Managing Facilities in Tandem
Every event happens somewhere. That location might be a physical space or a virtual one.
In Tandem, Facilities are all the places where your organization’s events take place, such as rooms, buildings, fields, stadiums, and more.
There are two types of locations in Tandem:
Owned Facilities
These are the locations your organization controls, such as buildings, sports fields, classrooms, gyms, or stadiums. Once this list is created, you can define the rooms inside each facility to help Tandem prevent double-bookings.
Other Locations
These are locations owned by others where your organization participates in events. Examples include away-game stadiums, city parks, libraries, or other off-site venues.
Both types of locations are available to select when creating events, ensuring you can schedule them accurately and avoid conflicts.
Why Adding Facilities is Important
Once facilities are added inside the settings area, they can be selected when creating events on your calendar.
By adding all your facilities in settings:
Tandem will automatically prevent double-bookings.
Your facilities will be protected. No one else can claim them in Tandem.
Any event created by another organization that uses your facilities will automatically trigger a confirmation request, so you’ll always know when your spaces are being requested.
You can assign managers to specific buildings or rooms so staff members can approve and manage events in the spaces they already oversee.
How to Start Adding Facilities
First, add your owned facilities, beginning with the facility’s name and address. We recommend you to list as many as possible, especially when setting up Tandem for the first time.
After setting up your owned facilities, add the external facilities your organization frequently travels to or uses. This ensures those venues are also available when scheduling events. (Over time, you can continue expanding this list as your organization visits new places.)
Adding Facilities
Step 1: From the navigation menu on the left, select My Organization.
Step 2: Find the Facilities section and click on it. You’ll now be in the facility management tool.
If you’re a single organization, you’ll see one Add Facility action.
If you’re a multi-site organization (such as a school district), you’ll see an Add Facility action next to each school or site.
Facilities can include sub-facilities (for example, Main Gym > Court A).
Step 3: Click the Add Facility icon for the relevant part of your organization. Enter a name, then click the green +Add button.
Step 4: Repeat as needed until all facilities (and sub-facilities) are represented in your account.
Importing Facilities
To save time, you can import your facilities from a CSV file (created in applications like Excel or Numbers).
Step 1: From the navigation menu on the left, select My Organization.
Step 2: Find the Facilities section and click on it. You’ll now be in the facility management tool.
Single organizations will see one Import action.
Multi-site organizations will see an Import action next to each school or site.
Step 3: Click the Import icon for the relevant part of your organization and select your CSV file.
Step 4: Click Upload.
Step 5: Review the import list. If it looks correct, confirm. Continue until all facilities are represented in your account.
Once your import is complete, you can use the drag-and-drop tool to organize your facilities into a hierarchy that represents how they are organized inside your organization.
We recommend starting with a [guided tour of the facility setup tool].
To set up an approval workflow for the new facilities, click here for the steps on how to set up an Approval Workflow.
Adding Other Locations
Step 1: From the navigation menu on the left, select My Organization > Other People & Locations.
Step 2: Find Other Locations and click on it. You’ll now be in the Other Locations list.
Click the Add button.
Enter the name of the Other Location
Provide address info for this location
Step 3: Repeat as needed until all other locations you are aware of are listed.