ProductInfrastructure and venue booking

Two events.
One auditorium.
Same Friday.

It happens on every campus. Bookings live in registers, emails and WhatsApp groups, so nobody sees the clash until both teams show up.

Book a walkthrough See how it works

Main AuditoriumBlock C · 600 seatsFri 24 Oct

9 AM12 PM3 PM6 PM

Convocation rehearsal9 AM–3 PMTech fest finals2–6 PMClash

Not availableAlready booked till 3 PM

Free Fri, 2–6 PM

Convention Hall450 seatsBookOpen Air Theatre800 seatsBook

Used every day at

That’s the part everyone sees

Meanwhile, Room 204 sat empty all week.

Most campuses feel short of space. Yet many rooms sit empty for half the day. If you can’t see that, you end up planning a building you don’t need. Digiicampus shows you every room, day by day: booked, partly free or empty.

Venue availabilityThis weekBookedPartly bookedFree

MonTueWedThuFriSatSunMain AuditoriumConvention HallSeminar Hall ACR 101CR 104CR 204Lab 4

CR 204 · free all 7 days

Spot rooms nobody booksSee which rooms sit free all week, and put them to use.

Count each room the right wayClassrooms by the hour. Guest rooms by the night.

Know before you buildSee how busy your rooms really are before you plan a new building.

So it starts with one list

Every building, room and bed, in one place.

Add them once. From then on, classes, events and guest stays all book from the same list. Nothing gets booked twice.

ClassroomsAuditoriumsLabsConference roomsGuest roomsLibrary roomsSports courts

Block AAcademic buildingFloor 18 classroomsCR 10160 seats · Projector · 8 AM–6 PM

Guest House AExecutive staysFloor 220 guest roomsGH-A 2012 beds · Check-in 2 PM · out 11 AM

Block CEventsGround floor2 hallsMain Auditorium600 seats · Sound · Stage

Now, back to Friday

Everyone sees what’s taken before they book.

Book one room you know, or ask for many at once, like guest rooms and classrooms for a training programme.

Book directly

When you know the room you want

The tech fest team opens the calendar, sees the hall is taken on Friday, and books Convention Hall instead. It takes a minute.

✓Search a list, or look at the calendar
✓No approval needed? It’s booked on the spot
✓Your rules decide which venues need a yes

AuditoriumFri 24 Oct · 2–6 PM400+ seats

Free for your slot

Convention HallBlock C · 450 seats

Open Air TheatreCampus grounds · 800 seats

AllottedBook

Request rooms

When you only know how many

A course needs 14 guest rooms. The team asks for 14, the office picks which, so no two teams clash.

✓Ask for 14 guest rooms, not room 201 to 214
✓The office can give all, some, or add you to a waitlist
✓If a room opens up, the office sees it right away

14guest rooms asked for · 1–5 Dec

10 allotted · all in Guest House A4 on the waitlist

Save allotment

Plans change

A cancelled booking doesn’t leave rooms empty.

When someone cancels, Digiicampus shows which waitlisted requests those rooms can serve. The office picks who gets them, and the rooms go back to use the same day.

Just cancelled

6guest rooms free

Family business programmeHighExact fit+4

Visiting faculty stayMediumExact fit+1

Faculty development weekLowPartial fit+1

Allot venues

Matched for youFreed rooms are matched to waiting requests by room type, dates and seats.

Departments set priorityEach department decides which of its waiting requests come first.

Old requests close themselvesIf nobody acts before the date passes, the request expires and the requester is told.

But someone still has to decide

Your estate office stays in charge.

They set the rules. The system does the chasing.

✓Choose who can book, who must ask, and what needs a yes
✓Let department coordinators mark requests high, medium or low
✓Swap a room in a booking without cancelling the rest
✓See who changed what, and when

Guest roomsWho can book

ADAdministratorsBooks directly

FAFacultyBooks directlyNeeds a yes

EXExec Ed officeRequests rooms

STStudentsCan’t book

Faculty · needs a yes: Off → OnEstate office · Mon

Everyone in the loop

Book the room, the mics and the chairs together.

Book for a colleague or a visiting guest. Add what you need from IT, housekeeping and security to the same booking. You and your guest hear back without anyone chasing.

Every need, on the booking

Note what you need from IT, housekeeping and security, right on the booking. The venue office sees it all in one place and can reply with a note.

Tech fest finalsConvention Hall · Fri 2–6 PMAllotted

ARFor Anita Rao, chief guest

IT services2 mics · live stream

Housekeeping450 chairs · stage by 1 PM

SecurityParking for 3 guest cars

Venue officeWe’ll stream from the AV room.

Nobody has to chase

Everyone on the booking gets an email and an app alert at each step: sent, allotted, waitlisted or cancelled.

EmailIn the app

Booking SubmittedLeadership programme · 16 venues

Booking Partially Allotted12 of 16 venues allotted

Booking Waitlisted4 guest rooms · you’ll hear back

And classes always come first

No event can take a room booked for a classThe timetable and the exam schedule book rooms the same way. So a class or an exam holds its room before anyone plans an event.

Mathematics · Sec AMon 9:00 · CR 101From timetable

Guest lectureMon 9:00 · CR 101Not available

Guest lectureMon 9:00 · CR 104Booked

From anywhere

Book or ask from your phoneThe office runs everything from the web.

9:41●●●

Digiicampus · nowBooking Partially AllottedBooking ID 2429: Allotted 12, Waitlisted 4.

My bookings

Tech fest finalsConvention Hall + 2 · Fri 2 PMPending allotment

Leadership programme16 rooms · 1–5 DecPartially allotted

Still have questions?

Here’s what people ask us.

Do classrooms and guest rooms book the same way?
No. Classrooms book by the hour. Guest rooms book by the night, with check-in and check-out.
Can I book the same room every week?
Yes. Book it once and set it to repeat daily, weekly, monthly or yearly, up to an end date. Every date is checked for clashes before it’s booked.
Can students book rooms?
Only if you want them to. For each kind of room, you choose who can book, who must ask, and what needs a yes.
What happens when I’m on the waitlist?
When a room opens up, the office sees it next to your request and can give it to you. They decide who gets what.
Do classes use the same rooms?
Yes. The timetable and the exam schedule book rooms the same way, so no event can take a room booked for a class or an exam.
We keep bookings in registers and spreadsheets. Do we start from scratch?
No. When you start, we bring your existing and upcoming bookings across, so the calendar is full from day one.

~~We’re short of rooms.~~

Which of your rooms is empty right now?

Most campuses can’t say. Send us your room list, and a short demo will show you.

Book a walkthrough Talk to our team

Two events.One auditorium. Same Friday.