represented by their symbols underneath the room name on the left hand side of the table (4). As before you can also see your Peak Occupancy (5) and Peak Staff Required (6) in the table as well, although you can change Peak Occupancy to Total Children using the buttons above if you would like to (7). Peak Occupancy and Total Children differ slightly - you can click the little 'i' symbol next to each of them to see an explanation of what each represents, so you can choose which view you prefer. 

Numbers that take you over your set capacity and ratio are again displayed in red on this page (8). We have also included a symbol key to help you interpret the table if needed; you can find this at the top and bottom of the page (9).

 

 

 

To see a more detailed explanation of our Daily and Weekly Bookings screens, which will take you through the other options you have on these pages, you can take a look at our tutorial here.

 

 

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