Creating and Managing Rooms

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Before You Begin

  1. Log in to BeED using your account credentials.
  2. Make sure your active role is set to Educator (or Admin).
  3. From the left menu, navigate to Hub and open the Hub you want to manage.

What Are Rooms?

Rooms are the core organisational unit inside a Hub. Each Room is an independent teaching space where you assign Experio, invite Learners, and add co-Educators. A single Hub can contain up to 10 Rooms, and Room 01 is created automatically when a new Hub is made.

Let's get started 👇

Creating a New Room

  1. In the Room List on the left panel, click the (+) Add New Room button next to the Rooms header.
  2. A new Room is created immediately below the existing Rooms.
  3. The default name follows the format "Room xx" (e.g., Room 02, Room 03).

If you already have 7 or more Rooms, the page will automatically scroll down to the newly created Room and highlight it with a pale blue background so you can find it easily.

The maximum number of Rooms per Hub is 10. The (+) button will be unavailable once this limit is reached.

Renaming a Room

  1. In the Room List, locate the Room you want to rename.
  2. Click the three-dot (⋮) More Settings menu on that Room.
  3. Select Rename.
  4. A text cursor appears at the end of the Room name — edit it directly.
  5. Press Enter to save the new name.

Alternatively:

  • Click the pencil icon next to the Room name inside the Room Content area to rename it inline.

Room naming rules:

  • Room names must be unique within the same Hub — two Rooms in the same Hub cannot share a name.
  • The same name can be used in different Hubs.
  • Room name is mandatory — if you clear the name and press Enter, the last valid name entered will be kept.
  • If you enter a name that already exists in the Hub, an error message will appear: "Room name already exists. Please choose a different name."
  • Maximum 500 characters.

Duplicating a Room

  1. In the Room List, click the three-dot (⋮) More Settings menu on the Room you want to duplicate.
  2. Select Duplicate.
  3. A popup will appear with the following options:

Options include:

  • Experio checkbox — tick to include the Room's Experio in the duplicate.
  • Educator checkbox — tick to include the Room's Educators in the duplicate.

Number of copies:

  • Enter the number of copies you want to create (numbers only).
  • Default is 1. Maximum is 10 copies.
  1. Click Duplicate to confirm.
    • On hover, the Duplicate button colour becomes a gradient.
    • On click, the copied Room(s) are created and you are returned to the Hub.

Duplicating a Room does not duplicate Learners — only Experio and Educators can be carried over.

Deleting a Room

  1. In the Room List, click the three-dot (⋮) More Settings menu on the Room you want to delete.
  2. Select Delete.
  3. A warning popup will appear asking you to confirm the deletion.
  4. Confirm to permanently delete the Room.

Deleting a Room is permanent and cannot be undone. All Experio, Learner progress, scores, and data within that Room will be lost.

Understanding the Room List

Each item in the Room List shows:

  • Room icon — display only.
  • Room name — the name you assigned (or the default "Room xx").
  • Total Learners — the combined count of Active and Archived Learners in that Room.

Clicking on any Room in the list loads its content in the main panel on the right, where you can manage Experio, Learners, and Educators across three tabs.

Quick Summary

  1. Click (+) Add New Room in the left panel to create a new Room.
  2. Use More Settings (⋮) on any Room to Rename, Duplicate, or Delete it.
  3. Click the pencil icon inside the Room Content area to rename inline.
  4. Click any Room in the list to open and manage its content.

Your Rooms are set up — now start adding Experio and inviting Learners!

Important Notes / Tips

  • Room 01 is created automatically when a Hub is first made — you don't need to create it manually.
  • Rooms are independent of each other — the same Experio can be added to multiple Rooms, and each Room tracks Learner progress separately.
  • An Educator can be added to multiple Rooms within the same Hub using the same email address.
  • A Learner can only be in one Room at a time within the same Hub.
  • The Activity option in the Room More Settings menu is currently UI only and will be available in a future update.
  • For next steps, see Importing Experio into a Room, Managing Learners in a Room, and Managing Educators in a Room.
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