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Select Setup | Accommodations | Rooms from EventPro's main menu.
Choose the location to which you want to add rooms from the Location drop-down list.
In the middle selection grid, select the Room Group in which you want the new room to be located. You can add one room at a time, or if several rooms have the same or similar properties, you can add multiple rooms simultaneously.
Click the New button to the right of the bottom selection grid.
The Room [New] window appears. There are three tabs in this window: General, Comments and Setup Info.
| a. | Enter the Room Code. This code will appear on the Accommodations Calendar. |
| b. | When you move down to the Description field, it will default to the same text as the Room Code. You can enter an expanded description of the room if you like. |
| c. | In the Grid Position field, enter a number to represent where you want this room to appear relative to other rooms on the Accommodations Calendar. If you do not select grid position numbers, the rooms will be listed alphabetically. |
| d. | Enter the Capacity of the room, if you want EventPro to do a capacity check. If you do not want a capacity check, leave this field at 0 (zero). |
| 2. | Comments: Under the Comments tab, you can enter additional notes about the room. Click the Wordprocessor button to create more complex documents or click the Load Template button to load a previously created letter template (which you would have created under Chapter 12: Communications). You can later edit these comments from the Accommodation Calendar (see Accommodations Calendar). |
| 3. | Setup Info: Enter any additional setup information under this tab. |
When you have entered all the information you need for this room, click Save.
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Click the New Multiple button to the right of the bottom selection grid.
The Create Multiple Rooms [New] window appears. There are three tabs in this window: General, Comments and Setup Info.
| a. | Under the General tab, enter a Prefix that will apply to all of the rooms in this batch. |
| b. | Enter a Start Room Number and an End Room Number. EventPro will add as many rooms as there are numbers in this range, each room assigned a different number. |
| c. | Enter a Suffix that will apply to all of the rooms in this batch. |
| d. | Enter the Numeric Length of the room code. For example, if the room number is 6, and the numeric length is set at 3, the room number will appear as 006. If the numeric length is set at 4, the room number will appear as 0006. |
| e. | Enter a Description that will apply to all of the rooms in this batch. If you want unique descriptions for each room, you can later edit the individual rooms. |
| f. | In the Starting Grid Position field, enter a number to represent where you want this batch of rooms to appear relative to other rooms on the Accommodations Calendar. If you do not select grid position numbers, the rooms will be listed alphabetically. |
| g. | Enter the Capacity that will apply for all of the rooms in this batch. If you need to enter different capacities for each room, you can later edit the individual rooms. |
| 2. | Comments: Under the Comments and Setup Info tabs, you can enter additional notes about these rooms. If you need to enter unique notes for each room, you can later edit the individual rooms. Click the Wordprocessor button to create more complex documents, or click the Load Template button to load a previously created letter template (which you would have created under Chapter 12: Communications). |
| 3. | Setup Info: Enter any additional setup information under this tab. |
Click Save. In the Confirm dialog box that appears, click Yes to create this batch of rooms.
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