The Assign Rooms option accommodates assigning rooms to attendees with different expected start and/or end dates than the dates specified for the attendee group. The Expected date ranges field on the Assign Rooms page lists all expected start/end date ranges based on the attendees in a specific attendee group. Only one entry will display in the Expected date ranges drop-down list if all attendee expected start/end dates match the dates for the attendee group. An asterisk (*) in front of an option in the drop-down list indicates that it matches the date range of the attendee group.
When you click Search, the reserved rooms available for the selected expected start/end date range will show in the Available Rooms box. In the Attendees Not Assigned box, all attendees not assigned will show with their expected start/end dates. A symbol will show to the left of each attendee designating how their expected start/end dates correspond to the selection in the Expected date ranges field. For example:
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Symbol |
Description |
|
[=] |
The attendee’s expected start/end dates match the selection in the Expected date ranges field. |
|
[>|] |
The attendee’s expected start date is later than the start date in the Expected date ranges field. The attendee’s expected end date matches. |
|
[<>] |
The attendee’s expected start date is earlier than the start date in the Expected date ranges field. The expected end date is later. |
|
[><] |
The attendee’s expected start date is later than the start date in the Expected date ranges field. The expected end date is earlier. |
|
[|<] |
The attendee’s expected start date is the same. The expected end date is earlier. |
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Note: If not [=], the first symbol denotes the comparison of the attendee’s expected start date to the selection. The second symbol denotes the comparison of the attendee’s end date to the selection. | |
Assignments are recorded by the attendee expected start/end dates. The system will attempt to create assignments based on the attendee expected dates, even if they are outside of the search date range. It is possible for a selected room not to be available for the expected dates, in which case the error Unable to process. Indicated Facility is not available will be displayed.