eBrigade Room management module
Book your shared rooms without clashes
The Room management module centralises your shared rooms in eBrigade: each room is linked to a section, described by its full address, its capacity and the storage location that serves it, and can be booked from a shared calendar in month, week or day view. A booking can be made on its own or from an activity’s record — it then takes on the activity’s dates — and any overlap with another booking or with the times of a linked activity is automatically refused. A QR code displayed on the door tells anyone who scans it whether the room is free or occupied, and until when.
These buttons are about this optional module: add-on pricing and a 1-month trial of the module.
Illustration · sample data
What is eBrigade’s Room management module?
Booking of shared rooms, each linked to a section, with a calendar and a direct link to activities. It is available as an option so that each organisation can switch it on as needed.
Why manage your rooms in eBrigade?
You don’t know whether the training room is free on the day until you’ve called the local manager. The shared calendar, where there is one, lives in a spreadsheet that nobody keeps up to date — so clashes between sections or between activities come to light on the morning itself, in front of the door.
What room management in eBrigade changes
Shared rooms can be booked directly from eBrigade, on a calendar visible to all authorised users. Each room is linked to its section and described by its capacity, its full address and the storage location that serves it. Bookings can be made from the activity’s record, which only offers rooms that are still available and automatically takes on its dates; any overlap is blocked.
What you can do with Room management
Each shared room belongs to a specific section. Two separate sets of clearances apply: view / add / edit / delete a room on the one hand, and the same rights on its schedule on the other — your teams can make bookings without being able to touch your room inventory.
Beyond capacity and a free-text comment, each room has a structured address: country, postcode, town, region and additional address details, with assisted entry. Leaving capacity empty indicates a room with no limit on places.
Each room designates the storage location that serves it — the one holding the equipment, consumables and uniforms. The room becomes a logistics point for preparing an activity, not just a calendar slot.
A room’s bookings can be viewed as a table or on a monthly, weekly or daily calendar, shared by all authorised users. Selecting a slot in the calendar opens the booking straight away.
When a booking is made, the system checks not only existing bookings but also the times of activities linked to the room. Any overlap is refused with a clear message; two back-to-back slots are still accepted.
On activity types where rooms are allowed, a Room tab offers only the rooms still free for that activity. The booking takes on the activity’s dates and name, with no double entry.
Each room can have its own QR code, printable singly or by the sheet. Scanned on the spot, it first answers the only question people ask in front of the door: the room is free, or occupied by a given meeting until a given time — and here is what comes next. Two buttons then lead to the record or to booking.
The schedule names the person behind each booking. Creation, changes and cancellation are logged: a booking that disappears leaves a trace.
When the room is booked for an activity, the number of people signed up is compared with its capacity. Too many people for the room? You are warned — without being blocked: the decision stays with the person in charge.
A room’s bookings can be exported to a file that any calendar can open — Outlook, Google Calendar, Apple Calendar. Useful for passing a venue’s slots on to a third party who has no access to eBrigade.
Step by step
Create each room, link it to a section and enter its capacity, its full address (country, postcode, town, region, additional details) and a free-text comment — equipment, access, special features. A photo can be added and cropped; without a photo, the room shows a badge with the initials of its name.
Link the room to the storage location where its equipment is kept. You prepare an activity knowing, from the room’s record, where to collect what you need.
Two ways in: a standalone booking, with its title and times, or a booking linked to an activity — which then automatically takes on the activity’s dates and name. Any overlap is refused, including with the times of activities already scheduled in the room.
A room’s schedule can be read as a table or as a monthly, weekly or daily calendar. In the calendar, selecting a slot opens the booking straight away for the chosen dates. The record shows at a glance whether the room is free or occupied, and until when.
Print the room’s QR code and put it up at the entrance. One scan is enough to see who is using it and until what time, without opening eBrigade or disturbing anyone.
Where this module really pays off
Training centres & apprentice training centres (CFA): booking of classrooms linked to each section, with double bookings blocked immediately.
Fire and rescue services (SDIS) & fire stations: room bookings tracked by section, shared across all authorised teams.
Multi-site associations: centralised management of each branch’s rooms, each with its own address and capacity.
Booking a room directly from an activity’s record, seeing only the rooms still free for that activity.
Multi-purpose rooms lent to third parties: capacity, address and access notes entered once, available to everyone preparing the event.
Venue displaying its QR code at the entrance: a scan shows who is using the room and until when, without opening the app.
A room’s slots passed on to an outside partner via iCal export, without giving them access to eBrigade.
Frequently asked questions
Can a room be linked to a storage location?
Yes. Each room can designate the storage location that serves it. That storage location holds the equipment, consumables and uniforms: from the room, you know where to fetch them. Equipment is not linked directly to the room.
How are booking clashes handled?
When a booking is made, the module checks the bookings already in place for the room and the times of the activities linked to it. If there is an overlap, the booking is blocked with a message saying the room is already booked on that date. Two back-to-back slots — one ending at 12:00, the other starting at 12:00 — are still accepted.
Can a room be booked directly from an activity?
Yes, provided the activity type allows rooms: the “Rooms” box is ticked on the activity type, in the settings. The Room tab then appears on the record, with a Booking button that lists only the rooms still free for that activity. The booking automatically takes on the activity’s dates and name.
What happens if the linked activity is deleted?
The booking stays in place and continues to occupy the room, flagged as “Activity deleted” in the schedule and the calendar. You can see it, and you can edit it or release the room. Deleting the room, on the other hand, deletes all its bookings.
How do I indicate that a room has no limit on places?
Leave the Capacity field empty. The room is then shown with the ∞ symbol in the list, instead of a number of places. If you enter a capacity, it is compared with the number of people signed up for the activity making the booking: above it, a warning is displayed, without blocking the booking.
Can I tell whether a room is free without opening its schedule?
Yes. The room’s record states at the top whether it is free or occupied, and until what time. The QR code displayed on the door gives the same answer when scanned, along with the next booking.
Can I get a room’s schedule into my calendar?
The schedule can be exported in iCal format from the room’s record: a file that Outlook, Google Calendar or Apple Calendar open directly. It is an on-demand export, not a subscription that updates itself.
Is there a record of bookings and cancellations?
Yes. The schedule shows who made each booking, and creation, changes and cancellation are all recorded in eBrigade’s history.
Does this module work for multi-site organisations with several rooms per section?
Yes. Each room is linked to a specific section and has its own full address. Multi-site organisations manage all their rooms from a single place, with eBrigade’s usual clearances — four rights for rooms (view, add, edit, delete) and four more for their schedule.