Manual: Venues, rooms & calendars

The venue overview with rooms in Kursimple — The venue overview with rooms. View at full size

Tabs of the venue page

List tab

All venues as a table – here you create new locations and open existing ones for editing.

A location is a place with an address and optionally several rooms. Course sessions are assigned a location; the address then appears in the portal and in the order confirmation.

Sessions tab

A calendar of all course sessions, filterable by location – for checking when a place is occupied or free before you create a new session.

The week and day views show times and make overlaps visible.

Locations

Your venues. Every course session needs a location (or “No venue” for online courses). Here you create places with address and rooms; customers see the address in the portal and in the confirmation.

Procedure: “Create new location” → enter name and address, create rooms if needed → save → select under “Venue” in the course session.

With the checkboxes you mark locations for deletion – this only works if no session uses them any more. The eye opens the view with rooms, the calendar shows room occupancy, the pencil opens editing.

On saving, the system determines the coordinates from the address for the map display in the portal (provided a map service key is stored).

As a provider you see here only the locations assigned to your provider. You create new locations via “My locations”; they are then assigned to you automatically.

Selection

Checkbox for marking the locations you want to remove with “Delete” at the bottom.

Locations with assigned sessions cannot be deleted.

ID

Internal number of the location, assigned by the system.

Relevant for internal use only.

Name

This is what the place is called in the portal, in the course list and in the confirmation – e.g. “Studio North” or “St. Martin Parish Hall”.

Sortable via the heading. Change via the pencil.

Postcode / City

Postcode and city of the location – part of the address that customers see.

Sortable, e.g. to group locations by city.

Address

Street and house number. The system calculates the map position for the portal from it.

Typos here lead to wrong map markers – after saving, check the coordinates in the view.

Created

When the location was created.

Sortable via the heading.

Edited

When the location was last changed.

Sortable via the heading.

Actions

Eye = view with address, coordinates and rooms. Calendar = room overview with occupancy. Pencil = edit (address, rooms; further tabs for documents and pictures). Arrow with number = the course sessions at this location, grouped by course.

For room planning the calendar is the quickest entry point: you see immediately which room is occupied when.

The arrow appears only for locations with course sessions attached – directly or via one of their rooms. Each session in the expanded list leads to its editing; there you choose a different location. Once no session is attached any more, the location can be deleted.

Delete

Deletes the marked locations after confirmation. Locations that still have course sessions attached – directly or via one of their rooms – are kept; the message names them with the number of sessions (of which future). The others are deleted.

Assign the sessions to another location first, then the location can be deleted.

Deleting is meant for mistakenly created entries; you can simply leave former locations in place.

Create new location

Opens the form for a new place: name, street, house number, postcode, city and optionally rooms. After saving, the location is available for selection in course sessions.

Rooms are worthwhile if several courses run at the same time at one place – the room overview then shows overlaps.

Location

The data of a location at a glance: address, map coordinates and rooms. Change via “edit”; you find documents and pictures there in their own tabs.

After creating, check here whether longitude and latitude are filled – otherwise the map marker is missing in the portal (correct the address and save again).

ID

Internal number of the location.

Relevant for internal use only.

Name

Name of the location as customers see it.

Change via “edit”.

Postcode

Postcode – part of the address in the portal.

Change via “edit”.

City

City – part of the address in the portal.

Change via “edit”.

Street

Street – part of the address in the portal and basis of the map position.

Change via “edit”.

House number

House number – part of the address.

Change via “edit”.

Longitude

Map coordinate that the system determines from the address on saving. Empty = the address could not be found or no map service key is stored.

If the value is empty: check the address (spelling, house number) and save the location again.

Latitude

Map coordinate like the longitude – together they set the marker on the map in the portal.

Determined automatically, not entered by hand.

created

When the location was created.

For orientation.

last edited

When the location was last changed.

For orientation.

Rooms

The rooms of this location with name, number, floor and building. Rooms are assigned in the course session under “Room”; the room overview then shows occupancy and overlaps.

You can create and change rooms via “edit” in the “Rooms” section.

delete

Deletes this location after confirmation – for administrators only and only if no course session uses it or one of its rooms. Otherwise it is kept and the message names the number of sessions (of which future).

Assign affected sessions to another location beforehand.

back to overview

Back to the location list. Nothing was changed here.

All details are display only.

edit

Opens the form for address and rooms. There you also find the tabs “Documents”, “Pictures” and “Room overview”.

Changes to the address take effect immediately for all sessions of this location.

Session calendar of the locations

All course sessions in the calendar, with location, room, speakers and participants. Choose a location at the top to see only its sessions – this is how you find free times for a new session.

For planning at a place with several rooms, the room overview of the location (calendar icon in the location list) is even more precise: it shows the occupancy per room.

