Reserve an event

Who can reserve

Admins and Managers can book rooms. If you’re a Member, you won’t see a booking button, but you can view every event on the calendar.

To start, select Reserve Room — it’s always available in the app header, and also on the calendar.

Start from the calendar

You can also begin a reservation straight from the calendar — the Reserve form opens already filled in with the time (or dates) you picked, and you review and submit as usual. Nothing is booked until you submit.

Day or Week view — drag down the timeline to select a start and end time, or click an empty slot for a one-hour block. On a single-room view the room is filled in too; otherwise you pick it in the form. On a phone, tap an empty slot (dragging scrolls the calendar).
Month or Year view — drag across a range of dates to start a recurring event, with a rule Venvy proposes from what you covered (you can change it in the form). Dragging a run of consecutive days — say Monday to Wednesday — proposes a daily event across those days, handy for a multi-day workshop; dragging the same weekday down several weeks, like a column of Mondays, proposes a weekly event on that weekday. A single tap opens that day instead.

Keyboard: on Day view you can Tab to an empty hour and press Enter to start a reservation there.

Working through the form

The form walks you through the essentials in order — When → What → Where → Title — with everything else tucked behind Add details. You no longer pick a room blind: once Venvy knows your time and event type, it shows you which rooms are actually available.

When — the start and end, in the venue’s local time. To book a whole series, turn on Repeat this event here and set the pattern; see Recurring events.
What — the event type. It sets the event’s booking priority (shown next to each type’s name), which decides who wins when two events want the same room. It comes before the room list on purpose: a room’s availability depends on it. See Priorities and conflicts.
Where — a live list of rooms for your time and event type, each showing its availability: free, would move a lower-priority event (you’ll see exactly what moves and where, and confirm before anything changes — see Relocations and preview), or held by an equal-or-higher-priority event, which you can’t take from here (you can ask for an override). Pick the room you want; if nothing fits, adjust the time. When no room is free, Venvy also suggests alternative rooms.
Title — how the event appears on the calendar and its detail view. It’s required, and starts blank — give it a name people will recognise.

Add details (optional)

Everything else lives under Add details, and none of it changes which rooms are available:

Description — extra context, shown on the event’s detail view.
Capacity — expected attendance. It pre-fills from the event type and sizes the room: rooms that are too small won’t fit, and if the event is ever moved it’s only relocated to a room big enough. Leave it blank and the event is sized by its type’s default capacity instead, so it still can’t land in a room too small for it.
Managing user — who is responsible for the event. Admins can assign any Admin or Manager; Managers always manage the events they book.
Teams — attach one or more teams. Everyone on a chosen team sees the event on their own calendars automatically; they are not added to the participant list. Admins can attach any team; Managers only the teams they manage.
Participants — add specific people by name. These are separate from teams — use them for individuals who aren’t covered by a team.

Review your reservation and select Reserve room to submit.

What happens next

The room is free — your event is confirmed immediately.
A lower-priority event holds the room — nothing is booked yet. You’ll see exactly which events would move and where, and you confirm before anything changes. See Relocations and preview.
An equal-or-higher-priority event holds the room — the booking is refused, but it’s not a dead end. Venvy shows alternative rooms you can book instead, and you can ask an Admin to override the conflict (Admins can override immediately). See Override requests.