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Assign Rooms to a Location and Connect Them to an Event

Make specific rooms available for bookings on individual event dates. Includes how to add rooms to a location and how to assign them to an event.

Updated this week

If your experience takes place at a venue with multiple rooms or spaces — such as a kitchen, private dining room, or workshop area — you can set up rooms under your location and then choose which rooms are available on each event date.

Step 1: Add a room to your location (if needed)

If the room already exists under your location, skip to Step 2.

  1. Go to "Experiences" in the navigation bar – Experiences overview appears
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  2. Click "Locations" under Properties at the bottom of the page – List of all your locations opens
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  3. Select the relevant location – Location details panel appears
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  4. Click "+ Add room" – Add room form appears
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  5. Fill in the form (name, capacity, and buffer time if needed) – Room is configured
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  6. Click "Add" – Room now appears under the location

Step 2: Assign rooms to an event date

Requirements: Admin or manager account needed

  1. Go to "Experiences" in the navigation bar – Experiences overview appears
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  2. Select the experience you want to update – List of event dates appears
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  3. Find the event date and click on it – Event details open
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  4. Click "+ Room" – A "Select rooms" dialog opens
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  5. Open the dropdown and check the rooms you want to assign to this date – Selected rooms are highlighted
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  6. Save the event – The selected rooms are now connected to that date

You can also create a new room directly from the "Select rooms" dialog by clicking "+ Create room" at the bottom of the dropdown.

How room assignments work

Rooms are assigned per event date, so you can have different rooms available on different dates within the same experience. Understory uses the room assignment to track availability — if a room is fully booked, guests cannot book that date until capacity is freed up.

FAQ

  1. I want to make an extra room available for a specific date — what do I do? Open the event date, click "+ Room", and select the room you want to add from the dropdown.

  2. Do I need to add a room to my location before I can assign it to an event? Yes, rooms must first exist under a location. You can also create a room directly from the "Select rooms" dialog when editing an event date.

  3. Can I assign different rooms to different dates within the same experience? Yes, room assignments are per event date, so each date can have its own room configuration.

  4. What happens if no room is assigned to an event date? The event will not use room-based availability tracking and bookings are only limited by the event's overall capacity.

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