The Room Closures area allows you to View, Create, Edit and Delete Room Closures. For example you may wish to close a Room due to decoration or for a meeting. When closing a Room you will be asked to enter a reason, you can add/edit the reasons for Room Closures from Config>Cover>Room Unavailability Codes. You can use this guide to close a Room for Continuous Closures, Split Closures or Specific Periods.
IMPORTANT : Best practice when closing rooms for examinations is to use EITHER Room Closures as detailed in this guide OR Configure Exam Rooms in Cover. Using a combination of the two processes for the same room may cause errors as the Exam Rooms Cover process takes priority and effectively cancels out the Rooms Closures in Cover process.
Access: The minimum permissions required to access Room Closures page is found in the Diary Module of Config>Setup>Roles & Permissions
See also How to Make Room Booking Requests, How to Manage Room Unavailability Codes and How to Add/Edit a Room
Go to Modules>Cover>Room Closures.
To create a new Room Closure click the New button.
The Room Closures page will now display, either type in the Room Name or click the blue Find icon to open the Room Selector List
Continuous Closures
Select the Closure Occurrence, by checking the By Time or By Period from the dropdown list to define if the Closure will be for a specific time or for specific periods.
Use the Start Date and End Date (if known) to enter the Closure period, if the end date is unknown check the Unknown End Date tick box.
Enter the Reason from the dropdown list and if required add information to the Notes box.
Click the Save button to save.
Split Closures
This is for specific periods on a specific day, for example the first and last period of the day. Select the Room from the Room Name Find tool.
Select the Day Start and Day End for one day by typing it in the boxes or selecting the date by clicking on the calendars beside the date boxes.
Select the periods for the closure by ticking the tick boxes for the periods required, enter the Reason and the corresponding reason from the dropdown list and if required add information to the Notes box.
Click the Save button to save.
Specific Periods
This is for specific periods over a course of specific days, for example period 4 and period 5 each day for a week.
Select the room from the Room Name Find tool.
Select the Day Start and Day End by typing it in the boxes or selecting the date by clicking on the calendars beside the date boxes.
Select the periods for the Closure by either ticking the tick boxes for the periods individually or in the above example click on the top Row for Period 4 and Period 5 to select Period 4 and Period 5 for the whole of the specified date range.
Enter the Reason and the corresponding reason from the dropdown list and if required add information to the Notes box.
Click the Save button to save.