Rename, edit or delete a room

A room rarely stays as it was created. It gets a proper name, loses two chairs, moves a floor, and one day is knocked through into the room next door. Every one of those is a change to the same record, and most of them are safe — the one that is not safe is Delete, and it is less final than it looks.

1. Open the room and rename it

Click the room’s row. A detail panel opens on the right, with Edit, Copy and Change across its top and Delete at its foot. Click Edit: the editor opens on its Basic page, and Name is the first field — one value per enabled language, with a language switcher beside it. Change it and Save.

What a rename reaches, and what it does not:

• Panels, boards and calendars pick the new name up within a second or two. Nothing has to be restarted.
• Existing bookings are untouched. A booking points at the room, not at its name, so every past and future booking simply shows the new one. Emails and calendar invitations already sent keep the old text.
• A room synced from Microsoft 365 or Google Workspace keeps the name you give it here. The nightly sync brings in new rooms and removes vanished ones; it does not write the mailbox’s name back over yours. The reverse is also true — renaming the mailbox in Exchange changes nothing in Offision.
• A spreadsheet import does overwrite the name. The row is matched by its ID column, so re-importing an old sheet puts old names back.

Nothing stops two rooms sharing a name. If the list has two Boardroom rows, that is two rooms, not a display fault.

2. Change the capacity, photo or category

All three are on the same editor. Capacity is on Basic, below Location — a whole number, required for a room. It is what “seats 8” searches match and what warns a booker who has invited more people than fit, so lowering it can make the room drop out of searches that used to find it.

Category is on Basic too, and its options are the room categories only — the list is filtered by resource type. Photo is not on a page: it sits in the left rail above the page list, and accepts an image in 4:3.

Save once. One save covers every page of the editor.

3. Move it to another floor

Two places do it, and both write the same thing. In the detail panel, the Location row opens the building and floor picker directly. In the editor, Location on Basic does the same and also lets you click the room’s area or a point on the new floor plan.

Changing the floor clears the room’s point on the old floor plan. Pick its place on the new plan in the same edit, or the room has a floor and no spot on the map. Nothing else moves: the room’s panel stays bound to it, its bookings stay where they are, and its policy is unchanged.

What does unbind a panel is Change → Change type. Turning a room into a desk, a piece of equipment or an other resource releases every panel and e-paper tag bound to it, and clears its category, because categories belong to a type. It is refused while the room is part of a combine room — Cannot change since it is linked with a combined resource.

4. Stop bookings without deleting

Three switches take a room out of circulation and leave everything else in place. Reach for one of these before Delete.

Booking settings is also the first thing to check when a room has stopped appearing in the user app. On a list with several rooms selected, the same switch is Enable for booking on the batch toolbar.

5. Delete it

Delete is at the foot of the detail panel, on the batch toolbar when several rows are selected, and in the editor’s left rail. Each asks Are you sure you want to delete this item? and lists what is about to go; Delete confirms.

What happens:

• Bookings are not cancelled and nobody is emailed. The room’s past and future bookings are kept exactly as they are — but the room itself no longer appears in the resource lists or on the management calendar, so those bookings are not visible anywhere until the room is restored. Cancel or move the future ones first if the room is genuinely gone.
• Its point on the floor plan is cleared, and its licence goes back to the spare pool.
• A synced room’s calendar connection is stopped.

It can be undone. The list header has a Recycle bin pill, with a count. Open it and the header reads Deleted items — Restore items to bring them back to the active list. Each row is read-only and shows Delete by and the deletion date; Restore puts it back, confirming with Confirm to restore following item(s)?. A restored room reclaims its licence, and its bookings are visible again as if nothing had happened.

6. Check it worked

For a rename or a move, open the room in the user app: the new name and floor are what a colleague searches by, and the admin list would show them either way. For anything meant to stop bookings, try to book the room from the user app — the admin console shows every room whatever its state, so it is the wrong place to check. A deleted room should be missing from the app and present under Recycle bin.