Rooms in the Form Builder

Add a room field to your form. Your customers can then browse and select rooms when they fill out the form.

Where do rooms come from?

You choose one of two modes:

• Manual -- create and manage rooms directly in the form builder.
• From catalog -- link a catalog list and pull rooms, layouts, and equipment from there.

Switching between these modes resets all room data in this field:

• Switching to catalog mode pulls in rooms, layouts, and equipment from the selected catalog list.
• Switching back to manual mode clears everything.

Source mode config

Field	Type	Values	Description
Room Source	string	Manual, Catalog list	Where rooms come from.
List	string	Catalog list name	Only for Catalog list mode. Select which catalog list to pull rooms from.

Configuration tabs

The room field has these tabs:

• Settings
• Linked Fields & API
• Layouts
• Equipment
• Rooms
• Lock (only on detail forms)

Settings tab

Configure the basics: label, layout options, room selection behavior, and display settings. You can choose single selection (the customer picks one room) or multi-selection (the customer can book several rooms at once).

Settings reference

Setting	Type	Default	Description
Field Label	text	"Room Selection"	The field label shown in the form. Required.
Required Field	on/off	off	Whether the customer must select a room.
Allow Multiple Room Selection	on/off	off	Let the customer book more than one room.
Show Room Prices	on/off	on	Display prices on room cards.
Display Layout	Grid / List	Grid	How rooms are displayed.
Columns (Grid View)	number	2	Number of grid columns (1--4). Only applies when layout type is Grid.
Show Filter Options	on/off	on	Show filter controls in the public form.

Filter options

When filters are enabled, you can toggle each filter individually:

Filter	Type	Default	Description
Filter by Capacity	on/off	on	Let customers filter rooms by capacity.
Filter by Equipment	on/off	on	Let customers filter rooms by equipment.

Linked Fields & API tab

This tab controls which form fields are linked to the room selection and how room availability is checked.

Availability check

Choose how room availability is determined:

Option	Description
No availability check	All rooms are shown as available. Linked fields are used for pricing and local filtering only.
External API	Room availability is checked via an external API. Linked field values are sent with each request.

Linked form fields

Link other form fields to the room selection. These values are used for pricing, availability checks, and capacity filtering. When using an external API, linked field values are also sent to the API.

Each linked field can be marked as required -- meaning the customer must fill it in before rooms are shown (or before the availability check runs, when using an external API).

Field	Compatible field types	Required flag	Description
Event Date	Date, Event Date	on/off	Links a date field. Used for availability checks and date-based filtering.
Attendees	Number, Attendees	on/off	Links a number field. Used for capacity matching.
Start Time	Time, Start Time, End Time	on/off	Links a time field. Required when any room uses per-hour pricing.
End Time	Time, Start Time, End Time	on/off	Links a time field. Required when any room uses per-hour pricing.

When both start and end time fields are linked, the booking duration is calculated automatically. If an external API is connected, duration is also sent to the API along with start and end time.

Important: If any room uses per-hour pricing, you must link start and end time fields. The form builder will not let you save without them.

API configuration

Only visible when Availability check is set to External API.

Setting	Description
Room Availability Source	Select or create an external data source for room availability. The source must be configured in Settings > External Data Sources.
API Response Mode	Whether the API returns available rooms or occupied rooms.
Fetch Mode	Automatic -- availability is fetched whenever linked fields change. Manual -- the customer clicks a "Show available rooms" button to search. Fields marked as required must be filled before the check runs (automatic) or before the button becomes active (manual).
Show time slots	Display time slots on each room card. Requires Time From / Time To fields to be mapped in the data source configuration.

Date alternatives

Only visible when an external API source is selected. When enabled, Eventyflow can suggest nearby dates with room availability if the customer's chosen date has no rooms available. Date alternatives are configured as part of the data source setup -- see External Data Sources for details.

Seating Layouts tab

Layouts are seating configurations for a room (e.g. theater, classroom, banquet, U-shape). Manage room layouts that can be assigned to rooms.

