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Rooms and events

Rooms and Events is where you manage the bookable spaces inside your parish — the parish hall, classrooms, conference rooms, and other rooms ministries reserve for meetings and events. This is different from Locations, which represent the worship spaces (the church, the chapel, the adoration chapel) where Mass and confession schedules are tied. Locations describe where Mass happens; rooms describe spaces you can book.

The Rooms & Events area is split into three tabs: Rooms, Groups, and Events Calendar. Together they let you describe each bookable space, list the ministries and groups that use them, and see every booking, meeting, and sacramental event side by side on a single calendar.

The Rooms & Events page​

Navigate to Admin Dashboard → Rooms & Events. The sidebar opens three tabs:

  • Rooms — every bookable space, with capacity, color coding, and which kinds of activities it supports.
  • Groups — color-coded ministry and external groups with contact details for scheduling.
  • Events Calendar — a full week or month calendar of every booking, meeting, sacrament, and Mass at your parish.

Each tab remembers its own filters and view settings.

Reviewing recurring events awaiting approval​

Open Places → Requests. Recurring events awaiting approval lists events created directly on the Events Calendar that still need approval, with their creator and creation date. Submitted facility requests remain in the separate request-review section on the same page.

Choose Review for approval to check the current dates against the calendar. The review shows how many dates will be approved, any conflicting events and times, and dates that will remain cancelled. With no conflicts, choose Approve event. When conflicts exist, review the offered choices; overriding conflicts requires the appropriate facility permission. If the calendar changes before approval, refresh and review again.

An Awaiting approval badge in the Ministry Scheduler refers to this event approval. Creating a staffing requirement does not approve the event.

Adding a room​

A room is a single bookable space — a hall, a classroom, a meeting room — attached to a parent location.

  1. Open the Rooms tab and click Add room.
  2. Enter a Room name (for example, "Parish Hall") and an optional short Code (for example, "HALL").
  3. Pick the parent Location. Every room must belong to a location, so choose the church, chapel, or campus the room sits in.
  4. Set an optional Capacity (max number of people) and a display Color. The color is used to identify the room on the events calendar.
  5. Use the Properties switches to mark how the room may be used:
    • Mass — Masses can be celebrated here.
    • Confession — confessions can be heard here.
    • Sacraments & rites — weddings, funerals, baptisms, and quinceañeras can be held here.
    • Public — show this room on your public schedule and booking pages.
  6. Add any Notes (sound system, accessibility details, restrictions).
  7. Click Save room.

The room appears in the table, color-coded with its tags and visibility badge.

tip

Use the Code field to keep room names short on the calendar. A long name like "Saint Joseph Parish Hall" still appears in full on detail screens, but the code "HALL" is what shows in compact calendar tiles.

Editing a room​

Click the pencil icon on any row to reopen the form. You can rename the room, move it to a different location, change capacity, toggle properties, or update notes. Click Update room to save.

If you turn the Mass switch off on a room that still has scheduled Masses tied to it, Sacramentum blocks the change and lists every recurring Mass schedule and one-time Mass that needs to be moved or cancelled first. Update those schedules, then return to the room and switch off the Mass property.

Deleting a room​

Click the trash icon to open the deletion confirmation. Sacramentum allows the deletion only when the room has never been used. If the room is referenced by any of these — including past records — the dialog blocks the delete and lists the references:

  • Recurring Mass or confession schedules
  • Mass or confession events (past or future)
  • Facility bookings or recurring meeting series
  • Weddings, funerals, baptisms, or quinceañeras

Past references count too. Removing the room would erase its name from historical schedules and sacramental records, so the system preserves it. If you no longer use a room, archive its parent location's display or simply leave it in place — it does not need to be deleted to stop appearing on new bookings.

Adding a meeting group​

A group represents a ministry, committee, or external organization that books space at your parish — for example, "Altar Servers," "Knights of Columbus," or "Boy Scouts Troop 101."

