Rooms

The Rooms system allows brigades to manage facility spaces, coordinate bookings, and enable public room reservations.

Overview

Rooms in StationOne provide:

• Room creation with capacity, location, and description
• Internal member booking coordination
• Approval workflow for booking requests
• Public room booking capability
• Integration with events and training
• Automatic conflict prevention
• Email notifications for bookings

Room Properties

Each room includes:

• Basic Information: Name, description, location
• Capacity: Maximum occupancy (optional)
• Status Flags: Active, bookable
• Approval Settings: Whether bookings require approval
• Public Access: Public viewing and booking toggle
• Secure Token: Unique URL for public access
• Organisation & Unit: Room ownership and scope

Room Status

Active

Rooms can be marked as active or inactive:

Active Rooms

• Visible in room lists
• Available for booking (if also bookable)
• Appear in calendar views
• Can receive new bookings

Inactive Rooms

• Hidden from standard views
• Cannot receive new bookings
• Existing bookings remain valid
• Used for temporarily unavailable or retired spaces

Bookable

Rooms marked as bookable:

• Appear in booking selection
• Accept new booking requests
• Show in availability checks
• Can be assigned to events and training

Non-bookable rooms:

• For reference only
• Cannot receive bookings
• May represent external spaces

Room Bookings

Booking Properties

Each booking includes:

• Time: Start and end date/time
• Purpose: Reason for booking
• Notes: Additional details (optional)
• Booker: User or name/email for public bookings
• Status: Pending, approved, rejected, or cancelled
• Approval: Approver and timestamp (if applicable)
• Linked Events: Associated event or training (optional)

Booking Status

Pending

• Awaiting administrator approval
• Not yet confirmed
• Can be approved or rejected
• Notification sent to administrators

Approved

• Confirmed booking
• Room reserved for time period
• Prevents overlapping bookings
• Notification sent to booker

Rejected

• Booking request denied
• Room not reserved
• Optional rejection reason provided
• Notification sent to booker

Cancelled

• Previously approved booking cancelled
• Room becomes available again
• Can be cancelled by booker or administrator
• No notification sent

Booking Approval

The approval system provides flexibility for different use cases:

Rooms Requiring Approval

When a room is marked as requiring approval:

• Standard member bookings need administrator approval
• Administrator bookings are auto-approved
• Public bookings always need approval
• Event and training bookings are auto-approved

Rooms Not Requiring Approval

When approval is not required:

• All member bookings are immediately approved
• No administrator action needed
• Public bookings still need approval if public booking is enabled
• Event and training bookings are auto-approved

Who Can Approve

Booking approval permissions:

• Brigade administrators
• Organisation administrators
• Super administrators

Booking Notifications

The system sends email notifications for:

Approval Requested (to administrators)

• New booking awaits approval
• Includes booking details
• Links to approval actions

Booking Approved (to booker)

• Booking has been confirmed
• Includes room and time details
• Calendar integration

Booking Rejected (to booker)

• Booking was not approved
• Includes rejection reason if provided
• Suggests contacting administrator

Booking Confirmation (to public bookers)

• Booking request received
• Confirmation of submitted details
• Next steps for approval

Conflict Prevention

The system prevents booking conflicts:

• Checks for overlapping bookings
• Compares time ranges
• Only considers active bookings (pending or approved)
• Validation occurs on creation and update
• Clear error messages for conflicts

Booking Duration

Bookings can span:

• Any time range (minutes to days)
• Calculated duration in hours
• Cross-day bookings supported
• Past bookings remain for records

Public Room Access

Rooms can be made publicly accessible for viewing and booking.

