As rooms evolve, it may be desired to make changes to room attributes that take effect at a later date. The room may be scheduled in its current state for activities that take place up until a certain date, and then a new version of the room becomes effective for activities that take place thereafter. By creating effective dates for changes, the same room may be scheduled in multiple states simultaneously, based on the date of the activity.

 

By default, a room has an effective date range from the beginning of time to the end of time (database BOT/EOT values of 1/1/1753 - 12/31/9999). This is represented in the application as an effective start date of “Original” and an effective end date of “Never”. Additional effective dates can be inserted in between as room change points. Once an effective date has been created, the version of the room the date represents can be selected for viewing and editing in the application. Any changes made specifically for an effective date are only effective beginning on that date. Finally, the default BOT and EOT values may be edited as well, allowing control over the earliest availability of the room and its expiration date.

NOTE: If an expiration date is set, the room is in effect through the end of the date specified.

The room list page displays rooms in the state in which they are "today".  If you delete a room from the room list page, the entire room and any of its effective dates are deleted as well.  You must edit the room record to manage individual effective dates.

 

To create an effective date for a room record, perform the following:

 

1.Click on the Resources tab.

 

2.Click on the Rooms option.

 

3.Find the room record you would like to edit and click on its room link.

 

4.Click on the Edit button.

 

5.Click on the Manage Effective Dates button.

 

6.Click on the calendar icon at the top of the Manage Effective Dates window.

 

7.Use the calendar tool to find and select a date that is between the effective start and end dates for the room.

 

8.When the selected date appears in the date field, click the Add button. The new effective date is inserted into the room’s effective range and is now available on the effective date drop-down menu at the top of the room form.
 
The room’s effective dates can be edited or deleted using the Manage Effective Dates option.  If editing the room number, see Room Numbers and Effective Dates.

NOTE: For partitioned rooms, effective dates must be managed only at the “parent” room level in the partition group. Rooms with effective dates are not available for selection as partitions, and effective date changes are not allowed on room partitions.