• Add a layout: name (required), description, image, external ID.
• Edit a layout (catalog-linked layouts are read-only).
• Delete a layout (removes it from all rooms that use it).
• Reorder layouts by dragging them.

Each layout shows a thumbnail, name, source badge (catalog or manual), description, and external ID.

Layout config reference

Field	Type	Required	Description
Layout Name	string	yes	Display name (e.g. "Theater", "U-Shape").
Description	string	no	Optional description of the layout.
Capacity	number	no	Default capacity for this layout. Each room can override it.
Layout Image	string (URL)	no	Image showing the seating arrangement.
External ID	string	no	ID in an external system (for integrations).
Display Order	number	no	Sort position. Controlled by drag-and-drop.

Equipment tab

Manage equipment items that you can assign to rooms. Examples: projector, flipchart, microphone, whiteboard.

• Add equipment: name (required), description, category.
• Edit equipment.
• Delete equipment (removes it from all assigned rooms).
• Reorder equipment by dragging.

Each equipment item shows name, source badge, description, and category.

Equipment config reference

Field	Type	Required	Description
Equipment Name	string	yes	Display name (e.g. "Projector", "Flipchart").
Description	string	no	Detailed description of the equipment.
Icon	string	no	Icon identifier for display.
Category	string	no	Equipment category. See list below.

Equipment categories

Category	Description
Technology	Technical equipment (laptop, projector).
Furniture	Tables, chairs, podiums.
Catering	Coffee machine, water dispenser.
Audio-Visual	Speakers, microphones, screens.
Accessibility	Wheelchair ramps, hearing loops.
Comfort	Air conditioning, heating.
Security	Fire extinguisher, first aid kit.
Other	Everything else.

Rooms tab

Add and edit individual rooms.

Room config reference

Field	Type	Required	Description
Room Name	string	yes	Display name (e.g. "Conference Room A").
Description	string (HTML)	no	Rich-text description of the room.
Area (m²)	number	no	Room area in m².
Main Image	string (URL)	no	Main image for the room card.
Gallery Images (Max 2)	string[]	no	Up to 2 additional gallery images.
Minimum Capacity	number	no	Minimum number of people.
Maximum Capacity	number	no	Maximum number of people.
External ID	string	no	ID in an external system.
Display Order	number	no	Sort position. Controlled by drag-and-drop.
Lock Behavior	object	no	Per-room lock policy. See the Lock section.

Capacity

• Set a capacity per layout (how many people fit in the room with that layout).
• Each layout can have a different capacity for the same room.
• The capacity is validated: it cannot exceed the room's max capacity.

Equipment

• Assign equipment items to each room.
• Equipment must be created in the Equipment tab first.
• Manual rooms can only use manual equipment; catalog rooms use their own assigned equipment.

Availability and tax

• Toggle availability on or off.
• Assign a tax rate (from your workspace tax rates).

Room pricing

Every room has a pricing mode that controls how costs are calculated.

Pricing modes

Mode	Description
Simple Pricing	One base price with a unit type.
Flexible Price Blocks	Multiple price tiers based on duration or time windows.

Older pricing configurations are automatically updated to use the current pricing options.

Simple pricing

Pick one unit type:

Unit	Description
Per Hour	Price per hour of usage. Requires start/end time dependencies.
Per Day	Price per day of usage.
Per Event	Flat price for the whole event, regardless of duration.

Simple pricing fields:

Field	Type	Description
Price	number	The base price amount.
Price Unit	string	Per Hour, Per Day, or Per Event.
Tax Rate	Tax rate name	Select the tax rate applied to this price.

Flexible price blocks

Create multiple price blocks for tiered pricing. For example: "Morning: 200 EUR, Afternoon: 200 EUR, Full Day: 350 EUR" -- the customer picks a time block.

