Managing Locations

This guide walks you through adding and managing the physical spaces where your music school operates, from creating buildings to adding rooms and tracking capacity.

Navigating to Locations

Click Locations in the main sidebar (under Teaching) to see all of your school's locations. By default, the Locations page shows your buildings and rooms in a list. Click the Card View button to switch to a visual layout of buildings and their rooms.

Adding a New Building

1. Go to Locations in the sidebar.
2. Click Add location.
3. In the drawer, select Building as the Category.
4. Fill in the location details:

Field	Description	Required
Name	A recognizable name for the location (e.g., "Main Studio")	Yes
Address	The street address of the location	No
City	City where the location is situated	No
State	State	No
Zip Code	Postal code	No
Description	Additional notes about the location (e.g., parking instructions, entry code)	No

5. Save the drawer to create the building.

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There's no capacity field when creating a building. To set a building's capacity, open the building's detail page and use the Capacity picker there.

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Even if a field isn't required, filling in the address is helpful for instructors and families who need directions. The description field is a great place for practical details like "Enter through the side door" or "Free parking in the back lot."

Adding Rooms

Rooms are the specific spaces where lessons and classes are scheduled. Every building should have at least one room. There are two ways to create a room:

From the Locations page:

1. Click Add location.
2. Select Room as the Category.
3. Enter the room details:

Field	Description	Required
Name	The name of the room (e.g., "Studio A", "Practice Room 2")	Yes
Capacity	How many people the room can hold	No
Building	The building this room belongs to	No
Description	Notes about the room (e.g., "Has grand piano", "Drum kit available")	No

From Card View:

Switch to Card View and click Add Room on a building's card. This opens the same drawer with the category set to Room and the building preselected.

Repeat this for each room at the building. Rooms belong to their parent building — you cannot give a room its own street address.

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Room capacity is informational — it helps you keep track of how many people each space can hold when deciding where to schedule a group class.

Card View

Click Card View on the Locations page to see a visual layout of your buildings and rooms. Each building card shows:

• The building name
• Its rooms, with their capacity information
• An Add Room button for creating a new room in that building

This view is especially useful for schools with multiple buildings, as you can see your entire physical footprint at once.

Editing Location Details

Editing is done inline on the location's detail page — there is no separate edit form or Save button:

1. Open the location by clicking it on the Locations page.
2. Click any field you want to change (name, description, address fields, and so on).
3. Make your change. It's saved as soon as you finish editing the field.

The detail page also lets you:

• Set the location's Capacity using the capacity picker.
• For a building: see and manage its linked Rooms.
• For a room: change which Building it belongs to, or set its Calendar Color (see Room Color below).
• Review the Insights section and the Happening Now, Upcoming Events, and Past Events tabs to see activity at that location.

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If you rename a room, the change is reflected everywhere that room is referenced, including on existing calendar events.

Location Capacity

Capacity can be set at both the building level and the room level:

• Room capacity can be entered when creating the room, or changed later with the capacity picker on the room's detail page.
• Building capacity is set with the capacity picker on the building's detail page.

Both are informational — they help you understand how many people each space can hold.

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The capacity bar you see when scheduling a class or event on the calendar is the event's own maximum participants, set on the event itself. It is not the room's capacity, and Conductly does not compare enrollment against room capacity.

Room Color

Each room (not building) can have its own Calendar Color:

1. Open the room's detail page.
2. Click Calendar Color in the properties panel and pick a swatch, or enter a custom hex value.
3. The color saves as soon as you pick it. Click the swatch again and clear it to remove the color.

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A room's Calendar Color only shows up on the calendar when your school's Color events by setting (Settings > Calendar) is set to Location. Buildings don't have a calendar color -- only rooms can be booked on an event.

Buffer Time

Some rooms need a few minutes to reset between bookings -- moving a drum kit, resetting chairs, or letting one family clear out before the next arrives. Buffer Time reserves that turnover time around every event scheduled in a room.

