Set Up Classrooms

Set Up Classrooms

Configure classroom records with capacity, facilities, and location details. Proper classroom setup enables efficient scheduling, timetable generation, and resource allocation.

Time required: 5-10 minutes per classroom

Prerequisites

• Facility Manager or Admin role
• Building/campus configured
• Facility types defined (optional)

Overview

Classroom management includes:

• Room registration and details
• Capacity and seating configuration
• Facility and equipment tracking
• Location and building assignment
• Scheduling availability

Steps

Step 1: Navigate to Classrooms

1. Go to OpenEduCat > Facility > Classrooms
2. Click Create to add a new classroom

Step 2: Enter Basic Information

Field	Required	Description	Example
Name	Yes	Room name	”Room 101”
Code	No	Unique identifier	”BLK-A-101”
Building	No	Building name	”Block A”
Floor	No	Floor number	1
Campus	No	Campus location	”Main Campus”

Step 3: Set Capacity

Field	Description	Example
Seating Capacity	Total seats	40
Exam Capacity	Exam seating	30
Standing Capacity	Maximum persons	50

Step 4: Select Room Type

Type	Description	Use Case
Classroom	Standard room	Regular classes
Lecture Hall	Large capacity	Large batches
Seminar Room	Discussion setup	Small groups
Laboratory	Practical work	Lab sessions
Computer Lab	Computer equipped	IT classes
Auditorium	Events	Presentations
Library	Reading room	Study space

Step 5: Add Facilities

Check available amenities:

Facility	Description
Projector	Display system
Whiteboard	Writing board
Smart Board	Interactive display
AC/Heating	Climate control
Audio System	PA/speakers
Video Conferencing	Remote meeting
Computer/Desktop	Work stations
Internet	Network access

Step 6: Set Availability

Configure when room is available:

Field	Description	Example
Available From	Start time	08:00
Available Until	End time	18:00
Working Days	Days available	Mon-Sat
Blocked Dates	Unavailable dates	Holidays

Step 7: Save Classroom

Click Save to create the record.

Classroom Features

Location Details

Field	Description	Example
Building	Building name	”Science Block”
Floor	Floor level	”2nd Floor”
Wing	Building section	”East Wing”
Room Number	Official number	”201”
GPS Coordinates	Location data	Optional

Equipment Inventory

Track room equipment:

1. Go to Equipment tab
2. Click Add a line
3. Enter:
   • Equipment name
   • Serial number
   • Condition
   • Purchase date

Maintenance Schedule

Field	Description
Last Cleaned	Cleaning date
Last Inspected	Inspection date
Next Maintenance	Scheduled maintenance
Maintenance Notes	Special instructions

Room Booking

Check Availability

1. Open classroom record
2. Click Availability smart button
3. View calendar with bookings

Book Room

1. Click on available slot
2. Create booking:
   • Purpose
   • Time slot
   • Requestor
   • Approval status

Booking States

State	Description
Pending	Awaiting approval
Confirmed	Booking approved
Cancelled	Booking cancelled
Completed	Event finished

Bulk Classroom Setup

Import Multiple Rooms

1. Go to Classrooms list view
2. Click Favorites > Import Records
3. Upload CSV:

name,code,building,floor,capacity,room_type
"Room 101","BLK-A-101","Block A",1,40,"classroom"
"Room 102","BLK-A-102","Block A",1,35,"classroom"
"Lab 201","BLK-A-201","Block A",2,25,"laboratory"

4. Map columns and import

Timetable Integration

Assign to Sessions

When creating timetable:

1. Select classroom for session
2. System checks capacity
3. Verifies availability
4. Prevents conflicts

Auto-Assignment

For automatic room assignment:

1. Enable Auto-Assign Rooms
2. System considers:
   • Batch size
   • Required facilities
   • Availability
   • Building proximity

Reports

Room Utilization

View usage statistics:

• Booking frequency
• Peak hours
• Underutilized rooms
• Facility usage

Maintenance Report

Track room maintenance:

• Scheduled maintenance
• Completed repairs
• Pending issues
• Equipment status

Field Reference

Classroom Record

Technical Field	UI Label	Type	Notes
name	Name	Char	Required
code	Code	Char	Unique identifier
building	Building	Char	Location
floor	Floor	Integer	Floor number
capacity	Capacity	Integer	Seating
room_type	Type	Selection	Room category
facility_ids	Facilities	Many2many	Amenities
available_from	Available From	Float	Start hour
available_until	Available Until	Float	End hour
active	Active	Boolean	In use

Booking Record

Technical Field	UI Label	Type	Notes
classroom_id	Classroom	Many2one	Room
start_time	Start	Datetime	Start
end_time	End	Datetime	End
purpose	Purpose	Char	Reason
state	Status	Selection	Booking state

Troubleshooting

Room not showing in timetable

Check:

1. Room is active
2. Capacity sufficient
3. Type matches requirement
4. Availability configured

Booking conflicts

Verify:

1. Time slot available
2. No overlapping events
3. Maintenance not scheduled
4. Room not blocked

Facilities not displaying

Ensure:

1. Facility types configured
2. Facilities linked to room
3. User has view permission

Capacity exceeded warning

When batch size > room capacity:

1. Choose larger room
2. Split batch
3. Request capacity update

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Related: Create Classroom | Configure Facilities | Create Timetable