Room Management

This guide covers creating, configuring, and organizing rooms in RoomVox.

Room Overview

The admin panel has five tabs: Rooms, Bookings, Import / Export, Settings, and Statistics. The Rooms tab shows all rooms organized by group, with columns for name, room number, type, address, capacity, auto-accept status, and active status.

Creating Rooms

1. Go to Settings > Administration > RoomVox
2. Click the Rooms tab
3. Click + New Room
4. Fill in the room details and click Create Room

Room Properties

Field	Required	Description
Name	Yes	Display name shown in calendar apps (e.g., "Meeting Room 1")
Room Number	No	Building/floor identifier (e.g., "2.17" for floor 2, room 17)
Capacity	No	Maximum number of people
Room Type	No	Category from configured types (meeting room, studio, etc.)
Address	No	Building name, street, and city — displayed as location. Stored as a 4-part comma-separated string (Building, Street, Postal code, City), with empty parts preserved so partial addresses round-trip correctly
Description	No	Additional information about the room (admin/manager-only)
Responsible contact	No	Free-text contact info (e.g. Anne Janssen (anne@voxcloud.nl) or Ask building manager). Visible to every user with view-permission in Settings → Personal → RoomVox → My Rooms, so viewers know who to approach when they cannot book a room themselves. Max 255 characters
Facilities	No	Available equipment (projector, whiteboard, video conferencing, etc.)
Email	No	Custom email address for the room (see below)
Room Group	No	Assign room to a group for shared permissions

Room Email Address

Each room has an email address used for two purposes:

1. CalDAV scheduling — The address used when the room is added as an attendee. If no custom email is set, RoomVox generates an internal address (<room-id>@roomvox.local).

2. Notification sender — If the room has a real external email address (e.g., room1@company.com), notifications are sent from that address. Internal @roomvox.local addresses fall back to the Nextcloud system sender.

Facilities

Available facility checkboxes:

• Projector
• Whiteboard
• Video conferencing
• Audio system
• Display/screen
• Wheelchair accessible

These are published as CalDAV room features and can be used for filtering in the calendar patch room browser.

Booking Behavior

Auto-Accept

When enabled, bookings are automatically confirmed if there are no conflicts. When disabled, bookings are set to tentative (pending) and require manager approval.

Configure per room, or set the default in Settings > Default auto-accept.

Availability Rules

Restrict when rooms can be booked:

1. In the room editor, enable Restrict booking hours
2. Add one or more rules:
3. Days — select which days of the week (Monday through Sunday)
4. From/To — time window for each day
5. Use presets for common patterns:
6. Weekdays 08–18 — Monday to Friday, 8:00 AM to 6:00 PM
7. Weekdays 09–17 — Monday to Friday, 9:00 AM to 5:00 PM

Bookings outside these rules are automatically declined.

Show/Hide Weekends

Control whether weekends are visible in the booking calendar:

1. Go to Settings > Administration > RoomVox
2. Click the Settings tab
3. Toggle Show weekends in calendar on or off

This setting affects the calendar display only. To prevent weekend bookings, use Availability Rules with weekday-only days instead.

Maximum Booking Horizon

Limit how far in advance rooms can be booked:

• Set the number of days (e.g., 90 = max 3 months ahead)
• Set to 0 for no limit
• Recurring events are checked against their last occurrence

Room Status

Active / Inactive

Rooms can be activated or deactivated:

• Active — room appears as a CalDAV resource and can be booked
• Inactive — room is hidden from calendar apps but configuration is preserved

Toggle the Active switch in the room editor.

Deleting Rooms

To permanently delete a room:

1. Click the Delete button in the room editor
2. Confirm deletion

This removes: - The room configuration - The room's CalDAV calendar and all bookings - The room service account - Room permissions

Room Types

Room types help categorize your rooms. They're shown in the room list and published as CalDAV metadata.

Managing Types

1. Go to Settings tab in the admin panel
2. Find the Room Types section
3. Add, edit, or remove types
4. Drag to reorder

Default Types

• Meeting Room
• Rehearsal Room
• Studio
• Lecture Hall
• Telephone Booth
• Outdoor Area
• Other

Room Groups

Room groups let you organize rooms and share permissions across multiple rooms.

Creating a Group

1. In the room list, click Manage groups
2. Click Add group
3. Enter a name and optional description
4. Click Save

Assigning Rooms to Groups

When editing a room, select a Room Group from the dropdown. The room inherits permissions from the group (merged with its own room-level permissions).

Group Permissions

Set permissions at the group level to apply them to all rooms in the group:

1. Click the permissions icon on the group
2. Add viewers, bookers, and managers using the search fields
3. Click Save Permissions
4. These permissions are merged (union) with each room's individual permissions

Deleting Groups

Groups can only be deleted when no rooms are assigned to them. Move or unassign all rooms before deleting.

Per-Room SMTP

Each room can have its own SMTP server for sending notifications. See Email Configuration for details.

Configuration

In the room editor, expand the SMTP Configuration section:

Field	Description
Host	SMTP server hostname (e.g., smtp.company.com)
Port	SMTP port (default: 587)
Username	SMTP authentication username
Password	SMTP authentication password (encrypted with ICrypto)
Encryption	TLS, SSL, or None

Testing

Click Send test email to verify the SMTP configuration. Enter a recipient email address and check if the test email arrives.