Automatic allocation of rooms or tables for meetings

Does your event include specific physical spaces for meetings? With Eventool, you can automatically assign a room or table to attendees based on availability when they confirm an appointment.

This option simplifies resource management and ensures that every appointment has an assigned location… without any manual effort!

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How does automatic allocation work?

When you configure an area category for meetings from the management panel, the system takes care of:

• Find a free space (room, table, etc.) that belongs to that category.

• Assign it automatically when confirming the appointment.

• Avoid overlaps: if there are no spaces available, the meeting is still confirmed, but without an assigned space.

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Steps to activate this feature

1. Create a category for meeting areas

Go to Areas > Area Categories and create a new, specific category, for example: 🔹 “Meeting rooms”.

2. Create the areas (tables or rooms)

From Areas > New area, add each of the available physical spaces:

• Specify a name (Room 1, Table A…).

• Add translations if necessary.

• Assign the category you just created (Meeting Rooms).

• Indicate its capacity (optional).

• You can add an image or map to make it easier to find.

💡 Make sure you create the same number of areas as the number of simultaneous meetings you expect to have in each time slot.

3. Link the category to the meetings

Now it's time to activate the link from the panel:

• Go to Settings > Included options.

• In the Meetings section, select the category created in the "Category area for meeting configuration" field.

• Done!

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What happens when a meeting is confirmed?

Each time a date is accepted between two attendees:

✅ The system checks which slots are free for that time slot. ✅ Automatically assign one of those spaces. ✅ The room name appears in both participants' calendars (as you can see in the app). ❌ If there is no availability, the meeting is still confirmed, but without an assigned room.