  1. Open the Groups tab and click Add group.
  2. Enter a Group name and choose a Color from the palette (or leave the default). The color tints the group's events on the Events Calendar and the public schedule.
  3. Optionally add a Contact name, Phone, and Email so other admins know who to reach about scheduling questions.
  4. Toggle Public if the group's events should appear on the public parish calendar.
  5. Click Save group.

Groups appear in the table with their contact info and a visibility badge.

Editing, archiving, and restoring groups​

Click the pencil icon to edit a group's name, color, contact details, or visibility. To remove a group, click the Archive icon — this hides the group from new booking dropdowns while preserving every past booking that referenced it.

Archive is blocked when a group is still tied to active series, upcoming bookings, or upcoming overrides. The error message lists the exact counts so you know what to reassign or end first.

To bring an archived group back, turn on Show archived in the toolbar, then click the restore icon on the archived row.

info

Only admins see the Show archived toggle and the archive and restore actions. Other users see only active groups.

The Events Calendar​

The Events Calendar tab gives you a single view of everything happening across your facility — bookings, meetings, sacraments, and Masses — color-coded by room and group.

Choosing a view​

Use the toolbar to switch between Week and Month view, jump to Today, or step forward and backward by week or month. The view, filters, and event-type selections are saved between sessions for each user.

Filtering events​

Three filters narrow the calendar to what you need:

  • Location — show only events at a specific location.
  • Room — show only events booked into a specific room. The list updates automatically based on the location filter.
  • Event types — turn each category on or off: Masses, Confessions, Sacraments, and Events. Use this to focus on, for example, only weddings and bookings while hiding routine Masses.

Creating an event​

Click Add event in the Events tab or calendar toolbar, or click or drag over an empty calendar slot. All entry points open the same Add event form. A calendar selection fills in its dates, times, all-day setting, and room when applicable.

  1. Enter a Title and the event's Start date, Start time, End date, and End time. Check All day to use dates only; the end date includes the entire final day.
  2. Leave Recurrence set to Does not repeat for a one-time event. One-time events can span multiple days.
  3. Choose a Location and one or more Rooms, or include the Main worship space. Use Announcement only for an event that does not reserve a physical space.
  4. Optionally choose a Group and Visibility. Public events can show full details or an anonymous event label.
  5. Expand Event details, Contacts and ministers, Amenities, Rental details, or Attachments as needed. Rental details appear when rental fees are enabled and the selected rooms have rates.
  6. Click Save, review any conflicts and fees, and confirm the event.

To edit or remove an existing event, click its calendar tile and choose the appropriate action.

Adding an event image​

In Event details, click Choose image to add a photo. Use a JPEG, PNG, or WebP file up to 10 MB. The image appears at the top of the event's details on the Events Calendar. Public events shown with full details also send it to the parish website, which displays event photos as 3:2 cards. The editor previews that crop, so you can see what visitors will see. A wide photo works best: a tall photo or flyer loses its top and bottom.

Add a short Image description for people who use screen readers.

On a recurring event, the image applies to every date. To give one date its own image, click that date, choose This event only, and replace the image. Use series image returns that date to the series image.

Creating a recurring event​

Use the same Add event form and change Recurrence from Does not repeat to daily, weekdays, weekly, monthly, yearly, selected dates, or a custom pattern. Set the repeat interval and applicable days. For a regular pattern, choose whether it ends on a date, after a number of occurrences, or does not end.

Each recurring occurrence can last up to 24 hours. For a longer continuous event, use Does not repeat. All-day recurring occurrences each cover one calendar day.

Click Save and review the dates, conflicts, and fees before confirming. Open-ended series check the coming year; billable dates beyond that window require an extension review.

Reading the calendar​

Each tile is colored by its room (or by the group, if the booking is assigned to one). Sacramental events like weddings and funerals carry the parties' names and a small icon indicating the rite. Mass events show the celebrant and any private-Mass marker. Hover or click any tile for full detail.

tip

If the calendar feels crowded, switch event types off one at a time. A facility coordinator who only manages bookings can hide Masses and confessions and see only the room-rental side of the schedule.

What's next​