Room Bookings

Multi-Teacher Studios131 linked articles

Room Bookings lets a multi teacher studio manage its physical teaching spaces: set up rooms, place standing weekly or fortnightly bookings, add one off bookings, make one date changes, and block out rooms for maintenance

Setting Up Rooms

Rooms are set up in School Settings, on the Rooms tab. For each room you can record a name, room type, capacity, colour, and notes. Rooms can be archived when no longer in use and restored later; archived rooms stay visible in the management panel. When you create a room, Octavia automatically picks a colour distinct from your existing rooms.

The Rooms tab also holds the school-wide booking settings:

Fortnight anchor date — the global school Week A / Week B anchor date, used for both fortnightly room bookings and fixed fortnightly lesson scheduling
Teacher overlap policy — whether booking the same teacher into two places at once is a warning or is blocked (warning by default)
Room unavailability policy — whether booking into a blocked-out room period is a warning or is blocked (blocked by default)

Booking the same room twice at the same time is always blocked.

This same school-wide fortnight anchor date is shared across room bookings and fixed fortnightly lesson scheduling, so Week A and Week B stay consistent everywhere in your studio. See Fortnight Anchor Dates and Week A / Week B for what the anchor date means, where else it can be set, and what happens if you change it later.

The Weekly Summary

The Weekly Summary tab is the standing-booking overview: a Monday-to-Friday grid with your rooms grouped by room type. If any fortnightly bookings exist, the grid expands to show Week A and Week B separately.

From here you can:

click the + in any room/day cell to create a standing booking in that slot
click an existing booking chip to edit it (hovering shows the full details)
filter by room type or room, selecting as many as you like
open the room management panel with the Edit control in the Room column header

Teacher Placement Mode

Admins can open Teacher Placement Mode from the Weekly Summary. It opens a panel listing your teachers along with their existing weekly students and groups, and you drag a teacher onto a Weekly Summary cell to start a standing booking for that room and day. This makes it practical to plan room allocation around each teacher's actual teaching week.

The Room Bookings Calendar

The Room Bookings Calendar tab is the dated view, with Day, Week, and Month modes.

The Day view shows time down the page and rooms across the columns. Room columns scroll horizontally, and you can zoom the time grid between 10m, 30m, and 60m slots. When your school uses fortnightly bookings, the view shows which fortnight week you are looking at.

You can filter by room type, by room, and by teacher (My bookings, All teachers, or one teacher). Week and Month views are available once you have narrowed the view to a teacher or to specific rooms; on All teachers with all rooms, the page uses Day view.

Creating a One-Off Booking

In Day view, admins create a one-off booking by clicking and dragging on empty grid space. The drag fills in the room, date, and times; the modal then lets you choose the teacher and booking details. From the same modal you can upgrade the booking to a recurring one if it turns out to be a standing arrangement.

Clicking an existing one-off booking reopens the same modal to edit or archive it.

Standing Bookings

A standing booking repeats on a weekday — every week, or fortnightly on Week A or Week B — between a start date and an optional end date, at times interpreted in your school's timezone. When you save one, Octavia checks for conflicts and applies your school's overlap policies.

Changing a Single Date

Clicking a dated occurrence of a standing booking in the Room Bookings Calendar gives you occurrence-level options:

Edit this date only — change that occurrence without touching the series
Cancel this date only — remove just that occurrence
Restore original booking — undo a one-date change and return to the standard pattern
End from this date onward — stop the series from that date

Editing a Series That Has One-Date Changes

If you edit a standing booking's dates or times and the series contains saved one-date changes, Octavia shows you what they are and asks whether to use the normal recurring pattern or keep the saved one-date changes. Nothing is silently overwritten.

Blocking Out a Room

Admins can block out room periods — maintenance, closures, reserved times — from the Room Bookings page. Blocked-out periods appear on the Room Bookings Calendar with their own styling, and each one can either block bookings or act as a warning only.

When a recurring booking runs into blocked-out dates under a warn policy, you can save anyway or save and skip the unavailable dates, which cancels just those occurrences.

Room Bookings on the Main Calendar

The main Calendar page has a room-bookings display toggle in multi-teacher studios, so you can see room bookings alongside lessons and events. It follows your current Viewing scope: your own bookings on your own view, one teacher's bookings when viewing that teacher, and all bookings on All teachers.