Price block config reference

Field	Type	Required	Description
Block Name	string	yes	Display name (e.g. "Morning", "Half Day", "Full Day").
Block Type	string	yes	Block type. See the table below.
Price	number	yes	Price for this block.
Price per Hour	number	conditional	Used for price calculations in duration blocks.
Price Type	string	auto	Net or Gross. Matches your form's display price setting.
Tax Rate	Tax rate name	yes	Select the tax rate applied to this block.
Start Time	string (HH:mm)	conditional	Start time. Required for Time Range blocks.
End Time	string (HH:mm)	conditional	End time. Required for Time Range blocks.
Min. hours	number	conditional	Minimum hours. Required for Duration blocks. Step: 0.5.
Max. hours	number	conditional	Maximum hours. Required for Duration blocks. Step: 0.5.
Select Blocks	string[] or number	conditional	Block IDs to combine. Required for Combined Blocks (minimum 2).
Priority	number	no	Priority for conflict resolution. Higher number wins. Default: 1.

Price block types

Type	Required fields	Description
Time Range	Start Time, End Time	A specific time window (e.g. 08:00--12:00). The customer books a fixed slot.
Duration	Min. hours, Max. hours	An hour range (e.g. 1--4 hours). The price applies when the booking falls within this range.
Combined Blocks	Select Blocks (min. 2 IDs)	A combination of existing time-range blocks. The price applies when the booking spans all selected blocks. Only Time Range blocks can be combined.

Additional type values from catalog imports are automatically normalized:

Catalog value	Normalized to
Time-based	Time Range
Block-based	Duration
Hourly	Duration
Duration-based	Duration
Combined	Combined Blocks

You can edit and delete individual blocks. Combined blocks need valid combinations.

Display settings

Configure how rooms appear in the public form.

Display options reference

Setting	Type	Default	Description
Show Room Prices	on/off	on	Show prices on room cards.
Show Filter Options	on/off	on	Show filter controls.
Display Layout	string	Grid	Grid or List.
Columns (Grid View)	number	2	Grid columns (1--4). Only for grid layout.

Layout type

• Grid View -- rooms shown as cards in a grid. Choose 1 to 4 columns (default 2).
• List View -- rooms shown as a vertical list.

Filters

Turn filters on to let customers filter rooms by:

• Capacity.
• Equipment.
• Availability.

Lock tab (detail forms only)

Lock rooms so customers cannot change their selection after a certain point.

Field-level lock policy

The lock tab on the room field applies a lock policy to the entire room selection:

Setting	Type	Description
Lock	on/off	Immediately locked -- the field cannot be edited at all.
Final decision	on/off	Locked after the first submission with a non-empty value.
Editable until	object	Lock at a specific point in time. See below.

Lock deadline config

Field	Type	Values	Description
Date and time	string (ISO 8601)	--	Fixed date and time. Required for absolute deadlines.
Anchor	string	Event start, Event end	Reference point for relative deadlines.
Days	number	0--365	Number of days offset from the anchor.
Direction	string	Before, After	Direction of the offset.

Lock timing options:

• Lock -- locked right away.
• Final decision -- locked after the first submission.
• Editable until -- locked at a specific time:
  • Fixed date: a fixed date and time.
  • Relative to event: a number of days (0--365) before or after the event start or end.

Per-room lock policy

Each individual room can also have its own lock policy. The config is the same as the field-level lock policy above. Per-room lock policies override the field-level policy for that room.

Room appearance

Choose a visual style for the room display:

• Standard (default).
• Modern -- contemporary card design.
• Minimal -- reduced design.

Catalog-linked rooms

Rooms pulled from a catalog keep their core data read-only. You can still override:

• Availability.
• Tax rate.
• Lock settings.

Images are read-only for catalog-linked rooms. Catalog-linked layouts and equipment are fully read-only.

On detail forms, price overrides are also available for supported catalog rooms.

How it works at submission time

• If layouts exist for a room, the customer may need to select a layout.
• Lock rules are enforced on the server, not just in the form.
• The room selection appears in the event's Sales tab after submission. It is not a confirmed reservation yet -- your team reviews it first.

Related

• Products in the Form Builder
• Form Builder Fields
• Form Builder Conditional Logic
• Catalog Products, Rooms, and Collections