Course, speakers, participants and location are linked and open in a new tab; each session also has the link “Participant list (PDF)” – see the help icon “Links in the session”.

Choose location

Shows only the sessions of the chosen location. “All” removes the filter. The selection takes effect immediately.

The filter is kept when you page between months.

Calendar view

Month, week or day via the buttons at the top right. Week and day show times – ideal for spotting overlaps.

The month gives the overview, the week the details.

Navigation

With the arrows you page back and forth, “today” jumps to the current date.

The location filter is kept.

Links in the session

Each session links into a new tab: the course title to the course, speakers to the speaker, participants to the customer's participant list, the location to the location. “Participant list (PDF)” opens the list of the session in a new tab – in the month view as “PDF” after the title.

As a speaker you see the links only for your own sessions: course title and participants lead to the participant page of your course, plus the participant list as PDF. For administration and read-only accounts the admin links apply.

In the week and day view a session grows when you hover over it with the mouse so that all details are legible.

Print

“Print” at the top right opens the currently selected view as a PDF in a new tab – with the same period and location filter. Month, week and day fit on one A4 page, the session overview runs over several pages.

Month and week appear in landscape format, the day in portrait. If not all sessions fit in a cell, “+ n more” is shown there, and long course titles are shortened – you get the complete list with room, speakers and places if you first switch to “Session overview”.

Calendar

All course sessions in the calendar, filterable by location. Speakers see their own sessions here. A click on a session opens the details.

For speakers this is the quickest look at their own week; for administration an overview of all places.

Choose location

Shows only sessions of the chosen location; empty means all locations. The selection takes effect immediately.

The filter is kept when paging.

Calendar view

Month, week or day via the buttons at the top right. Week and day show times.

Ideal for spotting overlaps.

Navigation

Page with the arrows, “today” jumps to the current date.

The location filter is kept.

Location documents

Files that belong to this place – floor plans, rental agreements, directions, house rules. Upload via title + “Upload file” + “save”; optionally assign to a room.

This way colleagues and instructors find a place’s documents in one spot. Each document shows who uploaded it and when. Customers do not see these files.

search

Searches the titles of this location’s documents. Enter a term and click “search”.

An empty field and “search” shows all again.

Upload document

Enter a title, choose a file, assign a room if needed, “save”. Only then is the document saved.

After saving, the document appears in the list below.

Document title

A descriptive title so the document can be found later – e.g. “Floor plan ground floor” or “Rental agreement 2027”.

The file name alone (“scan001.pdf”) will help nobody later.

Upload file

Chooses the file from your computer. Then check the title above and click “save”.

Large files take a moment; wait for the confirmation.

Document list

All documents of the location. Use the checkboxes to mark entries for deletion; the pencil changes the title and room assignment.

Sort via the column headings Date and Description.

Date

When the document was uploaded.

Sortable.

Description

The title assigned on upload.

Sortable; change via the pencil.

Room

The room the document belongs to – e.g. a floor plan. Empty = applies to the whole location.

Change via the pencil in the row.

File

File name; clicking opens or downloads the file.

Stored separately per tenant on the server.

Employee

Who uploaded the document – the right contact person for queries.

Taken automatically from the logged-in user.

Delete

Permanently deletes the ticked documents – after confirmation.

Mark entries via the checkboxes first.

Edit document

Change the title and room assignment of a document. The file itself stays – to replace the file, delete it and upload again.

Apply with “save”.

Name

The title shown in the document list.

Short and unambiguous.

Room

Optional: the room the document belongs to.

Leave empty for the whole location.

Edit location

Name, address and rooms of the location. Changes apply immediately to all sessions at this place. When saving, the map coordinates are recalculated from the address. Further tabs: Documents, Images, Room Overview.

If a location has moved, change the address here – future confirmations show the new one. For an additional place, create a new location instead.

Location name

Required field. This is what the place is called in the portal, in the course list and in the order confirmation – e.g. “Studio North”, not just the street.

Short and understandable for customers.

Street

Street of the address – customers see it in the portal; the map position is calculated from it.

Enter the house number in the field next to it.

House number

House number, with a suffix if needed (12a).

Important for the map position.

Postcode

Postcode of the location.

Part of the address in the portal.

City

City or municipality of the location.

Part of the address in the portal.

Rooms

The rooms of this place, each with name (required), number, floor and building. Use “add” to add a room, the X removes it. You then assign rooms in the course session under “Event room”.

Rooms are worthwhile as soon as several courses run in parallel at one place: the room overview then shows the occupancy per room.

A room that is still used in course sessions is kept when saving: a message gives the number of sessions, and your other changes are saved anyway. Assign the sessions to another room first.

save

Saves address and rooms, recalculates the map coordinates and returns to the list (“Location saved”).

