Rooms let you schedule people against specific physical resources (for example tables, sections, bars, counters or service stations) inside a location. Use them when it’s important to know where within a site work is taking place, not just which location someone is working in.
Rooms are an optional layer on top of locations. If your organisation only cares which location someone is scheduled in (and never needs to schedule or report by room), you can safely ignore this feature.
When to use Rooms
Rooms are most useful when:
Multiple activities happen at the same time in the same physical location (for example, different sections in a restaurant, multiple bars in a venue, fitting rooms and beauty counters in a store, or click‑and‑collect areas alongside standard tills).
You want to avoid creating lots of extra locations just to represent small areas inside the same store or venue (for example, 10 tables or bars in one restaurant or site).
Managers want a clear view of who is working where within a location, at any point in the day.
If managers will never filter by room or use room‑level views, leaving Rooms disabled keeps the rota simpler and avoids clutter.
For retail and hospitality organisations, Rooms are particularly useful for mapping in‑store or venue spaces (for example Beauty Counter – Ground Floor, Restaurant Terrace, Bar 2, Private Dining Room) to the work happening there, so teams can quickly see where each person is working on any given day.
Creating and managing Rooms
Adding a Room
Use Rooms when you need a clear list of physical spaces that people can be scheduled into.
Go to Admin Console → Rooms.
Select Add Room (or + Add Room).
Enter a Name that clearly identifies the room/area (for example, “Bar – Ground Floor”, “Restaurant Terrace”, “Beauty Counter – Fragrance”, “Click & Collect Desk”).
Choose one or more Locations that can use this room (or select All Locations if appropriate).
Click Save.
Each Room has two key data points:
Name – the room/area name shown on the scheduler.
Locations – the locations that are allowed to schedule into this room.
Once at least one room exists for locations you can access, a Room filter becomes available on the scheduler so you can view shifts by room where supported.
How Rooms work on the scheduler
When Rooms are enabled and set up:
Each shift can be associated not only with a location and task, but also with a specific room/area.
Scheduler views and filters can use rooms where supported—for example, filtering by room to see who is working in a particular bar, restaurant section, counter or service station at a given time.
Rooms help you:
See at a glance which rooms/areas have staff assigned throughout the day.
Quickly answer questions like “who is on Bar 2 this evening?” or “who is covering the fragrance counter this morning?”.
Assigning a room to a shift
To assign a shift or a task to a Room, navigate to the scheduler and add a new shift.
You will see the option to add a Room underneath each task you add.
Simply choose the Room of your choice and press Save. The shift will now show the associated task and Room.
