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 to start there — the end fills in from the event type you choose next, or one hour later if it doesn't have a default time. 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 three steps — Basic info → When → Review — with everything else tucked behind Add details. It's the same three steps on a phone and on a computer. You no longer pick a room blind: once Venvy knows your time and event type, it shows you which rooms are actually available.

• Basic info — the title, the event type, the capacity, and the time and repeat.
  • The title is how the event appears on the calendar and its detail view. It's required, and starts blank — give it a name people will recognise.
  • The event type is shown as a list of cards you pick from. Nothing is chosen for you, and you can't move on until you pick one: it sets the event's booking priority, which decides who wins when two events want the same room, and it's what the next screen checks the rooms against. See Priorities and conflicts.
  • Capacity is the expected attendance. It pre-fills from the event type and sizes the room: rooms that are too small won't fit. You can clear it — 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.
  • The time and the repeat are here too, so the calendar on the next screen is already answering for the booking you have in mind. Picking an event type with a default time fills the time in for you — pick Show, say, and the time jumps to its usual 6:30–9:30pm. A type with no default time opens at 9:00–10:00am. Once you've set a time of your own, choosing a different event type won't move it.
  • Repeat sits beside the time. Leave it at Doesn't repeat, or choose Every day, Every week or Every month and how many times. Custom… opens the full builder for anything else — particular weekdays, "the second Tuesday", an end date. See Recurring events.
• When — the date and the room.
  • Above the calendar, a line says which time and repeat the calendar is checking — for example For 6:30–9:30pm, every Friday, 12 times. Select Change beside it to adjust them right there, against what the calendar shows, and Done to fold them away again. It's the same time and repeat you set on Basic info, not a copy: change it in either place and you're changing the same booking. On a phone, the card at the top of the step does the same job.
  • The rooms are listed beside the calendar and update as you change the date or time, 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.
• Review — everything you've chosen, in one place, with Add details for the optional fields and the button that actually books it.

You can't book a time that has already gone

Venvy won't take a start time that has passed. Choose one and it says so and holds you there — "6:30pm today has already passed. Pick a later time or another day." — or, for a day that's gone, "Tuesday, Sep 15 has passed. Pick another date." Days in the past aren't selectable on the calendar at all.

There is deliberate room to book the thing you're standing in front of. The cut-off is the half-hour you're currently in, not the exact minute. At 7:10pm you can still book a 7:00pm start — the rehearsal that's just beginning is a real booking, and having to round it up to 7:30 would be worse than useless. 6:30pm is what's refused.

If you're booking a series and one of several schedules has gone past, Venvy names the one at fault rather than blocking the lot — "Mondays, 7pm: 7:00pm today has already passed. Remove it to reserve the rest."

This applies wherever you choose a new date or time — here, when editing an event's time, and when setting where a repeating set starts. It does not stop you recording something that already happened: back-dated bookings are still allowed, because venues really do need to write down what took place.

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.
• Managing user — who is responsible for the event. It starts as you, and you can choose anyone who can manage events. Whether you can book for someone else depends on your role: out of the box a Manager books events as themselves, and an Admin can widen that on the Roles page.
• 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.