Public Room Viewing

When public access is enabled:

• Room becomes viewable via unique URL
• Shows room details and capacity
• Displays upcoming approved bookings
• No login required for viewing
• Secure token prevents guessing

Public Room Booking

When both public access and public booking are enabled:

• Anyone can submit booking requests
• Requires name and email address
• Optional user account linking
• Always requires administrator approval
• Confirmation email sent to booker
• Approval notification sent to administrators

Public Token Security

Each public room has:

• Unique secure token (URL-safe Base64)
• Token generated on public access enable
• Regeneration option for security
• Previous URLs become invalid after regeneration
• Token required in URL path

Enabling Public Access

Public access can be:

• Enabled per room
• Toggled on/off as needed
• Controlled by administrators
• Token generated automatically
• Public booking enabled separately

Integration with Events and Training

Rooms integrate with events and training:

Event Room Assignment

When rooms are assigned to events:

• Automatic booking created
• Booking is pre-approved
• Covers event start to end time
• Purpose includes event title
• Location matches room location

Training Room Assignment

Training sessions can be assigned rooms:

• Same automatic booking process
• Pre-approved bookings
• Synchronized with training times
• Purpose includes training details

Booking Synchronization

Room assignments stay synchronized:

• Adding room creates booking
• Removing room deletes booking
• Time changes update booking times
• Cancelling event/training releases booking

Auto-Approval

Event and training bookings:

• Automatically approved
• Bypass approval workflow
• Created by system, not user
• Managed through event/training interface
• Cannot be manually rejected

Room Calendar Integration

Rooms appear in the calendar system:

• Show all room bookings
• Filter by room
• Visual conflict detection
• Time block representation
• Link to booking details

Permissions

Room management operates with role-based permissions:

Room Management

• View Rooms: All unit members
• Create Rooms: Brigade administrators and above
• Edit Rooms: Brigade administrators and above
• Delete Rooms: Brigade administrators and above
• Toggle Public Access: Brigade administrators and above
• Regenerate Token: Brigade administrators and above

Booking Management

• View Own Bookings: All users
• View All Bookings: All unit members (for their unit’s rooms)
• Create Booking: All unit members (for bookable rooms)
• Edit Own Booking: Booking creator
• Cancel Own Booking: Booking creator
• Approve Bookings: Brigade administrators and above
• Reject Bookings: Brigade administrators and above
• Cancel Any Booking: Brigade administrators and above

Public Booking Permissions

• Submit Public Booking: Anyone (no login required)
• Approve Public Booking: Brigade administrators and above
• View Public Room: Anyone with token

Room Management Features

Room Listing

Rooms can be:

• Listed by unit
• Filtered by active status
• Filtered by bookable status
• Sorted alphabetically
• Viewed with booking counts

Room Details

Room detail view shows:

• Room information and capacity
• Upcoming bookings (next 10)
• Pending bookings requiring approval
• Public access status and URL
• Edit and management actions

Availability Checking

The system checks room availability:

• Time range comparison
• Excludes cancelled and rejected bookings
• Accounts for pending and approved bookings
• Returns boolean availability status
• Used in booking validation

Common Use Cases

Internal Member Booking

1. Member selects bookable room
2. Specifies time and purpose
3. Booking created with user as booker
4. If approval required, awaits administrator action
5. If approved, confirmation sent
6. Room reserved for time period

Administrator Booking

1. Administrator selects room
2. Can optionally book for another user
3. Booking auto-approved
4. Room immediately reserved
5. Booker notified if email provided

Public Booking

1. Public visitor accesses room URL
2. Views room details and availability
3. Submits booking with name/email
4. Confirmation email sent
5. Administrator receives approval request
6. Administrator approves or rejects
7. Booker notified of decision

Event Room Assignment

1. Event creator assigns room
2. System creates booking automatically
3. Booking pre-approved
4. Room shows as booked in calendar
5. If event cancelled, booking released

Room Unavailability

1. Administrator marks room inactive or non-bookable
2. Existing bookings remain valid
3. New bookings prevented
4. Room hidden from selection lists
5. Can be reactivated later

Related Features

• Events - Event room assignment
• Public Access - Public room viewing