Required fields are outlined in red as long as they are empty.

cancel

Discards unsaved changes and returns to the location list.

Saved data remains unchanged.

Edit tab

Name, address and rooms of the location.

Changes affect all sessions at the place.

Documents tab

Upload and manage floor plans, contracts and other files for the location.

Visible only to your team.

Images tab

Upload, caption and sort photos of the place for the booking portal.

A good photo of the course room helps customers find their way.

Room Overview tab

Calendar of the room occupancy of this location – shows which room is occupied by which course and when.

Visible only to administrative roles.

Room name

Required field. This is what the room is called in the course session and in the room overview, e.g. “Studio 1” or “Large seminar room”.

Short and unambiguous within the location. You remove a room with the red X in its row – merely clearing the name is not enough, the form then reminds you of the missing name.

Room number

The number on the room (e.g. “2.04”) – helps participants on site. Optional.

Appears in the location view.

Building

With several buildings at one place: which one the room is in. Optional.

For participants’ orientation.

Floor

Floor of the room, e.g. “GF” or “2nd floor”. Optional.

For participants’ orientation.

Location images

Photos of the place for the booking portal: upload, add title and author, sort. Only “save” applies the changes. JPEG, PNG, GIF and WebP are allowed.

A photo of the entrance or the course room takes away customers’ uncertainty on their first visit. Mind the image rights and enter the author.

Upload images

Use the field to choose one or more image files (JPEG, PNG, GIF, WebP). Each image then gets fields for title, author and description.

Use landscape format with sufficient resolution.

Image gallery

The uploaded images in the order in which they appear in the portal. Sort by dragging, remove via the X; caption the fields of each image.

The first image is used as the main image.

save

Applies uploaded, changed and removed images (“Images saved”). Without saving, new uploads are lost.

The portal then shows the new state.

back to overview

Back to the location list without saving the image changes.

Saved images are kept.

Title

Short image title – appears as a caption in the gallery and as alternative text.

Describe what can be seen (“Seminar room overlooking the garden”).

Author

Photographer or rights holder – output as the image credit; for third-party photos usually required by the licence.

For your own photos, the name of your organization.

Description

Optional text for the image, e.g. notes on directions or the entrance.

Can remain empty.

Create a venue

Creating a venue in Kursimple — Creating a venue. View at full size

Location name

Required field. This is what the place is called in the portal and in the order confirmation – e.g. “Studio North”, not just the street.

Short and understandable for customers.

Street

Street of the address – customers see it in the portal; the map position is calculated from it.

Enter the house number in the field next to it.

House number

House number, with a suffix if needed (12a).

Important for the map position.

Postcode

Postcode of the location.

Part of the address in the portal.

City

City or municipality of the location.

Part of the address in the portal.

Rooms

Optionally create rooms right away (name, number, floor, building) if several courses run in parallel at the place. You assign rooms later in the course session under “Event room”.

Rooms can also be added later via “edit”.

save

Creates the location, determines the map coordinates from the address and returns to the list (“Location created”). Then select it in the course session.

Required fields are outlined in red as long as they are empty.

cancel

Discards the input; no location is created.

Back to the location list.

Room Overview

The occupancy calendar of this location: you see which room is occupied by which course session and when. With the room filter you narrow it down to individual rooms – this is how you find free times for new sessions and spot double bookings.

Sessions without a room assignment appear only at the location, not at a room – assign an “Event room” in the session so the overview is complete. Course, instructors and participants are linked (new tab), every session has the link “Participant list (PDF)” – see the help icon “Links in the session”.

Room filter

Shows only the occupancy of the chosen room. Without a selection, you see all rooms of the location.

The selection takes effect immediately and is kept when paging.

Calendar view

Month, week or day via the buttons at the top right. Week and day show times – there you spot overlaps of two courses in the same room.

Different colours stand for different courses.

Navigation

Use the arrows to page forwards and backwards; “today” jumps to the current date.

The room filter is kept.

Links in the session

Every session links into a new tab: the course title to the course, instructors to the instructor, participants to the customer’s participant list. “Participant list (PDF)” opens the session’s list in a new tab – in the month view as “PDF” after the title.

As an instructor you only see the links for your own sessions: course title and participants lead to the participant page of your course, plus the participant list as a PDF.

Print

“Print” at the top right opens the currently chosen view as a PDF in a new tab – with the same period and room filter. Month, week and day fit on one A4 page, the session overview runs over several pages.

Month and week appear in landscape format, the day in portrait format. If not all sessions fit in a field, it says “+ n more” there, and long course titles are shortened – you get the complete list with room, instructors and places if you switch to “Session overview” beforehand.