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A Site Administrator can access the rooms administration dashboard via the quick-access menu within Seminars > Rooms.

The Manage rooms area provides a list of all rooms within the site and, by default, the ability to search for available rooms by date.

The Manage rooms area is based on an embedded report so may be configured via the Report Builder, the results exported to .CSV, Excel, .ODS or PDF and each column (except Actions) sorted in ascending or descending order as required. Please see Reports for more information.

Actions column

The Actions column provides a range of options against the corresponding room.


Clicking the details icon ( ) will allow you to view all information about the selected room, view all upcoming sessions in the Room and the corresponding Bookingstatus of each. Use the Back to rooms button at the bottom of the page to return to the previous screen.


The edit icon () will allow you to update all details as described below. 


The visible/invisible icons ( ,)  will allow you to hide or show a room from the list of available rooms for users creating a new event. This will not affect any events currently linked to the room.


The delete icon () is only available if the room is not currently assigned to an event.

Currently assigned to an event

Will be listed against a room where a seminar event has been booked within this room.

Managing available rooms.

Add a new room

To create a new room within the site, use the Add a new room button located at the bottom of the Manage Rooms page. Enter in all values within each of the required fields.

Only users with the required capabilities can manage and add rooms. To add site-wide rooms users must have the mod/facetoface:managesitewiderooms capability, and to create rooms in specific seminar activities on an ad-hoc basis they must have the mod/facetoface:manageadhocrooms capability.


Enter a descriptive name for the room.  

CapacityProvide the maximum number of attendee bookings this room can allow.-
Room linkProvide a link to a virtual room or webinar.

When a Room link is provided then a Join now button will allow attendees to join the virtual room up to 15 minutes before the start of a session.

The Join now button will be displayed on the Event details tab, the All events view, the course page, and the Learner-facing Event page.

Allow room booking conflictsChecking this option will allow room scheduling conflicts to exist and multiple events to occupy the same space at the same time.-
DescriptionProvide a description of the room and any relevant information relating to the training space.-

Add in details for any Custom fields (such as location, in-built equipment etc.) and select Add a room to save the room or Cancel to discard your changes.

Adding a room.

Totara Academy

The Totara Academy has a whole course dedicated to using Seminar Management in Totara Learn. Here you can learn more about how to use seminars, see best practice, and give it a go yourself.

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