Rooms are the physical spaces at your facility - cages, courts, turfs, fields, ice rinks, lanes, meeting rooms, parent lounges, etc.
You can visit the Rooms page by navigating to Settings > Rooms in the Swift Admin Dashboard.
How It Works
Rooms represent the spaces in your facility, and ideally they correspond 1:1 with the locations that you think about in your business.
When you first setup your account, you'll work with your Onboarding Manager to help work through the process of adding all the rooms in your business.
Generally, this is a page that you'll rarely update going forward unless your facility is physically expanding & growing as time goes on.
Creating A Room
To create a new room, click the "+ New" button on the top right.
There, you'll have the option to enter a few items:
Room Name: The name of the room/space. This is internal, and not customer facing. It'll dictate how that space appears on the calendar, and is for your own team only
Schedule: The schedule of the room dictates when it's open & closed for online booking. Please visit the Schedules page to learn more.
Hierarchy: The most important attribute of rooms is that rooms can be nested. This is so important that it deserves it's own explainer.
Room Hierarchy Explained
Often in sports facilities, spaces are flexible and can have multiple uses.
For example:
A set of individual cages might also be retractable, and open up into a full turf that can also be rented out
A soccer field can be subdivided into halves or quarters, available for rental for 5v5 pickup soccer
A basketball court can also function as a volleyball or pickleball court during off-peak hours
An ice rink might have multiple sheets. and can be subdivided for figure skating
To ensure that Swift can meet these flexible needs, we've designed our rooms (spaces) to be flexible as well!
When creating a room, you can "nest" it in other rooms, thereby creating a hierarchy. Taking the examples above for reference:
You can create a "Turf" room, and then create "Cage 1", "Cage 2", and "Cage 3" and put them "inside" the Turf
You can create a "Soccer Field" room, and then create "North Half" and "South Half" and put them "inside" the Soccer Field
etc.
This allows you to specify, at the right grain or level, what's being booked when you setup your rentals or lessons.
For example, if Cages are nested under Turf, any booking made in a Cage will also show up under the Turf’s on the Calendar view.
Editing A Room
To edit an existing schedule, just click on the room and update it's information. You will also be able to update it's spot in the hierarchy (this will also impact the Calendar view). The changes will automatically take effect.
Deleting A Room
Before a room can be deleted, the following conditions must be met:
There are no past or future bookings associated with the room
The room is not linked to any past or future staff availability
No staff members are set as available in this room
If any of these conditions are true, the delete button will be greyed out and unavailable.
To delete a room, simply go to Settings > Rooms, open the specific room and click "Delete" on the bottom left. If you're unable to delete a room because the button is greyed out, please reach out to our Support team!
If a room is deleted by our team, please note:
Any past or future bookings linked to that room will also be permanently removed
The data is permanently deleted and cannot be restored