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Buffer time only affects scheduling conflicts. It never changes an event's own start or end time, and has no effect on billing, instructor pay, or attendance -- those all still use the lesson's real scheduled length.

Buffer Time is set on a location's detail page, alongside Capacity and Calendar Color -- and it's available on both buildings and rooms:

1. Open the location's detail page.
2. Click the Buffer property.
3. Choose an option:

Option	What It Does
Use building default (rooms only)	Follows whatever buffer, if any, is set on the room's building. This is the starting state for every new room.
No buffer	The room is free the instant an event ends -- no turnover time reserved.
5 / 10 / 15 / 20 / 30 / 45 / 60 minutes	Reserves that much turnover time.

Once a room or building has a duration set, a second control appears to choose the placement:

Placement	Effect
Before	The room is reserved for the buffer duration immediately before each event -- useful for setup time.
After	The room is reserved for the buffer duration immediately after each event -- useful for teardown or cleanup.
Both (the default once you pick a duration)	The room is reserved on both sides of every event.

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With Both, two back-to-back events in the same room need the full buffer between them, not half -- each event claims the buffer on its own side. A 15-minute "before and after" buffer needs a 15-minute gap between two lessons in that room, not 7.5.

Buildings Set the Default, Rooms Can Override

A building's buffer is the default every room inside it follows, unless the room sets its own. A room's own value -- including No buffer -- always wins over the building's, which is how a single room can opt out of a building-wide buffer without affecting its neighbors.

Example: Your building "Main Studio" has a 10-minute, Both buffer set. Every room in it (Studio A, Studio B, the Group Room) follows that 10-minute buffer automatically. If Studio B needs a bigger gap for chair setup, set Studio B's own buffer to 20 minutes -- it now uses 20 minutes while Studio A and the Group Room keep following the building's 10.

What Buffer Time Affects

A room's buffer widens the window Conductly checks for conflicts everywhere a room's availability matters:

• Scheduling or editing an event on the calendar
• The list of available rooms shown on the event form
• Self-booked lessons through your storefront (Settings → Calendar → Which Rooms Can Be Used) -- Conductly won't auto-assign a room during its own turnover time

If a booking is blocked or warned about only because of turnover time (not an actual overlap), Conductly's message tells you the room needs time to turn over rather than that it's already booked -- see Conflict Detection. Whether that message is a hard block or a warning you can proceed past is still governed by Prevent Double Booking -- buffer time doesn't add a separate setting for that.

Buffer also shows up visually on the calendar -- see Buffer Time Bands in Day and Week view.

Double Booking

Every room follows your school's Prevent double booking setting by default -- but a room (or a whole building's rooms) can override that, following its own Block, Warn, or Allow rule instead. This is useful for a placeholder room like "Home Visits," where two instructors really can be in two different places at the same time, so a conflict warning would just be noise.

Double Booking is set on a location's detail page, alongside Buffer and Capacity -- and like Buffer Time, it's available on both buildings and rooms:

1. Open the location's detail page.
2. Click the Double booking property.
3. Choose an option:

Option	What It Does
Follow building (rooms only) / Follow school setting	Follows whatever the room's building sets, or -- for a building, or a room with no building -- follows Prevent double booking. This is the starting state for every location.
Block	Refuses a second booking at the same time, regardless of the school-wide setting.
Warn	Asks before saving a clash, but lets you proceed.
Allow	Skips the conflict check for this room entirely -- two lessons can be booked here at the same time with no warning at all.

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Allow only turns off the room conflict check. Conductly still refuses to double-book the same instructor into two lessons at once, regardless of a room's Double Booking setting.

Buildings Set the Default, Rooms Can Override

Just like Buffer Time, a building's Double Booking setting is what its rooms follow unless a room sets its own. A room's own value always wins over the building's.

Example: Your school keeps Prevent double booking on (Block) in Settings → Calendar. You add a placeholder room, "Home Visits," for lessons taught at students' homes, and set its Double booking to Allow. Two instructors can now both have a 4:00 lesson booked in "Home Visits" without Conductly warning either of them -- while every other room at your school still blocks conflicts as usual.

How It Affects the Room Picker

When you're scheduling an event, a room that's already booked at the selected time behaves differently depending on its effective Double Booking setting:

• Block -- The room doesn't appear in the location dropdown at all for that time.
• Warn -- The room still appears, shown grayed out, and picking it asks you to confirm before saving.
• Allow -- The room is never treated as booked, so it appears normally with no flag.

Where Lessons Take Place

By default, a room's address is its building's -- the same address you set when creating the building. For a school that teaches at students' homes rather than a fixed studio, a room can instead say its lessons take place at the student's home:

1. Open the room's detail page.
2. Click Lessons take place at and choose:

Option	What It Does
This location's address (the default)	The room uses its building's address.
The student's home	The room becomes a placeholder -- every lesson booked in it shows the address of the student(s) on that lesson instead.

Switching a room to The student's home hides its own address fields on the detail page, since the room no longer has an address of its own.

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The first time you switch a room to The student's home, Conductly also sets its Double booking to Allow, if nothing was set on it before -- so two instructors can each use the placeholder room for a different home visit at the same time. This only happens automatically once; you're free to change Double Booking back afterward.

Whose Address Shows

A lesson's address comes from whichever student is on it:

• One student on the lesson -- their home address, or their first guardian's if the student has none on file.
• More than one student, all at the same address -- one address line.
• More than one student at different addresses -- one line per student, labeled with their name.

That address appears on the calendar event popover, linked to a map search -- see The Event Popover -- and on the synced Google Calendar event, if your school uses Calendar Sync.

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By default, every instructor can see these addresses. If your school has Hide contact details turned on for instructors (Settings → Team, under instructor permissions), an instructor only sees a student's home address on lessons they personally teach -- owners and admins always see it.

A room set to The student's home is left out of two things elsewhere in Conductly:

• Self-booked lessons never auto-assign into it -- see Which Rooms Can Be Used. A placeholder room that's never actually busy would otherwise look available for every booking.
• The Location Usage report, where it would otherwise read as booked far more than 100% of the time.

Searching and Sorting

Use the controls on the Locations page to:

• Search for a specific building or room by name
• Sort by Name, Created Date, Category, or Capacity

Deleting and Restoring Locations

Locations are deleted and restored from the Locations list page — the location detail page does not have a working delete action.

Deleting a Location

You can delete a building or a room in two ways:

From a row's context menu:

1. Right-click the location's row on the Locations page.
2. Select Delete.
3. Confirm the deletion.

Using the bulk menu:

1. Select one or more locations using the checkboxes.
2. Click the three-dot menu next to the "Locations" heading.
3. Select Delete location(s).
4. Confirm the deletion.

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Deleting a building does not delete its rooms. The rooms remain in your locations list — you can move each one to another building by editing its Building property on the room's detail page, or delete the rooms separately.

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If an instructor's availability is limited to a location you delete, those availability blocks are permanently removed — restoring the location afterward does not restore them.

Restoring a Deleted Location

If you accidentally delete a location, you can restore it:

1. On the Locations page, click the three-dot menu next to the "Locations" heading.
2. Select Restore location(s).
3. In the drawer that appears, find the location you want to restore and confirm.

Best Practices

• Create rooms before scheduling. Having your rooms set up first makes it much easier to schedule lessons and classes without conflicts.
• Be specific with room names. "Studio A" is better than "Room 1" — it helps everyone know exactly where to go.
• Set room capacities. Even approximate capacities help you make better scheduling decisions for group classes.
• Use descriptions for practical info. Include details like available equipment, access instructions, or anything an instructor or student needs to know.
• Set a building-level buffer if most of your rooms need the same turnover time, and only override individual rooms that differ -- it's less to maintain than setting the same buffer on every room by hand.
• For lessons taught at students' homes, use one placeholder room with Lessons take place at set to The student's home, rather than creating a room per family -- Conductly resolves each lesson's real address for you.